Looking to actually get something out of your prospect lists? Then you probably already know: dumping a giant CSV into your outreach tool and hitting “send” is a recipe for being ignored. This guide is for anyone who wants to use Taskminions the right way—import your contacts, segment them so you’re not just blasting everyone, and start running outreach that gets real replies.
If you’re slogging through spreadsheets, or you’ve tried “segmentation” before and ended up with a list of 4 people and a headache, this is for you. Let’s cut the fluff and get practical.
Step 1: Prep Your Prospect List (Don’t Skip This)
Before you even open Taskminions, get your list in order. Most problems with outreach start here, not in the software. Here’s what you actually need:
- A spreadsheet (CSV or XLSX is fine) with one row per contact.
- Columns for basics: Name, email, company, job title, maybe industry or location. Don’t overthink it.
- No weird formatting: No merged cells, no formulas, no colors. Just clean data.
Pro tip: If your data is messy (think: “VP Sales” in some rows, “Vice President of Sales” in others), take a few minutes to standardize terms. It’ll save you hours later when you try to segment.
What to ignore
- Social media handles? Maybe useful, but not necessary for most outreach.
- “Notes” columns with a novel inside? Cut or summarize. You want structured data.
Step 2: Import Your List into Taskminions
Now you’re ready to get your contacts into Taskminions. Don’t stress—this part isn’t complicated, unless you try to skip steps.
- Log in to Taskminions. Head to the ‘Prospects’ or ‘Contacts’ section.
- Find the Import Button. Usually labeled “Import,” “Upload,” or sometimes hidden under a “+” icon (thanks, designers).
- Choose Your File. Upload your CSV/XLSX file. If you get an error, double-check that your columns have headers and the file isn’t open elsewhere.
- Map the columns. Taskminions will try to guess which column is which (like “email” or “company”). Double-check this—it’s easy for things to get mismatched.
- Review and Confirm. Look for any errors or warnings. If 500 records are “skipped,” Taskminions will usually give you a download of the problem rows. Fix them and try again.
Heads up: If you’ve got a list bigger than a few thousand, imports can take a while. Go get coffee. Or, if Taskminions times out or crashes, try breaking your list into smaller chunks.
Step 3: Clean Up After Import
Did everything come in right? Don’t just assume. Here’s what to check:
- Random blank fields: Sometimes emails or names don’t import right. Spot check by searching for blanks.
- Duplicates: Most tools, Taskminions included, try to filter out exact duplicates by email, but that’s not foolproof. Run a quick duplicate check if possible.
- Weird characters: If you see “’” instead of apostrophes, your file encoding is off. Annoying, but fixable—export as UTF-8 and re-import if it’s widespread.
Real talk: If your data is a mess after import, don’t spend an hour fixing it inside Taskminions. Go back to your spreadsheet, clean it up, and re-import. You’ll save time in the long run.
Step 4: Segment Your List (Where the Magic Happens)
This is the part that actually makes your outreach work. Segmentation just means splitting your giant list into smaller, more targeted groups.
Common ways to segment
- By job title: e.g., "Marketing Directors" vs. "Sales Managers"
- By industry: e.g., "SaaS companies" vs. "manufacturing"
- By location: e.g., "US-only" vs. "Europe"
- By company size: e.g., "1-50 employees" vs. "500+"
- By lead source: e.g., "Webinar signups" vs. "Cold list"
How to segment in Taskminions
- Go to your Prospects/Contacts list.
- Use filters or tags. Most versions of Taskminions will let you filter by any column you imported—like “Industry” or “Title.”
- Create a new segment or list. Once you’ve filtered down to a group you want, look for an option like “Save Segment,” “Create List,” or “Tag Selection.” The names change, but the idea is the same.
- Tagging: If you plan to use the same group more than once, add a tag (e.g., “NYC SaaS CEOs”). Tags are your friend; use them liberally.
What works: Keep your segments simple. If you need a 5-layer filter to find your audience, your data probably isn’t set up right.
What doesn’t: Don’t create a segment for every possible tiny difference (“East Coast SaaS CEOs with dogs named Max”). You’ll end up with a ton of micro-lists and analysis paralysis.
Step 5: Test Your Segments Before You Send
Tempted to just blast your new segment with a campaign? Hold up. A two-minute check will save you from embarrassing mistakes.
- Spot-check a few contacts: Click into the segment and look at the details. Do they match what you expect?
- Double-check for missing data: If your segment is “CTOs in London” but some entries are missing city or title, fix it now.
- Test send: Most outreach tools, Taskminions included, let you send a test campaign to yourself. Use it.
Pro tip: If your segment is huge (think: 1,000+), consider splitting it and sending to a small test group first. See who replies and tweak as needed.
Step 6: Keep Your Segments Useful, Not Overcomplicated
Here’s where most folks go wrong. They set up beautiful, hyper-specific segments... and then never use them because it’s too confusing.
- Review segments regularly. Delete or combine ones you don’t use.
- Rename for clarity. “October SaaS List” means nothing in 3 months. Use names like “SaaS CEOs – US – Q4 2024.”
- Update as you go. People change jobs, companies get acquired. Don’t treat your segments as set in stone.
Ignore: Advice that says you need “dynamic, auto-updating” segments from day one. Start simple. If you’re running 2-3 campaigns a month, manual updates are fine.
Troubleshooting: Common Import & Segmentation Headaches
Even with a guide, things go sideways sometimes. Here’s what usually trips people up:
- Import fails for “invalid emails”: Usually a formatting issue. Fix emails in your spreadsheet (no spaces, no weird characters).
- Duplicates keep showing up: Make sure you’re deduping by email, not just name. “John Smith” at two companies is probably not the same person.
- Segments keep shrinking: If your filters are too tight (“CTOs in Berlin with 500+ employees who use Slack”), loosen up your criteria or add missing data.
If you’re really stuck, Taskminions support is generally decent, but don’t expect miracles. Sometimes it’s faster to clean data yourself.
Wrapping Up: Keep It Simple, Iterate Often
Importing and segmenting your prospect list in Taskminions isn’t rocket science, but it does take a little care. Don’t get caught up in the promise of “AI-powered smart lists” if your data is still a mess. Start with a clean spreadsheet, build a few practical segments, and send targeted outreach that sounds like you know who you’re talking to.
The best outreach pros? They keep things simple, run lots of small tests, and adjust as they go. You don’t need a PhD in CRM—just a bit of discipline and some common sense. Good luck, and keep iterating.