If you’re using ExportApollo to find B2B leads, segmenting them by industry is one of the smartest moves you can make. Trying to sell to “everyone” is a great way to waste time and annoy people. But let’s be real: segmenting by industry can get messy fast if you don’t have a plan. This guide is for sales teams, founders, and anyone who wants to get way more out of their lead lists—without overcomplicating things.
Whether you’re new to ExportApollo.com or just want to clean up your process, here’s how to actually segment leads by industry so you can focus on what matters: talking to the right people.
Why bother segmenting by industry?
You might be tempted to skip this and just blast everyone with the same message. Don’t. Here’s why segmenting by industry matters:
- Relevance: People ignore generic pitches. Industry-specific outreach shows you “get it.”
- Better open/reply rates: When you tailor your message, you get more bites. Simple as that.
- Less wasted time: No more chasing leads with zero chance of converting.
- Cleaner reporting: It’s easier to see what’s working (and what’s not) when your data isn’t a jumble.
Honestly, the only people who shouldn’t bother are those selling literal office supplies to every business on the planet. For everyone else, industry segmentation is worth the effort.
Step 1: Get clear on your ideal industries
Don’t just grab every industry ExportApollo offers. The more specific, the better. Here’s how to narrow it down:
- Start with your best customers. Who already buys from you? What industry are they in? Use your own CRM or even a spreadsheet if you have to.
- Ignore “big market” FOMO. Just because you could target every vertical doesn’t mean you should. Focus on 2-4 industries where you have real traction or a product advantage.
- Watch out for “Other” or “General” buckets. These are usually a graveyard for low-quality leads.
Pro Tip:
If you’re not sure which industries to pick, look at your last 10 closed deals. See any patterns? That’s where to start.
Step 2: Understand ExportApollo’s industry data (and its limits)
ExportApollo pulls industry info from a mix of sources—company websites, databases, and sometimes user-submitted data. It’s solid, but not perfect.
- Standardized, but not bulletproof: Most leads will be tagged with a standard label (think “Software,” “Manufacturing,” etc.), but expect some weird or generic entries.
- NAICS/SIC codes: If you’re into details, ExportApollo often includes these codes. They’re more precise than “industry names” but can be overkill for most teams.
- Garbage in, garbage out: If a company’s website is vague, their industry tag will be too. This isn’t ExportApollo’s fault—it’s just how B2B data works.
What to skip:
Don’t waste time trying to “fix” every mislabeled industry. Clean the worst offenders, but accept that 5–10% will always be a bit off.
Step 3: Build your industry segments in ExportApollo
Here’s how to actually slice up your leads by industry inside ExportApollo:
- Use Filters:
In your lead dashboard, hit the filters. Select “Industry” and choose the categories you care about. You can also use NAICS/SIC codes if you want to get fancy. - Save as Segments:
Most teams skip this, but it’s a huge time-saver. Once you’ve filtered, save that view as a named segment (“SaaS Leads Q2” or “Healthcare Prospects”). - Tag as you go:
If you spot miscategorized leads, tag or note them. Don’t obsess—just fix obvious mistakes. - Export and sanity-check:
Download a sample of 50–100 leads. Skim them. If half are wrong, tweak your filters. If 80% look good, you’re set.
What doesn’t work:
Relying on a single keyword (“tech”) for industry. You’ll end up with junk and edge cases. Combine company size, geography, or other filters to tighten things up.
Step 4: Clean up your industry segments (without losing your mind)
No database is perfect. Here’s how to keep your segments useful:
- Bulk edit when possible: ExportApollo lets you batch-edit or retag leads. Use this for obvious mistakes—don’t get lost in the weeds.
- Create “Not sure” buckets: For leads with confusing or missing industry data, shove them in a “Review Later” segment. Don’t let them pollute your main lists.
- Document your rules: Somewhere (Notion, Google Doc, sticky note), write down how you define each industry. This saves headaches when you revisit your segments in six months.
Pro Tip:
Set a 10-minute timer for clean-up. If you can’t fix it in that time, move on.
Step 5: Use your industry segments in campaigns (the right way)
Don’t just segment for the sake of it. Put those segments to work:
- Personalize your outreach: Even a single sentence about their industry (“We help SaaS teams cut onboarding time…”) boosts response rates.
- Test different offers: What works for one industry might flop in another. Try different hooks or case studies.
- Track metrics by segment: If “Manufacturing” replies are abysmal, you’ll spot it fast—and can pivot.
What to ignore:
Sending generic emails to segmented lists. You’ll get almost zero benefit. If you’re not going to customize even a little, don’t bother segmenting.
Step 6: Keep it simple and iterate
Don’t turn segmentation into a part-time job. Here’s how to keep things sane:
- Start small: 2–4 core industry segments is plenty for most teams.
- Review quarterly: Glance at your segments every few months—don’t obsess weekly.
- Drop or merge dead segments: If a segment never converts, archive it. Your future self will thank you.
Pro Tip:
Automate what you can, but review results with human eyes. Data’s only useful if it’s close enough to reality.
Quick FAQ: Real-world segmentation headaches
Q: What if industry labels are all over the place?
A: Clean up the biggest messes and move on. If you’re getting a 70–80% hit rate, that’s honestly as good as it gets for most B2B databases.
Q: Should I use NAICS/SIC codes or just industry names?
A: Start with industry names—they’re faster. Only use codes if you’re in a super-niche market or need tight compliance.
Q: How often should I update my segments?
A: Once a quarter is fine unless your product or target market has changed drastically.
Final thoughts: Don’t overthink it
Industry segmentation in ExportApollo isn’t rocket science, but it does take some thought. Keep your segments tight, your process simple, and don’t waste hours chasing “perfect” data. The goal is more conversations with the right people—not a color-coded spreadsheet masterpiece. Start small, tune as you go, and let the results guide you.