CASE STUDY
Driving Sales & Marketing Efficiency with AI Automations
Challenge
Sales and Marketing teams are often tasked with high-stakes, time-sensitive deliverables that demand precision, consistency, and speed. However, several recurring challenges create inefficiencies and bottlenecks. For example:
- Gathering requirements, consolidating information across multiple documents, and drafting responses for Request for Proposals (RFPs) and Statements of Work (SOWs) can be tedious and error prone.
- Preparing for client meetings is time-consuming, but skipping research risks poor first impressions or pursuing unqualified opportunities.
- Webinars and long-form content have untapped potential to be repurposed for blogs, social media posts, and sales collateral.
Hurdles like these slow down turnaround times, limit capacity, and risk the accuracy and professionalism of client-facing deliverables. Arctic IT’s Sales & Marketing team knew the potential for AI to help and was ready for the opportunity.
Solution
The Sales & Marketing team partnered with Doyon Technology Group’s AI experts to design tailored AI automations and agents that streamlined processes without replacing the critical human judgment required for compliance and quality. The automations run in a company-controlled tenant, so all data inputs and outputs stay secure.
Key Sales & Marketing Automations:
SOW Assistant
AI-powered tools scan RFPs, extract requirements, flag gaps or risks, and draft initial SOW responses. Documents are automatically aligned with company templates and voice for brand consistency. The Arctic IT team then reviews and refines these drafts, adding insights from client relationships and additional meaningful context. This streamlined process enables faster responses to prospective clients while helping them stay on track with their own timelines.
“One high-level goal is to facilitate the creation of SOWs to make easier and more consistent…the other is to reduce risk by validating if scope is vague or open to misinterpretation.” – Matt Borkowski, Director of Sales at Arctic IT
Contract Risk Evaluator
The team utilizes AI to review various agreements. This system provides an initial summary of risks and obligations, and highlights areas of legal or compliance concern.
The AI summary helps to expedite the contract review process.
Research Assistant
By inputting just an account or prospective client’s name, the custom agent collects and summarizes background information, recent news, financial context, and community values.
What once took 15–30 minutes of manual research is now delivered in seconds, equipping the team to enter meetings fully prepared and engage prospective clients effectively from the very first conversation.
Content-to-Collateral Generator
Webinars and long-form content recordings are transformed into blog articles, which then fuel additional agents for social media posts, SEO descriptions, and other marketing collateral. AI ensures the content reflects the organization’s tone and voice, leveraging pre-trained examples from past high-performing posts and articles.
“We already did the hard work coming up with the content for the webinar…this tool turns it into an article, which I can then put into my other tool for social posts. It saves a lot of time because it gives me options.” – Shiree Hirsch, Marketing and Communications Manager for Arctic IT.
Persona Development & Personalization
AI-generated personas provide deep research profiles that guide tailored messaging. Sales outreach cadences can then be customized for strategic accounts by blending persona insights with client research results.
RESULTS
The deployment of these AI-driven assistants significantly improved productivity, accuracy, and collaboration across the Sales & Marketing team.
- Time Savings: SOW preparation time reduced from hours to minutes, with first drafts ready instantly for human validation.
“[The automation] helps us with the solicitation outline and all the requirements…it has definitely sped up that part of the process,” commented Carrie Longo, Director of Contracts and Proposals for Doyon Technology Group. Beyond proposal generation, client research now averages 3-5 minutes per account, saving each team member hours per week.
- Risk Reduction & Compliance: Contract reviews are faster and more reliable, with AI flagging potential risks buried in multi-document agreements. Teams are less likely to miss requirements in proposals, increasing the win rate and reducing rework.
- Consistency & Quality: AI ensures proposals, statements of work, and marketing collateral follow the company’s established voice, improving professionalism and brand alignment.
- Enhanced Collaboration: Instead of individually combing through 40+ page documents, team members focus on reviewing AI-prepared outputs, enabling faster cross-team validation and better collaboration.
- Stronger Client Engagement: Sales teams enter meetings better prepared, armed with current insights and tailored talking points, improving first impressions and qualifying leads more effectively. Marketing can amplify client-facing thought leadership by repurposing webinars into bite-sized, on-brand content across multiple channels.
By embedding AI into an array of everyday tasks, the Sales & Marketing team dramatically increased speed, accuracy, and consistency. What previously took hours of manual effort is now completed in seconds, freeing the team to focus on higher-value tasks: building relationships, crafting strategy, and gaining new clients.
These are just a few of the many ways AI automations and agents can serve as strategic assistants, helping Sales & Marketing teams work smarter, reduce risk, and deliver stronger results across the customer journey.
Ready to Take the Next Step?
Connect with Doyon Technology Group to explore how AI can make a meaningful impact for your organization.
At Doyon Technology Group, we view our family of companies as customer zero for AI innovation and experimentation. We continually explore ways to streamline and automate manual processes, using our own successes to fuel success for our clients. We also recognize that, like our internal teams, our clients are at different stages of their AI journey – some highly advanced and others just beginning. We meet them where they are, just as we’ve done internally: crawl, walk, run.