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County Captain Outreach Workflow

A multi-touch outreach workflow designed to connect with county captains through phone, door-to-door visits, text messages, and mail.

Overview

This workflow ensures every county captain receives personalized outreach through multiple channels. If one method doesn't work, the system automatically tries alternative approaches.

Flow Diagram

flowchart TD
    START((Start)) --> CALL[Initial Phone Call]

    CALL -->|Answered & Interested| WAIT[/Wait 3 Days/]
    CALL -->|Answered & Not Interested| END_DECLINED((Declined))
    CALL -->|No Answer| DOOR[Door-to-Door Visit]
    CALL -->|Voicemail| DOOR

    WAIT -->|Time Elapsed| TEXT[Send Follow-up Text]

    DOOR -->|Contacted & Interested| DECIDE{AI Decision}
    DOOR -->|Contacted & Not Interested| END_DECLINED
    DOOR -->|Not Home| MAIL[Send Postcard]

    DECIDE -->|Prefers Text| TEXT
    DECIDE -->|Prefers Mail| MAIL

    TEXT -->|Sent Successfully| END_SUCCESS((Success))
    TEXT -->|Failed to Send| MAIL

    MAIL -->|Sent| END_SUCCESS
    MAIL -->|Failed| END_FAILED((Failed))

    style START fill:#e1f5fe
    style END_SUCCESS fill:#c8e6c9
    style END_DECLINED fill:#fff3e0
    style END_FAILED fill:#ffcdd2
    style DECIDE fill:#f3e5f5
    style WAIT fill:#fff9c4

Step-by-Step Breakdown

1. Initial Phone Call

The workflow begins with a phone call using a standardized script.

Possible Outcomes: - Answered & Interested → Schedule a follow-up - Answered & Not Interested → Mark as declined, end workflow - No Answer / Voicemail → Try door-to-door visit

2. Door-to-Door Visit

If phone contact fails, a field team member visits in person.

Possible Outcomes: - Contacted & Interested → AI decides best follow-up method - Contacted & Not Interested → Mark as declined - Not Home → Send a postcard

3. AI-Powered Decision

When a door conversation is successful, Claude AI analyzes the canvasser's notes to determine the best follow-up channel.

"Based on the canvasser notes, determine the best follow-up method. Consider the contact's engagement level and preferences."

4. Follow-up Communications

Based on the journey so far: - Text Message → Quick digital touchpoint - Postcard → Physical mail for those harder to reach digitally

5. End States

  • Success → Contact was reached and engaged
  • Declined → Contact opted out of further outreach
  • Failed → Unable to complete the outreach sequence

Timing

Step Wait Time
After interested phone call 3 days before text
Postcard delivery Standard mail time

Best Practices

  1. Always log detailed notes after door conversations - the AI uses these to make decisions
  2. Respect "Not Interested" responses immediately
  3. Monitor failed workflows to identify systematic issues (bad phone numbers, etc.)