If you’re running B2B outreach, you already know the days of “spray and pray” emails are over. Buyers are savvier, inboxes are noisier, and the same old LinkedIn connection request won’t cut it. If you want to get real conversations started, you need to stand out—without being annoying, spammy, or wasting time.
This guide is for people who want to use Hellorobin to build multichannel sequences that actually get replies. No magic bullets here—just a step-by-step playbook, some pitfalls to avoid, and a few hard truths about what works and what’s a waste of effort.
Why Multichannel Outreach Matters (and What to Ignore)
Let’s be clear: Multichannel doesn’t mean “send more messages everywhere.” It means reaching people where they actually pay attention. That usually means a thoughtful mix of:
- Email (still king in B2B, but getting crowded)
- LinkedIn (if your prospects actually use it)
- Phone calls or voicemails (underrated, but not for everyone)
- SMS or WhatsApp (use with extreme caution in B2B)
If you’re thinking about adding Instagram DMs or TikTok to your B2B playbook… don’t. Unless you’re selling to influencers, you’ll just look out of touch.
Multichannel works when every step feels personal and relevant. If you just blast the same generic message in five places, you’ll get ignored five times as fast.
Step 1: Define Your Sequence’s Goal (No, “Book More Meetings” Isn’t Enough)
Before you even log into Hellorobin, get clear on what you want out of your sequence. Be specific:
- Is this to get cold prospects to agree to a call?
- Are you following up with warm leads who went dark?
- Nurturing a group until they’re ready to talk?
Pro tip: If your only goal is “book demos,” your messaging will sound robotic. Try focusing on starting a conversation or delivering value (yes, even if you’re skeptical about “value”—it just works better).
Step 2: Map Your Touchpoints (Keep It Human)
Decide which channels you’ll use and in what order. Hellorobin lets you mix and match, but don’t get carried away. A good starting sequence might look like:
- Day 1: Personalized email
- Day 3: LinkedIn connection request (with a short note)
- Day 6: LinkedIn follow-up message
- Day 8: Second email (referencing previous touches)
- Day 12: Phone call or voicemail (if appropriate)
- Day 16: Final “breakup” email
What works: - Alternating channels (email → LinkedIn → email) - Giving prospects a reason to care in every message - Leaving honest voicemails (no scripts, no pressure)
What doesn’t: - Hitting every channel in one day (desperation is not a good look) - Sending the exact same message on every channel
Ignore: “Best practices” that tell you to send 10+ messages per prospect. More isn’t better—better is better.
Step 3: Build Your Sequence in Hellorobin
Here’s the nuts and bolts of setting up a multichannel sequence in Hellorobin. The interface is pretty straightforward, but there are a few places you’ll want to pay attention.
3.1 — Create a New Sequence
- From your Hellorobin dashboard, hit “Create Sequence.”
- Name it something you’ll recognize later. (“Q2 SaaS CTOs” is better than “Sequence 7.”)
3.2 — Add Steps and Choose Channels
- Add your first step. Choose the channel (email, LinkedIn, phone, etc.).
- Write your message for that step. Keep it short and personal—avoid templates unless you’re customizing them.
- Set the wait time before the next step (Hellorobin uses days/hours).
Pro tip: Hellorobin supports conditional logic. Use it sparingly. For example, “If LinkedIn connection accepted, then send follow-up message.” Don’t overcomplicate—too many branches = headaches later.
3.3 — Personalize and Use Variables
- Hellorobin lets you insert variables (first name, company, etc.). These are only as good as your data. Double-check for errors—nothing kills trust faster than “Hi {FirstName}.”
- Add custom fields if you really want to stand out. A line about their latest blog post or funding round goes a long way.
3.4 — Enroll Prospects
- Import your contact list (CSV, CRM integration, whatever you use).
- Map your fields carefully. If your data is messy, fix it now—Hellorobin can’t make up for bad inputs.
- Assign prospects to the right sequence.
3.5 — Set Sending Windows and Throttling
- Hellorobin lets you set sending times (e.g., only send emails during business hours).
- Throttle your sends. Blasting out 500 messages at once will tank your domain reputation and get you flagged as spam.
- Mix up your timing so your outreach looks more natural.
Step 4: Write Messages That Don’t Sound Like Spam
You can have the fanciest sequence in the world, but if your messages are generic, you’ll get ignored. Here’s how to write stuff people might actually read:
- Subject lines: Short, honest, not clickbait. “Quick question, Sarah” works better than “Re: Important Opportunity!”
- Body: One or two short paragraphs, max. Get to the point. Name-drop something specific if you can.
- Call to action: Make it low pressure. “Worth a chat?” beats “Book 30 minutes here.”
What to avoid: - Big blocks of text - Overly formal language - Gimmicks (“Did my last email get stuck in your spam folder?”—no, it just wasn’t worth replying to)
Templates can help, but… Only if you edit for each segment. If you’re sending the same thing to everyone, you’re wasting your time.
Step 5: Monitor Results and Actually Adjust
Here’s where most people drop the ball. Multichannel sequences aren’t “set and forget.” Hellorobin gives you analytics—use them.
- Track replies, not just opens or clicks. Only replies move the needle.
- Look for drop-off points. If nobody replies after step 2, maybe your LinkedIn follow-up is the problem.
- Test small changes. Swap out a subject line, change the time of day, or try a different LinkedIn message. Don’t change everything at once.
Ignore: Vanity metrics like “impressions” or “connections made.” If your calendar’s empty, those numbers don’t matter.
Step 6: Don’t Over-Automate—Stay Human
Hellorobin makes it easy to automate, but don’t let it turn you into a robot. The best sequences feel like they’re written by a real person who did some homework.
- Pause or edit messages for hot prospects—don’t just let the sequence run.
- If someone replies, stop the automation for them. Nothing’s worse than getting a “breakup email” after you’ve already responded.
- Review your sequence every couple of weeks. What worked last month might flop now.
What to Skip (Seriously, Don’t Waste Time)
- Complex branching for every possible scenario. Keep it simple. Most prospects need 4–6 touches, not 15.
- Automated “personalization” that isn’t personal. “Saw you went to {University}!”—if you don’t actually care, skip it.
- Chasing every new channel. Stick to what works for your audience.
Quick Troubleshooting Tips
- Low response rate? Check your messaging first, then your targeting. Most “deliverability issues” are just boring emails.
- Spam complaints? Slow down your sends, improve your targeting, and don’t overuse links or images.
- No-shows on booked calls? Try adding a reminder step by email or LinkedIn.
Wrapping Up: Keep It Simple, Keep Testing
Building multichannel sequences in Hellorobin isn’t rocket science, but it does take some trial and error. Start small, keep your messaging human, and don’t chase every shiny new feature. If something works, do more of it. If not, change one thing at a time until you get the results you want. Most importantly, don’t let automation replace actual connection—keep it real, and you’ll stand out from the noise.