Outbound sales only works if you do it right. Random emails and endless follow-ups won’t cut it anymore—everyone’s inbox is already full of that stuff. If you’re a sales rep, team lead, or founder looking to build outbound sequences that get real replies (not just opens), this guide is for you.
We’ll walk through, step by step, how to set up an outbound sales sequence in Salesfinity that people actually want to respond to. I’ll skip the fluff and point out what’s worth your time—and what isn’t.
1. Get Clear on Who You’re Targeting
Before you even open Salesfinity, get specific about who you want to reach. This isn’t busywork. Vague “decision-maker” lists waste your time and annoy prospects.
What to do: - Define your ideal customer profile (ICP). Think job titles, company size, industry, geography, pain points. - Make a list. Don’t just rely on “the usual suspects”—dig deeper. - Use LinkedIn, company websites, or tools like Apollo to build your actual contact list.
Pro tip: Skip the temptation to email everyone with a pulse. Quality always beats quantity in outbound.
2. Map Out Your Sequence Before You Touch the Tool
Jumping right into Salesfinity is like building IKEA furniture without the instructions. You need a plan.
How many steps? - 5–7 total touches is the sweet spot for most outbound. That’s a mix of emails, LinkedIn messages, maybe a call. - More than 8? You’ll probably annoy people. Less than 3? You’re not giving yourself a real chance.
What types of steps? - Mix it up. Email, LinkedIn, and (if you can stomach it) the occasional phone call. - Don’t just send “bumping this up” emails. Add value, context, or a fresh angle each time.
Outline each step - Step 1: Intro email - Step 2: LinkedIn connect - Step 3: Value-add email (case study, insight, etc.) - Step 4: Phone call or LinkedIn DM - Step 5: Final breakup email
Jot this down in a doc or spreadsheet. You’ll thank yourself later.
3. Set Up Your Sequence in Salesfinity
Now, finally, open up Salesfinity and start creating. Their interface is pretty straightforward, but don’t just click through the prompts—think before you automate.
Create a new sequence: - Click “Create Sequence” and give it a name. Be specific (e.g., “CTO SaaS Outreach June 2024”). - Choose your entry criteria (who gets added, when, and from which list).
Add your steps: - For each step, select the channel (email, LinkedIn, call). - Set your delays (1-3 days between steps is usually best). - Write your templates (see the next step for details).
Assign ownership: - If you’re a team, make sure each step is covered by the right person. - Don’t set-and-forget—someone needs to monitor replies and adjust as you go.
Watch out for: - Overcomplicating your sequence. More steps ≠ more replies. - Forgetting to set up reply detection. If a prospect responds, they should drop out of the sequence immediately.
4. Write Templates That Sound Like a Human
Here’s where most sequences go off the rails. If your emails sound like a robot, no one will reply. If you copy-paste generic templates, you’ll get ignored. Sorry, but that’s the truth.
Keep it short and real: - 3–5 sentences max per email. This isn’t a blog post. - Use the person’s name and reference something specific (company news, recent funding, job change, etc.). - Ditch the “Hope this finds you well” and “Just following up.” Be direct but polite.
Example opening line:
“Saw you just launched a new product—congrats! I work with SaaS teams tackling similar challenges around onboarding.”
What to avoid: - Overly formal intros. (“Dear Sir or Madam” makes you sound like a spammer.) - Gimmicky subject lines. (“Quick question” isn’t quick or a question.) - Long-winded explanations about your company. Nobody cares—yet.
LinkedIn messages: - Even shorter. No pitches in the connection request. Just a relevant reason to connect.
Calls: - Be ready with a one-sentence reason for calling. Don’t read from a script.
5. Personalize—But Stay Sane
Yes, personalization works. No, you don’t have to write every message from scratch.
Use Salesfinity’s dynamic fields: - First name, company, job title, recent news, etc. - Create a few “personalization buckets” (e.g., by industry, by trigger event) so you’re not starting from zero each time.
When to go deeper: - For high-value targets, add a custom sentence or two. - For the rest, solid dynamic fields and a relevant opener is usually enough.
What to skip: - Fake personalization (“I noticed you work at [Company Name].”) Everyone knows it’s a mail-merge. - Over-the-top research for low-priority leads. Your time is valuable.
6. Test, Track, and Tweak
This is the part most folks ignore. You set up your sequence, hit “go,” and…wait. Don’t do that.
Set up tracking in Salesfinity: - Open rates mean nothing. Focus on reply rates and positive outcomes (meetings booked, real conversations). - Tag replies as positive, negative, or “not now” so you can see what’s actually working.
Test one variable at a time: - Subject lines: Try 2–3 versions, but don’t get obsessed. - Email body: Test different openers or value props. - Timing: See if sending at different times of day makes a difference.
What not to waste time on: - Overanalyzing vanity metrics (like click rates, unless you’re selling a webinar). - Trying to “hack” the algorithm. Write like a person, not an SEO robot.
7. Don’t Forget to Follow Up (But Know When to Stop)
Most replies come from follow-ups, not your first email. But there’s a line between persistent and pushy.
Best practices: - 2–3 follow-ups is usually enough. After that, you’re probably just annoying people. - Change up the angle each time—don’t just send “Did you see this?” messages. - Use a breakup email (“Let me know if this isn’t a priority right now—happy to close the loop.”)
If someone asks to unsubscribe or says no, respect it. Nothing tanks your sender reputation faster than ignoring clear feedback.
8. Review and Refine Every Month
Even the best sequence gets stale. Make time every 30 days to review what’s working—and what isn’t.
Look for: - Steps with high drop-off or no replies. Cut them, tweak them, or try something new. - Templates that get marked as spam or ignored. Rewrite or replace. - New angles based on customer feedback or market changes.
Don’t: - Fall in love with your sequence. If it’s not working, change it. You’re not writing a novel here.
Wrapping Up: Keep It Simple, Iterate Often
Outbound sequences aren’t magic. The best ones are simple, human, and get tweaked over time. Salesfinity can help you automate the busywork, but it can’t make you sound like a real person or pick the right targets. That’s on you.
Start small, focus on quality, and don’t be afraid to scrap what’s not working. The replies—and real sales conversations—will follow.
Now, go write some emails people actually want to read.