If you're tired of sending cold emails into the void and want people to actually respond, this one's for you. Building multichannel outbound workflows isn't just a buzzword—when you do it right, it gets results. But it's easy to get lost in the weeds, especially with tools that promise the moon. This guide is for anyone using Outboundsync who wants to set up practical, not over-engineered, workflows that get more replies and meetings booked.
Why Multichannel? (And What to Ignore)
Let's cut to it: nobody cares about your email sequence if you're the 20th person pitching them this week. Multichannel means mixing up your outreach—think email, LinkedIn, phone, maybe SMS—so you don't sound like a robot or get tuned out.
What works:
- Hitting people on their preferred channel (some hate calls, some never check LinkedIn)
- Timing touches so you don't look desperate or spammy
- Keeping your message consistent but not copy-pasted
What doesn't:
- Blasting every channel at once (you'll burn your prospects)
- Using “personalization” that’s just a mail-merge name drop
- Adding channels just to say you're "multichannel"
Ignore:
- Overhyped claims about AI writing your perfect message
- Any workflow with more steps than you can remember
Step 1: Map Out Your Realistic Outreach Plan
Before you touch Outboundsync, get clear on what channels make sense for your audience and your team. Don’t just do what some sales influencer said on LinkedIn.
Ask yourself: - Where do your best prospects actually respond? - How many touches before you switch channels or give up? - Who’s doing the outreach—just you, or a team?
Example sequence (keep it simple):
1. Day 1: Email #1
2. Day 3: LinkedIn connection request
3. Day 6: LinkedIn message
4. Day 8: Follow-up email
5. Day 10: Phone call (if you have the number)
6. Day 14: Final breakup email
You don’t need 12-step sequences unless you’re selling to the Pentagon. Quality over quantity.
Pro tip:
Leave room for manual steps—sometimes a personalized Loom video or real LinkedIn comment does more than another automated DM.
Step 2: Set Up Your Channels in Outboundsync
Outboundsync isn’t magic, but it’s solid at managing multi-touch, multi-channel campaigns if you put in the time upfront.
Email:
- Connect your actual sending account—don’t use a burner domain unless you want your deliverability to tank.
- Warm up your domain if you’re new, or stagger sends so you don’t trip spam filters.
LinkedIn:
- Outboundsync will need you to connect your LinkedIn profile (or multiple seats if you’ve got a team).
- Be realistic—LinkedIn has limits. Don’t try to send 100 connection requests a day; you’ll get throttled or worse.
Phone/SMS:
- Integrate with your chosen dialer or SMS provider.
- Don’t cold-text prospects in countries where it’s frowned upon (or illegal).
Settings that matter (and what to skip): - Set working hours for sends—nobody wants a 2am call. - Use reply detection, so you don’t keep messaging someone who already wrote back. - Ignore “AI send time optimization.” Just send during business hours.
Step 3: Build Your Workflow (Keep it Manageable)
It’s tempting to create a monster workflow with every possible path. Don’t. Start with your basic sequence from Step 1.
In Outboundsync: 1. Create a new campaign. Name it something obvious. 2. Add your steps—pick the channel, write the message, set the delay. 3. For manual tasks (like “comment on LinkedIn post”), add reminders in the flow. 4. Use branching only where it makes sense (e.g., if they reply, stop; if they open but don’t reply, try a call). Most teams over-complicate this.
Templates: - Use templates but tweak them for your audience. - Don’t trust “AI” to personalize; it’s still pretty generic.
Testing: - Run a test on yourself or a teammate. Make sure stuff actually sends and looks human. - Check that reply detection and “stop on reply” rules work—otherwise, you’ll annoy people who already answered.
Pro tip:
Document your process somewhere outside Outboundsync too. If the tool changes or you switch platforms, you’re not starting from scratch.
Step 4: Import and Segment Your Prospects
Don’t just dump a giant CSV into Outboundsync and pray for the best.
Segment by: - Industry or role - Previous engagement (cold vs. warm) - Channel availability (no phone? Skip the call step)
Importing: - Clean your data first. Bad emails kill deliverability, and nobody likes dialing wrong numbers. - Map fields carefully; Outboundsync won’t magically fix your messy spreadsheet.
List hygiene: - Remove bounced emails and opt-outs regularly. - Respect unsubscribe requests—nothing tanks your domain faster than spam complaints.
Step 5: Launch, Monitor, and Adjust
Now, actually hit go—but don’t walk away.
Monitor: - Reply rates by channel and step - Bounce rates and spam complaints - LinkedIn connection acceptance rates
Adjust: - If a channel’s not working (e.g., nobody answers calls), drop it or switch up your timing. - Shorten or expand your sequence based on real replies. - Rewrite steps that get crickets.
What to ignore: - Vanity metrics like “opens” (especially with Apple Mail privacy now) - Overly granular A/B tests unless you have a massive list
Pro tip:
Reach out to a few prospects manually at first. See what actually works, then automate that—not what you wish worked.
Step 6: Automate the Follow-up Without Sounding Like a Robot
This is where most people blow it. The more you automate, the more you risk sounding like everyone else.
How to keep it human: - Use first names, sure, but also reference something actually relevant (recent funding, blog post, etc.) - Vary your messages so it doesn’t look like a script. - Don’t follow up more than twice if someone’s ghosting you. Move on.
What to avoid: - “Bumping this to the top of your inbox” every 3 days. Nobody likes it. - Gimmicks like fake “RE:” or “FWD:” in the subject line. - Overusing emojis or “fun” GIFs. You’re not a meme account.
Step 7: Review, Learn, and Keep It Simple
Set a reminder to actually review your results every few weeks. Don’t just add more steps or new channels because you’re bored.
Look for: - Which channel actually gets replies? - Are your sequences too long or too short? - Are you getting marked as spam anywhere?
Cut what isn’t working. Double down on what is. Rinse and repeat.
Final Thoughts: Iterate, Don’t Overthink
Multichannel outbound works best when it’s simple, targeted, and a little bit human. Don’t let the tool drive your process—let your results do that. Outboundsync can help, but only if you keep things clear and actually pay attention to what your prospects say (or don’t say).
Start small, stay organized, and tweak as you go. If you’re doing more “optimization” than actual outreach, you’ve missed the point.