The problem
This job takes the most experienced person in the room.
Dudley Land Company’s leasing projects run on relationships with hundreds of landowners, and those relationships need tending: a note when things go quiet, an update when the project moves, a clear answer about where their lease stands.
Writing those emails takes a prospect manager, someone with years in the work who knows what’s happening in the project and what each landowner needs to hear. A junior person with a template can send words; only the person carrying the context can send the right ones. Dudley’s team worked the list the careful way: filter the tracker by last-contact date, open the notes, reread what was said last time, and judge whether the conversation is still alive, one landowner at a time. The math is brutal: hundreds of landowners, each needing a genuinely personal note, and the only person qualified to write them is the person the project can least spare for days of drafting.
The solution
One live run, on Dudley’s own tracking data.
During a Benali workshop with Dudley’s leasing team, we pointed Claude AI at the team’s own tracking export, the same spreadsheet the team already works from, and asked for what a prospect manager would want: find every landowner with no contact in 60 days or more, sort them by how long it’s been, and draft each one a personal email from their own record.
Each draft pulled together that landowner’s lease status, the tract and acreage in question, the terms on the table, and what was said the last time anyone talked to them. One draft opened with the landowner’s family lease, the exact acreage, the terms under discussion, and the trip she’d mentioned when the team last spoke in December. A rushed by-hand pass gets a fraction of that context into an email; every draft here carried the full picture.
The drafts land as drafts. The prospect manager reads each one, makes the tweaks only someone with their experience would catch, and sends. Trust builds the way it does with a new hire: review every email at first, then hand over more as the work proves out.
Time & impact
260 personal emails, reviewed by the one person who could’ve written them.
The run produced 260 personalized drafts in five minutes and 26 seconds, live, in front of the team. “That is wild,” said Harrison Grove, the Dudley team member whose own tracking data it ran on. Drafting those by hand is days of a senior person’s time, which is exactly why work like this keeps sliding.
Landowners hear from Dudley personally and on time, no relationship in the pipeline drifts cold, and the prospect manager’s week goes to the work only a prospect manager can do: negotiating, managing the project, being the person landowners trust. The same setup fits any team whose pipeline runs on relationships: sales, recruiting, renewals, collections.