Yash Pathak

Work

About

From decision-making to execution: Designing an end-to-end Outreach System

How integrating outreach workflows eliminated manual operations and completed the influencer marketing loop

Extended platform from planning → execution

Built end-to-end outreach system (email + workflows)

Enabled campaign execution without leaving the product

✦ The Problem

After successfully streamlining Version I, a critical gap remained:

Execution was still happening outside the platform.

WHAT WAS BREAKING THE FLOW

  • Shortlisted influencers had to be manually contacted via cold emails

  • Communication was not tracked within the system

  • Campaign managers relied on:

    • Gmail

    • Excel Sheets

    • Manual Follow ups

  • No visibility into:

    • Who was contacted

    • Who replied

    • Campaign progress

👉 The workflow was complete on paper, but broken in reality

✦ My Role

As the Product Designer, I led the end-to-end design of the desktop SaaS experience, extending the system from planning to execution through integrated outreach workflows.

Product Design

Designing the complete experience from discovery to outreach execution

UX Strategy for Outreach Systems

Defining how communication workflows integrate into the product

Workflow Design

Bridging the gap between decision-making and real-world actions

Messaging, Automation & Sequencing

Designing scalable communication systems with templates and follow-ups

✦ The Solution

Introducing: Outreach — an integrated execution layer


A system that allowed users to:

  • Contact influencers directly from the platform

  • Automate communication workflows

  • Track campaign progress in real-time

  1. From Lists → Actionable Pipelines

Version I lists became the foundation for execution.

What I introduced:

  • Status-based pipeline extended with:

    • Outreached

    • Negotiations

    • Hired

  • Direct actions:

    • “Message” CTA from list

    • Bulk selection → outreach

💡 Trade-off: Instead of building a separate CRM, we embedded lightweight execution directly into lists prioritizing speed over deep CRM complexity.

  1. Bulk Outreach System (Core Feature)

  • Multi-recipient email composer

  • Select influencers directly from lists

  • Add contacts / unlock emails inline

  • Bulk messaging with personalization variables

KEY UX CHANGES

  • Keep it contextual (inside lists)

  • Avoid forcing users into a separate “campaign builder”

👉 Reduced friction dramatically

💡 Trade-off: Bulk messaging was simplified to essential controls instead of advanced segmentation to keep the system usable for non-technical users.

  1. Templates & Sequencing System

TO SCALE OUTREACH DESIGNED:

  • Template library (reusable emails)

  • Dynamic variables:

    • {{name}}

    • {{campaign}}

  • Sequence builder:

    • Step-based follow-ups

    • Time delays (e.g., after 2 days)

👉 Enabled automated, structured outreach at scale

⭐️

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  1. Unified Messaging Inbox

A major pain point was fragmented communication.

SOLUTION

  • Centralized inbox inside platform

  • Thread view of conversations

  • Campaign-level visibility

👉 Shifted from:

❌ Scattered emails

✅ Unified communication layer

  1. Campaign-Level Tracking & Analytics

Introduced visibility into outreach performance:

  • Sent / Delivered / Opened / Replied

  • Influencer-level message status

  • Campaign engagement metrics

👉 Enabled data-driven campaign execution

  1. Contact & Identity Layer

Introduced visibility into outreach performance:

  • Influencer contact profiles:

    • Email

    • Phone

    • Location

  • Unlock contact flow

  • Editable profiles

👉 Bridged discovery data → real-world communication

  1. Mail Infrastructure Integration

To support real sending:

  • Mailbox linking (Gmail, Outlook)

  • Sending limits

  • Signature management

👉 Made the system production-ready, not just conceptual

⭐️

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✦ Key Product Improvements

Closed the loop from discovery → execution

Eliminated dependency on external tools

Enabled bulk outreach workflows

Introduced automation & sequencing

Centralized communication & tracking

✦ The Impact

  • Reduced manual outreach effort

  • Increased campaign execution speed

  • Increased response tracking visibility

  • Increased conversion from shortlist → hired

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