So, you want to run smarter outreach—email, LinkedIn, maybe even cold calls—all tracked and actually manageable? You're in the right place. This guide is for folks who sell, recruit, or do any kind of outreach and need to keep it organized, measurable, and not totally soul-crushing. We’re going to walk through setting up and tracking multichannel outreach campaigns in Prospeo. I’ll call out what works, what’s just noise, and how to avoid common mistakes.
Let’s get practical.
1. Know What You’re Trying to Do (Don’t Skip This)
Before you even open Prospeo, get specific about your goal. Are you booking demos? Getting responses? Warming up cold leads?
Why it matters:
If you don’t know what you’re measuring, your “campaign” is just a bunch of scattered messages. Decide on:
- The one outcome you care about. (E.g., “Book a call,” not “Raise brand awareness.”)
- Who you’re targeting: job titles, industries, whatever makes sense.
- How many touches you want—just email, or are you adding LinkedIn and calls?
Pro tip: If you’re new to multichannel, start small. Two channels (like email + LinkedIn) are plenty until you nail your basics.
2. Set Up Your Prospeo Account the Right Way
If you’re already using Prospeo, double-check your setup. If not, create an account and follow the onboarding prompts.
Connect Your Channels
Here’s what to do (and what not to bother with):
- Email: Connect your work email. Use a real domain, not Gmail or Yahoo—those look sketchy and get flagged.
- LinkedIn: Prospeo can (as of early 2024) connect to LinkedIn via browser extension or API. Set this up if you want to automate connection requests or messages.
- Phone or SMS: Only bother if you actually plan to call or text. Don’t set up channels just because you can.
Skip: Fancy integrations or “AI” features unless you know why you need them. Most people never use half of what’s offered.
3. Build a Targeted Prospect List
Garbage in, garbage out. Don’t blast your message to everyone.
- Import or build a list: You can upload a CSV, sync from your CRM, or build lists inside Prospeo.
- Segment: Tag your prospects. If you’re talking to CTOs and SDRs, separate them—your message should not be the same.
- Verify emails: Prospeo has basic email verification. Run it so you’re not sending to dead addresses (and killing your deliverability).
Pro tip: Don’t buy giant “lead lists.” They’re mostly junk and will tank your sender reputation.
4. Create Your Campaign (Step-By-Step)
Here’s where the rubber meets the road.
Step 1: Start a New Campaign
In Prospeo, hit “New Campaign.” Name it something specific, like “June 2024 SaaS Founders - Email + LinkedIn.”
Step 2: Choose Your Channels
- Pick the channels you’ll actually use. Email is the default. Add LinkedIn or calls if you have time to follow up.
- Don’t get sucked into “omnichannel” hype unless you have a process for each channel. More channels = more complexity.
Step 3: Build Your Sequence
- Draft your steps: E.g., Day 1: Email → Day 3: LinkedIn connect → Day 6: LinkedIn message → Day 10: Email follow-up.
- Set delays: Prospeo lets you set delays between steps. Don’t cram too much in—people hate being spammed.
- Personalize: Use Prospeo’s dynamic fields (like {{first_name}}) but don’t overdo it. “Hey {{first_name}}, saw you went to {{university}}” is fine. “I see you breathe air” is not.
- Templates: Start with Prospeo’s built-in templates if you need inspiration, but rewrite them. Everyone else uses them, and it shows.
Step 4: Assign Prospects
- Add your tagged, cleaned prospect list to the campaign.
- Double-check that segments match your messaging.
Step 5: Review and Launch
- Double-check everything. Typos, broken links, weird merge fields—these kill replies.
- Send a test to yourself first. Prospeo has a “Preview as prospect” feature—use it.
5. Tracking and Measuring Results (What Actually Matters)
Prospeo gives you a ton of metrics. Most of them are vanity. Focus on these:
- Delivered: Did your emails actually land in inboxes?
- Opened: Don’t obsess. Preview panes and bots can inflate this.
- Replied: This is what you care about. Real, human replies.
- LinkedIn responses: Track actual conversations, not just connection rates.
- Booked calls or demos: If you can, integrate your calendar or CRM to see if outreach is turning into meetings.
Ignore:
“Click rates” if you’re not including links. “AI engagement scores”—these are black boxes and mostly marketing fluff.
Honest take: If you’re not getting replies, don’t blame Prospeo or the tool. Look hard at your list and your message first.
6. Tweaking and Iterating
No campaign is perfect out of the gate. After a week or two:
- Look for bottlenecks: Are people opening but not replying? Maybe your message is off. Not opening? Check your subject lines or deliverability.
- A/B test (but keep it simple): Prospeo lets you test different versions of subject lines or messages. Don’t go nuts—test one thing at a time.
- Pause what isn’t working: Don’t be afraid to stop a step or a whole channel if it’s just noise.
What to skip:
Don’t chase every “best time to send” study you see. Your audience is unique—run a few tests and see what works for you.
7. Staying Out of Trouble (Deliverability and Compliance)
If you’re sending cold outreach, you need to play it smart:
- Warm up your email: If you’re new, ramp up sending slowly. Prospeo can automate this, but don’t blast hundreds of emails on day one.
- Don’t be spammy: Keep your message short, relevant, and easy to reply to or opt out from.
- Respect opt-outs: If someone asks to stop hearing from you, remove them from your list. Prospeo can automate this—use it.
- Know your laws: Look up CAN-SPAM (US), GDPR (EU), or whatever applies to your country. Prospeo isn’t a magic shield.
Real talk: If you get flagged as spam, it’s usually because your list is bad or your message is generic. Not because of the tool.
8. What Works, What Doesn’t, and What to Ignore
Works:
- Keeping your list tight and your message relevant.
- Two or three well-timed touches, max.
- Following up without being pushy.
Doesn’t work:
- Over-automating. If your outreach “feels” automated, people will ignore it. Use templates as a starting point, not a crutch.
- Sending to thousands of random people. Quality always beats quantity.
Ignore:
- “AI” suggestions that don’t make sense for your audience.
- Any feature you don’t understand or can’t explain to your boss (or yourself).
Keep It Simple, Iterate, and Don’t Overthink It
Prospeo’s a solid tool, but it’s not magic. The real magic is in a focused list, a clear message, and a willingness to tweak as you go. Start small, track real results, and don’t drown in dashboards. The best campaigns are the ones you actually finish—and learn from.
Now go build something that works.