If you’re juggling prospect calls and tired of clunky workflows, this guide’s for you. Maybe you’re in sales, SDR, or running your own pipeline—either way, you want to schedule calls, keep track, and not lose your mind in the process. Outreach’s voice features promise to help, but what actually works, what’s a time sink, and what can you skip? Let’s break it down step by step.
1. Get Set Up: The Basics That Matter
Before you dive in, make sure you’ve got the right setup. Outreach (link here) is a sales engagement platform with voice calling baked in, but you’ll need a few things squared away first.
- Browser: Chrome works best. Other browsers can be glitchy with voice.
- Headset: Don’t rely on your laptop mic. Get a decent USB headset—background noise kills calls.
- Phone number: Outreach assigns you a number. If you want to use your own, expect a few more hoops.
- Permissions: Double-check you have the right Outreach license and that voice is enabled for your account.
Pro tip: Test a call to yourself before you jump on with a prospect. Outreach’s call quality is usually fine, but you don’t want surprises.
2. Scheduling Calls: How to Actually Get Time on the Calendar
Outreach isn’t a calendar tool, but it does help you schedule and remember calls. Here’s how to make it work for you:
2.1 Use Outreach’s Task System
When you want to call someone, create a call task in Outreach. This isn’t fancy, but it’s reliable.
- Go to the prospect’s page.
- Click “Add Task” → Choose “Call.”
- Set the due date/time—when you want to make the call.
This puts the call on your task list where you’ll actually see it.
What works?
The task pops up in your daily workflow—no sticky notes needed. You can sort and prioritize, too.
What doesn’t?
Outreach doesn’t send calendar invites to your prospects. If you want a formal meeting on both calendars, use your calendar (Google, Outlook) and Outreach. Yes, it’s double work—but you won’t miss meetings.
2.2 Send Calendar Invites (Don’t Skip This)
If you and your prospect agree on a time, send an actual invite from your calendar app. Outreach tracks your activities, but it’s not a full calendar solution.
- Draft the invite in Google/Outlook.
- Add your Outreach voice number (or “I’ll call you at...”) in the location/notes.
- Optionally, add a link to a dial-in or video call if you’re mixing channels.
Ignore: Outreach’s dialer has “call scheduling” features, but they’re just internal reminders. Your prospect doesn’t see them.
3. Making Calls: The Real Workflow
When it’s time to call, here’s how to keep things smooth:
3.1 Start From the Task List
Don’t just dial numbers by hand—use Outreach’s click-to-call from the task or prospect record. This way, your activity is tracked automatically.
- Go to your “Tasks” view.
- Click the call icon next to the prospect.
- Outreach dials out using your assigned number (or bridge to your cell, if set up).
3.2 Take Notes Mid-Call (But Don’t Overdo It)
The call window lets you take notes as you talk. Use it, but keep it short. Jot key points or next steps, not a transcript.
Pro tip: After the call, add a short summary. Future-you will thank you.
3.3 Call Recording: Use With Care
Outreach can record calls (if your admin enabled it). This is handy for review, but:
- Check local laws—some places require both sides to consent.
- Tell your prospect if you’re recording. It’s just good manners.
- Don’t rely on recordings instead of taking notes. Finding the right moment later is a pain.
4. Managing Follow-Ups and Call Outcomes
Scheduling is half the battle. Actually following up is where deals are won—or forgotten.
4.1 Log Call Outcomes Right Away
After each call, Outreach prompts you to log the outcome (connected, left voicemail, no answer, etc.). Take 10 seconds to do it.
- This keeps your pipeline clean.
- You can sort by who needs a follow-up, who’s not responding, and so on.
Honest take: The default outcome list is often generic. Customize it with your admin if you want more relevant options.
4.2 Set Follow-Up Tasks in Outreach
If you need to call again, or send info, create a follow-up task immediately. Don’t trust your memory.
- In the call summary, click “Add Task” (choose call, email, or custom).
- Set the date/time for your next step.
4.3 Use Sequences for Repetitive Outreach
If you’re calling a lot of similar prospects, Outreach’s “sequences” let you automate follow-ups.
- Add prospects to a sequence with scheduled calls, emails, or tasks.
- Outreach will remind you or automate as much as you let it.
What’s good: This saves you from spreadsheet hell.
What’s not: It’s easy to over-automate. People notice canned outreach—use sequences as a framework, not a robot script.
5. Staying Organized: What Actually Helps (and What Doesn’t)
5.1 Use Tags and Notes Sparingly
Tagging prospects or writing long notes can help, but don’t go overboard. Keep info you’ll actually use. If you’re not searching by tag later, skip it.
5.2 Don’t Rely on Outreach for Everything
Outreach is great for tracking calls and follow-ups, but:
- It’s not a full CRM. Sync with your CRM (like Salesforce) if you want pipeline reporting.
- It’s not your calendar. Always confirm important meetings with a real calendar invite.
5.3 Watch Out for Data Gaps
If you make calls outside of Outreach (from your cell, for example), log them manually. Otherwise, your records will be spotty—and your manager will probably bug you about it.
6. Common Pitfalls (And How to Dodge Them)
- Forgetting to schedule follow-ups: Always create a task right after the call.
- Assuming Outreach sends invites: It doesn’t. Use your calendar for anything that matters.
- Over-automating sequences: Personalize where it counts, especially for high-value prospects.
- Ignoring call quality issues: Wi-Fi drops? Bad headset? Fix it before it costs you a deal.
- Recording without telling: Again, check the law and just be upfront.
7. Quick Checklist: Your Realistic Outreach Voice Workflow
- [ ] Test your setup (browser, mic, permissions)
- [ ] Create call tasks (don’t rely on memory)
- [ ] Send a calendar invite for scheduled calls
- [ ] Use click-to-call from Outreach
- [ ] Take brief notes during/after the call
- [ ] Log outcomes and set follow-up tasks
- [ ] Use sequences if you’re handling lots of similar calls
- [ ] Update your CRM if it’s not syncing automatically
Keep It Simple: Final Thoughts
The Outreach voice features can save you time and help you manage calls, but don’t expect miracles. Use it for what it’s good at—tracking, reminders, and keeping you organized. Skip the fancy features unless they genuinely make your life easier. Start with the basics, build your own routine, and adjust as you go. That’s about as “optimized” as real-world sales ever gets.