If you’re trying to get in front of busy prospects, sending one cold email and hoping for the best isn’t going to cut it. You need a repeatable, multi-channel approach—emails, calls, maybe even LinkedIn—without spending your whole week chasing down leads. This guide is for sales reps, SDRs, and founders who want to schedule and automate multi channel outreach (without losing their minds).
We’ll walk through how to do this with Koncert, a tool that promises to cut out the grunt work. But let’s be clear: no tool is magic. I’ll show you what actually works, common pitfalls, and how to set yourself up for real conversations—not just more “touches.”
Step 1: Decide if Koncert Is Right for You
Before you spend hours setting things up, be honest about what you need. Here’s what Koncert actually does well: - Automates repetitive tasks: It sequences emails, calls, and (sometimes) LinkedIn steps, so you don’t have to remember who to follow up with. - Lets you build multi-channel cadences: You can design outreach flows—say, day 1 email, day 2 call, day 4 LinkedIn message, etc. - Power dialer: If you make a lot of calls, the dialer can save time vs. manual dialing.
Where it’s just OK: - Integrations: It works with major CRMs (Salesforce, HubSpot), but expect some setup headaches. - LinkedIn automation: Like most tools, it’s limited—mostly reminders, not full automation (because LinkedIn doesn’t like bots). - Reporting: It gives you basic stats, but power users will find it a bit shallow.
Skip it if you only send a few emails a week, or if you’re strictly a marketer (it’s built for outbound sales teams).
Step 2: Get Your Data Ready
Automation is only as good as your data. Garbage in, garbage out. Here’s what you need before touching Koncert:
- A clean prospect list: Names, emails, company, phone numbers. Double-check for typos—bad data kills your sender reputation quickly.
- Segmentation: Split your list into sensible groups (by industry, persona, etc.). Templates only get you so far; relevance wins replies.
- CRM sync: If you’re using Salesforce or HubSpot, make sure your fields are mapped correctly. Otherwise, imports can turn into a mess.
Pro tip: Start with a small segment (25-50 contacts) to test. You’ll catch mistakes before they snowball.
Step 3: Design Your Multi-Channel Sequence
This is the make-or-break step. Don’t just copy a generic “7-touch” template you found online.
What’s a Good Sequence Look Like?
- Step 1: Day 1 – Personalized email
- Step 2: Day 2 – Call attempt
- Step 3: Day 4 – LinkedIn connection or message (manual reminder)
- Step 4: Day 6 – Follow-up email
- Step 5: Day 8 – Second call attempt
- Step 6: Day 10 – Breakup email (“Should I stop reaching out?”)
Mix channels—don’t just spam emails. Space things out so you’re persistent but not annoying.
What NOT to do: - Don’t send five emails in five days. - Don’t try to fully automate LinkedIn (you’ll get flagged). - Don’t treat everyone the same; at least tweak your first touch for each segment.
Koncert tips: - Use Koncert’s “Cadence” feature to build this sequence. Each step can be email, call, or a manual task (like a LinkedIn nudge). - Set rules for when to pause (e.g., if someone replies, stop the sequence).
Step 4: Write Your Messages (Don’t Sound Like a Robot)
Koncert will send your messages, but it won’t make them good. Here’s how to not sound like everyone else:
- Keep it short. 3-5 sentences, tops.
- Personalize the first line. Use something specific: “Saw you just raised a round—congrats!” Not “I help companies like yours…”
- Be clear about why you’re reaching out. Don’t hide the ask.
- Avoid buzzwords. No one wants to “leverage synergistic solutions” at 8am.
Koncert tip: Use merge fields for first name, company, and any other tidbits you have. But check your formatting—nothing tanks credibility faster than “Hi {FirstName},”.
What to ignore: Fancy HTML templates. Plain text almost always gets better results and feels more human.
Step 5: Set Up and Test in Koncert
Here’s what you’ll actually do in Koncert:
- Import your contacts. Either sync from CRM or upload a CSV. Double-check the mapping.
- Build your cadence. Drag and drop steps: email, call, manual task, etc.
- Write and save your templates. Plug in your messaging. Use merge fields with caution.
- Assign contacts to the cadence. Start with your test group.
- Schedule your send times. Avoid weekends and local holidays. Koncert lets you pick time windows (e.g., 8am–5pm in recipient’s time zone).
- Run a test. Send to yourself and a colleague. Check for weird formatting, broken links, and typos.
- Go live. Monitor the first few sends closely—look for bounces, replies, and any red flags.
Pro tip: Don’t load your entire list at once. Ramp up slowly. If something goes wrong, it’s easier to fix with 20 contacts than 500.
Step 6: Monitor and Tweak
No sequence is perfect out of the gate. Here’s what to actually pay attention to:
- Reply rates: Are you getting real responses, or just out-of-office?
- Bounce rates: High bounces? Clean your list.
- Call connects: Are people picking up? Try different times of day.
- Manual steps: Are you actually doing the LinkedIn tasks, or just skipping them? If you’re skipping, streamline your sequence.
What to ignore: Vanity metrics like “opens.” With privacy changes, open rates are basically fiction now.
When to tweak: - If you’re not getting replies after 2-3 weeks, change up your messaging, timing, or channel order. - If a step is consistently getting ignored (e.g., LinkedIn messages), either drop it or move it later in the sequence.
Step 7: Avoid These Common Mistakes
Even with automation, things can go sideways fast. Watch out for:
- Sending too many messages, too quickly. Nothing gets you marked as spam faster.
- Over-automation. If you’re not reviewing and personalizing, your outreach will blend into the noise.
- Not cleaning your data. Broken names, wrong titles, or duplicate emails make you look sloppy.
- Ignoring replies. If someone responds, stop the sequence. No one likes getting a “breakup” email after they booked a meeting.
Pro tip: Block time each day to review replies and make manual tweaks. Automation is a helper, not a replacement for thinking.
Step 8: Keep It Simple, Iterate, and Don’t Overthink It
There’s always a new tool or “proven” sequence, but the basics rarely change: be relevant, be respectful, and don’t try to automate sincerity. Start small, test your sequence, and tweak it based on real replies—not just what the tool tells you.
Koncert can save you time, but it won’t do the thinking for you. Keep your outreach simple, check your work, and you’ll get better results than most.
Now—go set up that first sequence, and remember: it’s about conversations, not just clicks.