How to create and schedule follow up messages in Octopuscrm for B2B outreach

You’ve got a list of prospects and a goal: get replies, not radio silence. Problem is, most B2B outreach dies after the first message. The secret? Smart, simple follow-ups—automated so you’re not chained to your inbox. This guide is for anyone using Octopuscrm who wants practical, no-nonsense steps to create and schedule follow-ups that actually get noticed.

Let’s skip the hype. Here’s what works, what doesn’t, and how to avoid wasting time.

Why Follow-Ups Matter (and When They Don’t)

Before you dive in, know this: most people don’t reply to the first message. Not because they hate you, but because they’re busy, distracted, or just didn’t see it. A good follow-up can double or triple your reply rate.

But don’t overdo it:

  • Two to three follow-ups is usually enough. Any more and you look desperate (or annoying).
  • If you’re not getting any bites after a few tries, tweak your message—don’t just keep blasting the same thing.
  • Personalization still matters. Templates are fine for structure, but a little effort goes a long way.

Step 1: Prep Your Prospect List

You can’t automate what you haven’t organized. Octopuscrm works best when your list is clean.

  • Export leads from LinkedIn or wherever you’re sourcing prospects.
  • Make sure you’ve got their correct LinkedIn profiles (Octopuscrm automates LinkedIn outreach), names, and any other useful info.
  • Ditch duplicates and obvious mismatches. Nothing kills a campaign faster than sending the same message to someone twice.

Pro Tip: Segment your list. If you’re reaching out to different industries or job roles, group them. Your follow-ups can be way more relevant, and it’s easier to track what’s working.

Step 2: Connect Octopuscrm to LinkedIn

Octopuscrm isn’t a standalone CRM—it’s a Chrome extension that talks to LinkedIn. Setup is quick, but you’ll need:

  • Google Chrome browser
  • LinkedIn account (free or premium)
  • Octopuscrm Chrome extension installed and logged in

Once it’s running, you’ll see the Octopuscrm dashboard inside LinkedIn. If you don’t, restart Chrome.

Heads Up: LinkedIn isn’t thrilled about automated outreach. Don’t go nuts with volume, or you risk warnings or account limits. Stay under LinkedIn’s daily action caps (usually 100-150 actions/day, but this changes).

Step 3: Create Your Follow-Up Message Sequence

This is where most people get it wrong: they write generic, robotic messages. Resist the urge to copy-paste bland templates.

3.1. Plan Your Sequence

A good B2B follow-up sequence usually looks like this:

  1. Connection Request: Short and personal. No pitch.
  2. 1st Follow-Up: If they accept but don’t reply, send a friendly nudge after 1-2 days.
  3. 2nd Follow-Up: Wait another 3-5 days. Share a relevant resource or ask a specific question.
  4. (Optional) Final Ping: One last, light-touch message a week later. No guilt trips.

3.2. Write Your Messages

  • Keep it brief: No walls of text.
  • Personalize: Use their name, company, or something relevant.
  • Avoid sales-y buzzwords: Nobody likes a hard pitch in their DMs.
  • End with a clear call to action: A question works better than “let me know.”

Example Sequence:

  • Connection Request:
    “Hi [Name], saw we’re both in [industry/role]. Would love to connect.”

  • Follow-Up 1 (2 days later):
    “Thanks for connecting, [Name]. Curious—how are you handling [relevant challenge] at [Their Company]?”

  • Follow-Up 2 (5 days later):
    “Just wanted to check in, [Name]. Happy to share what’s working for others in [Their Industry] if you’re interested.”

  • Final Ping (7 days later):
    “No worries if now’s not the right time, [Name]. If things change, feel free to reach out.”

What NOT to do:

  • Don’t push for a call in the first message.
  • Don’t send four paragraphs about your company.
  • Don’t fake urgency (“last chance!”) unless you want to get ignored.

Step 4: Set Up and Schedule Your Sequence in Octopuscrm

Here’s where you turn your plan into reality.

4.1. Import Your Prospects

  • Use Octopuscrm’s “Import” feature to upload your list or select from your LinkedIn connections or searches.
  • Double-check your selection before moving forward.

4.2. Build Your Campaign

  • In the Octopuscrm dashboard, click “Create Campaign.”
  • Name your campaign (e.g., “Q2 SaaS Leads”).
  • Choose the action type (connection requests, messages, profile views, etc.). For follow-ups, you’ll want “Messages.”

4.3. Add and Sequence Your Messages

  • Add each message as a step in your campaign.
  • Use the “delay” feature to set intervals between messages (e.g., 2 days after connect, 5 days after first follow-up).
  • Personalize using variables like {firstName}, {company}, etc.

Example: - Step 1: Connect (no message, or a short note) - Step 2: Message 1 (delay: 2 days) - Step 3: Message 2 (delay: 3 days) - Step 4: Final message (delay: 7 days)

4.4. Schedule and Start

  • Set daily limits. Stay well below LinkedIn’s warning threshold.
  • Double-check your messages—typos are forever.
  • Hit “Start” and let Octopuscrm run the sequence.

Reality Check: Octopuscrm’s automation is handy, but it’s not magic. If LinkedIn changes its rules, you may need to slow down or tweak your approach. Always keep an eye on your account health.

Step 5: Monitor Results and Adjust

Don’t “set and forget.” Here’s how to get better over time:

  • Track replies: If people reply, pause further follow-ups to avoid spamming them. Octopuscrm can auto-stop the sequence for replies.
  • Tweak timing: If you’re seeing no responses, try different intervals or shorter/longer delays.
  • A/B test messages: Change up your second message for half your list. See what gets more replies.
  • Check for bounces: Not everyone checks LinkedIn daily. If you’re not getting seen, try different times of day or days of the week.

What to ignore:
Don’t obsess over open rates—LinkedIn doesn’t provide them. Focus on replies and actual conversations.

What Works, What Doesn’t

Works: - Short, personal messages - Respectful persistence (2-3 follow-ups, spaced out) - Clear questions or calls to action

Doesn’t Work: - Mass-blasting the same pitch to everyone - Overly aggressive sequences (daily follow-ups = instant block) - Ignoring replies and keeping the automation running

Gray Areas: - Super-personalized messages take more time, but can pay off if your list is small or high-value. - Automation is great for scale, but don’t rely on it to do all the work. Jump in for real conversations.

Keep It Simple (and Don’t Be That Guy)

Automating follow-ups with Octopuscrm can save you hours and get real results—if you keep it human and low-key. Don’t overcomplicate your sequences or fall for “set it and forget it” promises. Start small, watch what works, and adjust. The best outreach? The kind that doesn’t feel automated.

Now go send some follow-ups—and, please, don’t copy-paste that same tired pitch. Your prospects (and your future self) will thank you.