If you’re trying to reach leads, clients, or just about anyone who isn’t in your Slack, you already know the old spray-and-pray email approach is dead. People ignore single-channel outreach. But setting up a real multi-channel workflow? It can get messy fast—especially if you’re juggling platforms, follow-ups, and reminders.
This guide is for anyone who wants to stop chasing spreadsheets and finally run reliable, repeatable outreach through Mailreef. Whether you’re in sales, partnerships, or just need to follow up better, you’ll learn how to set up (and actually manage) multi-channel outreach—without losing your mind or sinking into “feature soup.”
Why Multi-Channel Matters (and When It Doesn’t)
Let’s be honest: multi-channel works because people are busy and ignore most messages. Email alone gets buried. A LinkedIn ping, a quick SMS, or a call can make the difference. But more channels does not always mean “better.” Here’s the reality:
Use multi-channel when: - You’re in B2B, and your targets are active on more than just email. - A sale or partnership is high-value enough to justify extra effort. - You want to avoid looking spammy by mixing up your approach.
Skip it when: - Your audience hates being bugged (e.g., certain industries or roles). - You’re doing mass, low-value outreach—stick to email. - You can’t realistically handle replies across all those channels.
Pro tip: Just because you can automate a DM, doesn’t mean you should. Quality trumps quantity.
Step 1: Get Your Channels and Accounts Ready
Before you dive into Mailreef, get your house in order. Multi-channel means you’ll be sending messages from different places—email, LinkedIn, maybe SMS or calls. If you haven’t already:
- Set up sending accounts: You’ll need business email addresses, a LinkedIn profile that isn’t sketchy, and a phone number (if you’re using SMS or calls).
- Warm up your email domain: If your email is brand new, don’t blast hundreds of emails on day one. That’s how you end up in spam folders.
- Know your limits: LinkedIn has its own daily limits. SMS can get expensive. Make sure you know what each channel can handle.
What to ignore: Don’t get sucked into signing up for every possible messaging channel. Pick 2–3 that your audience actually uses.
Step 2: Plan Your Outreach Sequence
Mailreef is great at automating workflows, but the real work is in planning what you’ll say and when. Sketch out your sequence before you touch any software.
- Decide on order: For example, Email → LinkedIn → Email → SMS.
- Set timing: How many days between touches? A good rule: don’t be a pest; 2–4 days between steps is reasonable in most industries.
- Write templates: Don’t use the same message everywhere. Email is for details; LinkedIn for quick intros; SMS for short, direct nudges.
Mistakes to avoid: - Don’t copy-paste the same message across all channels. - Don’t make your sequence so long it becomes harassment.
Here’s a simple sample sequence: 1. Email intro 2. Wait 3 days 3. LinkedIn connect + short message 4. Wait 2 days 5. Follow-up email 6. Wait 4 days 7. SMS nudge (if appropriate)
Pro tip: Write your messages so they make sense in sequence. Reference your last touch, but don’t assume they saw it.
Step 3: Create a New Workflow in Mailreef
Time to move your plan into Mailreef. Here’s how you actually build a workflow:
- Log in and go to Workflows
- Find the “Workflows” section from the main dashboard.
- Click “Create New Workflow”
- Name your workflow. Use something obvious like “June Partner Outreach.”
- Add channels
- You’ll see options for Email, LinkedIn, SMS, or Calls. Pick the ones you prepped earlier.
- Build your sequence
- For each step, choose:
- Channel (Email, LinkedIn, etc.)
- Message template (write or paste here)
- Delay after previous step (in days)
- Assign sender accounts
- Make sure you’re using the right email addresses and social profiles for each touchpoint.
- Set up fallback rules (optional)
- For example, skip SMS if no phone number, or stop if the lead replies.
Real talk: It’s easy to over-complicate things here. Start with a simple sequence. You can always add more later.
Step 4: Upload Your Contacts (the Right Way)
Now, get your leads into Mailreef. Don’t just dump a list in and hope for the best.
- Import a CSV or connect your CRM: Clean up your data first—bad emails or missing LinkedIn URLs will break your workflow.
- Map fields carefully: Make sure Mailreef knows which column is “First Name,” “Email,” “LinkedIn URL,” etc.
- Segment your list: If you’ve got different types of leads (e.g., by industry, deal size), create separate workflows or use tags.
What to ignore: Don’t try to personalize every field unless you have the data. “Hi {{First Name}}” is enough for most outreach.
Step 5: Launch with a Test Run
Before you hit “Go” on 500 contacts, test your workflow.
- Send to yourself or a small test group first.
- Check each channel: Are emails formatted right? Does the LinkedIn message actually send? Are timing delays working?
- Review for cringe: Broken merge tags (“Hi ,”) look sloppy and kill trust.
If something breaks, fix it before you scale up. Mailreef is good, but no tool is magic—garbage in, garbage out.
Pro tip: Always, always check your messages for spam triggers and weird formatting.
Step 6: Monitor, Respond, and Adjust
The real work starts after you launch.
- Track replies in Mailreef’s dashboard: Don’t let hot leads slip through. Set up notifications or check daily.
- Pause or tweak sequences: If a certain channel is getting ignored (or worse, complaints), adjust fast.
- Handle replies like a human: Automated follow-ups are fine, but once someone responds, take over personally.
- Keep an eye on deliverability: If your open rates tank or you get flagged for spam, dial it back.
What doesn’t work: Ignoring replies, or letting the workflow keep messaging someone who already said “not interested.” That’s how you burn your reputation.
Step 7: Iterate—Don’t Set and Forget
The best outreach teams are always tinkering. Here’s how to keep improving:
- A/B test subject lines and message formats
- Try new channels one at a time—see what actually works
- Shorten or lengthen timing between steps based on response rates
- Drop steps that don’t convert
- Save what works as templates
You don’t need to rebuild everything every month. Small adjustments make a big difference.
What Works, What Doesn’t, and What to Ignore
What Works
- Keeping sequences simple and direct
- Personalizing just enough to not sound like a robot
- Using channels your audience actually checks
What Doesn’t
- Overcomplicating with endless steps and channels
- Using “clever” automations that break easily
- Ignoring replies or feedback
What to Ignore
- Anyone who says you need to be on every channel
- Hype about “AI-powered” messaging—most of it’s just templates with fancier labels
Final Thoughts: Keep It Simple, Iterate Often
Multi-channel outreach in Mailreef isn’t magic, but it is manageable. Don’t try to be everywhere at once—pick a couple of channels, keep your messages human, and start small. Tweak your workflows as you go, and don’t be afraid to cut what isn’t working.
Most people get stuck trying to make it perfect from day one. Just launch, learn, and adjust. You’ll outrun 90% of the competition by simply staying consistent and not overthinking it.