Prospecting Workflow
Welcome to your go-to guide for effective prospecting using Outreach, your one-stop resource for building and managing a high-quality pipeline. This guide walks you through step-by-step for finding, engaging, and tracking prospects, helping you build strong, lasting relationships with key accounts.
Prospects in Outreach:
Unlike Salesforce, which has Leads and Contacts, Outreach only has Prospects, which represent people.
A Prospect's profile is where you will find all information associated with them, including an overview, Activity, Emails, and Sequences.
Use the Global Search to locate a Prospect by their name, email, or company.
Adding a New Prospect in Outreach:
1. Click on the Actions tab in the top right corner and select Prospect.
OR Navigate to the Prospect icon in the left toolbar and click on +Prospect button.
2. In the popup add all the prospect information.
3. If you have additional information related to the prospect, click the Add Full Details button.
📝 Note: Always include at least an email address for any new prospect to prevent creating duplicates. Outreach does not allow duplicate email addresses in the platform.
Identifying and Finding Qualified Prospects:
From the Prospect page, you'll want to identify three types of prospects:
- New leads/contacts (never engaged)
- Responded contacts
- Non-responders
To identify qualified prospects, refine your list by applying filters to specific profile fields using the Add Filter option.
⭐ PRO-TIP: Save these filtered views with unique names for quick access, or set as a default view for the Prospects page.
⭐ Best Practice: Optimize your outreach by defining your ideal customer profile, qualifying leads using BANT (Budget, Authority, Need, and Timeline), scoring and prioritizing prospects, crafting tailored strategies, executing campaigns, tracking results, and continuously refining your approach for better outcomes.
Once you've identified your prospects, you can start to build your pipeline by adding them to sequences to initiate a connection.
Build your Pipeline
Building a strong pipeline is essential for successful prospecting and achieving sales goals. This process involves identifying qualified prospects, engaging them in a structured manner, and tailoring communication to improve connection rates. Here’s a streamlined, three-part approach to pipeline-building that can be applied universally.
Add Prospects to Sequence:
- Click the Prospect icon on the left.
- Select prospect(s) by checking the box beside each name.
- Click Sequence, enter a keyword to search for the desired sequence, and Select it.
- Edit Steps to customize each step. These changes apply only to current prospects.
- Add Recipients, if needed.
- Finalize by either clicking Add to Sequence or Edit to schedule timing.
📝 Note: Contact your Outreach Admin if editing is restricted.
You can begin executing tasks immediately after adding prospects to the sequence, provided the first step is manual.
Account-based prospecting:
To add the prospects to a sequence from multiple accounts:
- Navigate to the Accounts page by clicking the Account icon on the left-hand side.
- (Optional) Use the filters to find the accounts you wish to engage.
- Select the desired Account(s), then click on Select Prospects.
- In the new window, check the boxes next to the prospects' names, and click the Sequence button.
- In the pop-up window, locate the sequence you want to use to engage.
- Click Edit to modify email steps before sending or Edit Steps to add emails using templates, snippets, and variables.
- Click on Show Advanced to add further prospecting details.
- Click Add to Sequence.
Opportunity-based prospecting:
To add the prospects to a sequence from multiple opportunities:
- Navigate to the Opportunity page by clicking on the Opportunity icon on the left-hand side.
- (Optional) Use the filters to find the opportunities you wish to engage.
- Select the desired Account(s), then click on Select Prospects.
- In the new window, check the boxes next to the prospects' names, and click the Sequence button.
- In the pop-up window, locate the sequence you want to use to engage.
- Click Edit to modify the email steps before sending or Edit Steps to add emails using templates, snippets, and variables.
- Click Preview to review the email, then Save Edits to update the sequence.
- Click on Show Advanced to add further prospecting details.
6. Click Add to Sequence.
Manage Sequenced Prospects
The Sequence contains all prospect information for those who are active or have completed it.
- Click on Prospects to view everyone in the sequence. By default, it shows only the prospects you’ve sequenced, but you can adjust the filter to display all prospects.
- Filter your prospects based on your objectives.
- Check the boxes next to the prospects you want to modify, engage, or pause.
- Once selected, a toolbar with options will appear at the top of the screen.
⭐ Pro Tip: To see all prospects in a sequence check out Sequence States under settings. It will allow you to manipulate multiple prospects from different sequences at the same time.
- You can execute upcoming tasks in the sequence from the 360 view.
Personalize Your Outreach:
Personalized content significantly increases email engagement by encouraging customers to open your messages. Optimizing sequence settings can further enhance communication effectiveness.
- Refine the timing of emails by varying the hour and minute, not just the day, to avoid predictability and maintain prospect interest.
- Additionally, adapt sequence schedules to align with the specific time zones and preferences of different regions, territories, and countries, ensuring a more targeted and impactful outreach.
LinkedIn and Outreach:
Combine LinkedIn and Outreach.io to create a personalized outreach strategy.
- Use LinkedIn to research your prospect’s role, activities, and interests, then tailor messages in Outreach.io with dynamic fields and specific references.
- Enhance engagement by following up emails with LinkedIn connection requests or messages, maintaining consistency and relevance.
- Monitor performance metrics like email opens and LinkedIn responses to refine your approach and build stronger relationships.
360 View
The 360 View in Outreach provides a consolidated list of all tasks, including calls, emails, and LinkedIn activities. Use it to filter, sort, and start tasks in a sequence, enabling efficient task completion and data updates.
Managing and Reviewing Tasks
Navigate to the 360 View in Outreach to see your tasks for calls, emails, and LinkedIn activities. If your upcoming days look light, consider adding prospects to a sequence.
- Group and sort your tasks by type then click Start Tasks to begin.
- Multi-select by checking the box to bulk skip or reschedule tasks.
- Look out for High Priority and overdue tasks that may need to be done first
Complete Tasks
After clicking Start Tasks, you’ll land on the prospect's page with a sidebar to complete the task type shown.
- Refer to the Overview section with account notes in Outreach for context, and use this information to prepare for your cold call and personalization.
- Open tools like Salesforce or LinkedIn on another monitor for easy reference.
- The prospect page and sidebar will update depending on the prospect and time of task you are completing.
How do I complete an email task?
- Navigate to the 360 View page and filter tasks by email.
- Tasks can be organized by priority or engagement level.
2. Once you click on the task, it will take you to a screen with the prospect profile and the task to complete on the right.
3. Click Send New Email once the email is ready, to complete the task.
📝 Note: Variables in templates must be populated before sending.
⭐ Pro Tip: Use snippets for custom-tailored content based on scenarios like, Value propositions, Pain points, Case studies, and Objection-handling techniques.
How do I complete a call task?
- Navigate to the 360 View page and filter tasks by Call.
- Tasks can be organized by priority or engagement level.
- Click on a task to begin.
- When your call is over, click Log Call & Complete to move to the next prospect with a call task to complete.
- You can skip the step or snooze it for a later date.
⭐ PRO-TIPS: ⭐
- Before making a call:
- Research the prospect using the Outreach layout or linked resources below their name.
- Personalize communication for better results. 80% of consumers are more likely to make a purchase when brands offer personalized experiences. (Source: Epsilon)
- During the call: Use the sidebar to take notes and update the call purpose.
- After the call:
- Set the call disposition (e.g., completed, voicemail).
- Depending on the disposition, prospects may move to the next sequence step or stop.
Data Hygiene
Update and log data to support future interactions. Mark phone numbers and emails as valid or invalid, select accurate Call Dispositions, and leave Call Notes for context in follow-ups.
Deal Progression
Deal Progression refers to tracking and managing a sales opportunity’s movement through each sales pipeline stage. This feature helps sales teams monitor and influence deal progression by providing insights and actionable data on factors affecting deal advancement, conversion likelihood, and potential risks.
Scheduling for Follow-Ups
In the Outreach Platform, navigate to Administration > Workflow Automations > Schedules. Click Add to create a new schedule, or select an existing one to update. Click Done for each day, then Save to Complete.
Templates
- For Templates, navigate to Content in the sidebar and select Templates. In the new window, click on the +Template.
- In the new pop-up choose a method to create your template:
- Blank (start from scratch)
- Blueprint (start with common variables)
- Clone (copy an existing template).
- Enter a name and subject, then use the available tools to format text, add attachments (max 5 MB), and insert links, images, snippets, and additional templates.
Snippets
Snippets can be added within an email and can be up to 65KB.
Navigate to Content in the sidebar and select Snippet. In the new window, click on the +Snippet.
Just like in templates, in snippets too you can choose a method to create your snippet:
- Blank (start from scratch)
- Blueprint (start with common variables)
- Clone (copy an existing template).
Email Bump
Email Bump helps users manage follow-ups by moving an email to the top of their inbox after a defined timeframe.
To configure an email bump in Outlook with Outreach, compose a new email and click the Open Outreach button in the ribbon. Select the Bump option in the Outreach Engagement panel and set the timing for when the email should be promoted.
The email will then resurface at the top of the inbox as specified. Users can edit or remove bumps by clicking the Edit link in the bottom left corner of the confirmation box.
Smart Email Assistance
Smart Email Assist streamlines email communication by automatically drafting AI-based responses, saving users time and effort.
Click on Assist, add any relevant context, and click Generate. The tool will provide three response options to choose from. Users can review, adjust the content as needed, and click Send to proceed.
Use Kaia Meetings
Kaia Smart Meeting Assist allows users to quickly draft follow-up emails using meeting or call summaries as input for LLM-generated responses.
There are two ways to access this feature:
- Assist:
- Compose a new or reply to an email.
- Click the Assist button, select Follow-up email type, and choose a Kaia recording.
- Add additional context and click Generate.
- Kaia Follow-up:
- Go to the Kaia recordings page, select a recording, and click Compose follow-up.
- The Smart Email Assist UI will appear with the recording pre-selected.
- Add additional context and click Generate.
Multi-Thread
The Multi-Thread feature in Outreach allows users to manage and engage with multiple conversations in one thread. It helps track follow-ups and maintain context by consolidating related emails and touchpoints into a single, organized view.
⭐ Key Best Practices:⭐
- Technical Follow-Up: Send tailored follow-up emails outlining the prospect’s requirements, showing how each can be met, and highlighting both achievable and complex items.
- Leadership Alignment: Facilitate introductions between leadership teams to discuss strategic needs, fostering deeper, multi-level engagement.
- Roadmap Planning: Account Executives (AEs) and Solutions Consultants (SCs) collaborate to map the next steps, ensuring alignment on both strategic and technical fronts for seamless deal progression.
Schedule/Host Meetings in Outreach
Outreach Meetings is a suite of features designed to make all aspects of scheduling and follow-up more error-proof and efficient.
Scheduling a Meeting
- Click the Actions button in the top right corner of your screen and select Meeting.
- Select your meeting type.
- Meeting types can be created by any admin and can include prepopulated fields such as meeting length, teleconference links, and meeting descriptions.
- Choose the date and time.
- Click on Add Guests:
- Select prospects from the dropdown menu.
- Click Send Meeting Invite to finalize.
- Check a colleague's calendar availability:
- This feature works similarly to Google Calendar but eliminates the need for an additional open tab.
Tracking No Shows
- Make sure no scheduled Prospects slip through the cracks by flagging a no-show and following up with appropriate action.
- Once the Prospect is marked as a no-show, you can either call or email the prospect directly, send an SMS, create a Task, or add them to a custom Sequence for no-show follow-up.
