MHSB Solutions

Claude Pro Playbook

Research prospects, draft outbound, prep for meetings, and sharpen competitive positioning — all from one tool. This guide is built for selling warehouse automation with Hai Robotics.

Start with setup → Jump to prompts

Step 1 — Paste Your User Preferences

Go to Settings → Profile → User Preferences and paste the block below. This tells Claude who you are, what you sell, and how you want output formatted — so you never waste a message re-explaining yourself.

I'm a sales rep at Hai Robotics, selling HaiPick warehouse automation systems (ASRS/ACR) into logistics, 3PL, e-commerce, manufacturing, and distribution. I use Apollo as my CRM for outbound prospecting and pipeline management. When I ask for help, follow these defaults unless I say otherwise: - Role context: I sell complex B2B automation solutions with 3-12 month sales cycles to operations and supply chain buyers - Output style: concise, direct, ready to use — drafts I can send, talk tracks I can use, frameworks I can apply - Email tone: professional but human, under 120 words, lead with the prospect's pain not our specs, soft CTAs - Response length: keep it to one page or less unless I ask for more - Competitive comparisons: honest side-by-side format covering flexibility, density, cost, implementation speed, and best-fit use cases - Meeting briefs: company overview, warehouse/fulfillment pain points, 3 discovery questions, potential landmines - When I share a company name or URL: research it and tell me what matters for selling warehouse automation - Language: plain business English, use industry terms the prospect would use, skip jargon they wouldn't

Step 2 — Enable Key Features

  • ✓ Web Search — lets Claude look up live info about prospects, competitors, and industry news in real time.
  • ✓ Memory — Claude builds context about your role, deals, and preferences over time. Less repeating yourself.

Step 3 — Connect Apollo (the big one)

Apollo has a native connector for Claude. Once connected, you can search, enrich, create contacts, and add prospects to sequences without leaving your Claude conversation. Everything syncs back to your Apollo account.

  • → Go to Settings → Connectors, search for Apollo.io, click to add it, and authorize with your Apollo account.
  • → Set search and enrichment to "Always allow" for speed. Set sequence enrollment to "Approval required" so you always review before triggering outbound.
  • → Test it: open a new chat and say "Find VP-level operations leaders at 3PL companies in the Southeast." Claude should return real Apollo results.
This changes the game: With Apollo connected, your workflow becomes Research → Enrich → Create Contact → Add to Sequence — all in one conversation. No tab switching. See the resource links at the bottom of this page for the full setup guide.
Verify preferences are working: After pasting your preferences and starting a new chat, ask Claude "What do you know about my role?" — it should reflect back your Hai Robotics context without you needing to explain anything.

The quality of Claude's output is directly proportional to the quality of your input. Use this formula and your results will improve immediately:

Context
Who you're targeting and why — their industry, role, situation
Task
What you need Claude to produce — an email, a brief, a comparison
Constraints
Length, tone, format, what to include or avoid
Output
What the finished product looks like — "a 3-paragraph email" or "a one-page brief with bullet points"

Weak vs. strong example

Weak prompt
Write me an email to a prospect.
Strong prompt
Write a cold email to a VP of Operations at a regional 3PL that runs 3 fulfillment centers. They're likely dealing with labor shortages and peak-season bottlenecks. Keep it under 100 words, lead with their pain, mention HaiPick's 3-4x throughput improvement, and end with a soft CTA for a 15-minute call. No product spec dump.

The strong version gives Claude context (3PL, 3 DCs, labor shortages), a task (cold email), constraints (under 100 words, no spec dump), and a clear output shape. That's the difference between a generic template and something you can actually send.

Prospect Research
Use when: You're about to add a company to a sequence in Apollo and need to know if they're worth pursuing.
Research [COMPANY NAME]. I'm selling Hai Robotics HaiPick warehouse automation. Tell me: - What they do and how big they are - Whether they likely operate warehouses or DCs - Any public info on their logistics/fulfillment setup - Pain points I should lead with - Who the right buyer persona is (title/role) Keep it to one page.
Good follow-up: "Now write me a cold email to their [TITLE] based on what you found."
Input
Research Radial Inc. I'm selling Hai Robotics HaiPick warehouse automation. Tell me what they do, whether they run DCs, their likely pain points, and who I should target. One page.
What good output looks like

A concise brief covering: Radial is a bpost company running fulfillment for mid-market e-commerce brands, operates multiple DCs across the US, likely dealing with peak-season labor constraints and SKU proliferation. Target: VP of Operations or Director of Fulfillment. Lead with: "you're scaling client count but your DCs aren't getting bigger."

Cold Outreach Email
Use when: You're building a new Apollo sequence and need buyer-specific first touches.
Write a cold email to a [TITLE] at a [INDUSTRY] company. They probably deal with [PAIN POINT — e.g., labor shortages, slow fulfillment, running out of warehouse space]. I'm selling Hai Robotics HaiPick ASRS — robotic goods-to-person systems that increase storage density up to 400% and boost throughput 3-4x. Keep it under 120 words. Lead with their problem. End with a soft CTA for a 15-minute call.
Good follow-up: "Give me 2 more variants — one shorter, one that leads with a different pain point."
Input
Write a cold email to a VP of Operations at a regional distributor. They're probably struggling with space constraints in aging facilities and can't justify a new building. Under 120 words, soft CTA.
What good output looks like

A short email that opens with "expanding into a new building is a $20M decision — but what if you could get 3x the storage from the space you already have?" Positions HaiPick as the alternative to a capital build-out. Ends with "Worth 15 minutes to see if it fits your situation?"

Objection Response
Use when: A prospect pushes back on price, timeline, disruption, or "we're not ready" — and you need a smart reply fast.
A prospect just told me: "[PASTE THEIR OBJECTION]" Help me respond. Give me: 1. A one-sentence acknowledgment 2. A reframe that turns it into a reason to keep talking 3. A proof point or question that moves the conversation forward Keep it conversational — this is going in a reply email / I'm saying it on a call.
Good follow-up: "Now give me a version that's more assertive" or "Make it softer — this person is risk-averse."
Input
A prospect just told me: "We looked at automation two years ago and the ROI didn't pencil out." Help me respond — conversational, going in a reply email.
What good output looks like

Acknowledges that two years ago the math was different. Reframes: labor costs are up 18% since then and ACR systems have dropped in per-unit cost. Asks: "Would it be worth revisiting the numbers with current labor rates? I can build a rough model in 20 minutes if you share your pick volume."

Competitive Positioning
Use when: A prospect mentions they're also evaluating another vendor, or you need to pre-empt a competitor in a deck or email.
A prospect is also evaluating [COMPETITOR — e.g., AutoStore, Locus Robotics, GreyOrange, Exotec]. Compare them against Hai Robotics HaiPick on: - Flexibility / modularity - Storage density - Implementation speed - Cost structure - Best-fit use cases Be honest. If they're stronger somewhere, tell me so I can address it.
Good follow-up: "How should I position Hai if the prospect's top priority is [speed to deploy / density / cost]?"
Follow-Up After No Response
Use when: Your first touch got no reply and you need a new angle that doesn't sound like "just checking in."
I sent a cold email to [TITLE] at [COMPANY] about warehouse automation [X] days ago. No response. Write me a follow-up that: - Doesn't reference the first email - Leads with a new angle or insight relevant to their business - Is under 80 words - Ends with a low-friction CTA
Good follow-up: "Write me one more — this time make it a breakup email."

Build these two steps into your routine. They take 2 minutes each and will make you the most prepared person on every call.

Before the call

  • Run the Prospect Research prompt
  • Run the Meeting Prep Brief prompt below
  • Ask: "What objections should I expect from a [TITLE] at this type of company?"
  • If competing: run the Competitive Positioning prompt

After the call

  • "Summarize this call for my CRM notes: [paste your raw notes]"
  • "Draft a follow-up email confirming [next steps] and attaching the ROI framework we discussed"
  • "Write an internal recap for my manager — 3 sentences on what happened and what's next"
  • "What should my next move be based on what they told me?"

Meeting Prep Brief

Pre-Call Intelligence
Use when: You have a meeting on the calendar and need to walk in sharp.
I have a meeting with [NAME, TITLE] at [COMPANY] in [TIMEFRAME]. Research them and give me a one-page brief: - Company overview (size, industry, locations) - Their likely warehouse/fulfillment challenges - News or triggers (expansion, new DC, leadership change, earnings pressure) - 3 discovery questions I should ask - Potential landmines to avoid
Good follow-up: "What's the strongest opening line I can use on this call?"

On Claude Pro, you have a set number of messages per day depending on which model you use. These habits will help you get maximum value from each one:

Use the right model for the task

Sonnet (the default) handles 80% of sales tasks — emails, research, briefs, objection responses. It's fast and uses fewer of your daily messages. Switch to Opus only for complex strategy work, multi-step reasoning, or nuanced long-form writing.

Package requests well

Instead of sending five separate messages, bundle related asks into one: "Write me 3 cold email variants for a 3PL prospect, each under 120 words, each leading with a different pain point." That's one message instead of three.

Reuse context — don't restart

Within a conversation, Claude remembers everything above. Say "Make version 2 shorter and punchier" rather than re-explaining the whole situation. Iteration is cheap; starting from scratch is expensive.

Start fresh when the job changes

If a conversation gets long (20+ messages) or you're switching to a completely different topic, start a new chat. Long threads mean Claude is processing the full history with every reply.

Rule of thumb: If you're about to paste something you've already pasted before, that's a signal to either (a) put it in your User Preferences, or (b) set up a Project to hold it permanently.

Web Search

Claude searches the web in real time. Ask it to look up a prospect, check recent news, or find case studies — no need to paste URLs.

File Uploads

Drag in a PDF, spreadsheet, or screenshot. Great for analyzing an RFP, extracting key points from an annual report, or fixing a proposal.

Memory

Claude remembers your preferences and context across conversations. After a few chats, it already knows your product and your style.

Starred Chats

Star your best conversations — competitive intel, great email drafts — and use search to find them later by topic.

Pro tip: Ask Claude "What do you remember about me?" anytime to see what it's picked up. Tell it to remember or forget things if something's wrong or missing.

When you're ready: Projects

If you find yourself pasting the same context repeatedly — HaiPick specs, pricing frameworks, buyer personas — create a Project. It holds persistent instructions so Claude always has that info loaded. You'll know it's time when you catch yourself copy-pasting the same block more than twice.

  • ✕ Using it as a search engine. "What is warehouse automation?" wastes a message. Use Claude for tasks that need reasoning — drafting, analyzing, strategizing, comparing.
  • ✕ One tiny ask per message. Bundle related requests. "Write me a cold email, a follow-up, and a LinkedIn connection note for this prospect" is one message instead of three.
  • ✕ Accepting the first draft. Say "make it shorter," "more casual," or "add a specific pain point about labor costs." Iterating is almost always better than starting over.
  • ✕ Pasting sensitive data without thinking. Claude Pro conversations are not used for training, but use good judgment about customer pricing, competitive intel, or Apollo pipeline data you share.