If your lead list feels like a landfill—random, messy, maybe a little smelly—you’re not alone. Chasing every name is a waste of time and money. This guide is for anyone using Vuleads who wants to cut through the noise and focus on leads that actually have a shot at converting. We’re skipping the buzzwords and getting straight to what works (and what’s just busywork).
1. Know Why You’re Segmenting & Filtering
Let’s get real: not all leads are created equal. Some folks are just browsing, some aren’t a fit, and a few are genuinely interested. The whole point of segmenting and filtering is to:
- Stop wasting time on leads that will never buy.
- Focus your energy on the ones who might.
- Personalize your outreach so you don’t sound like a robot.
If you’re just starting out and only have 20 leads, don’t overthink it. But once you’ve got a few hundred, or you’re seeing your close rate drop, it’s time to step up your game.
Pro tip: Filtering and segmenting are not the same. Filtering is about narrowing down a big list fast. Segmenting is about grouping similar leads for tailored follow-up.
2. Get Your Lead Data in Order
Before you start slicing and dicing, make sure your lead data in Vuleads isn’t garbage. You can’t segment by industry if half your leads’ industries are blank.
Quick checklist: - Fill in missing fields (industry, company size, location, etc.) - Standardize formats (e.g., “NY” vs. “New York”) - Ditch obvious spam or test data
Honest take: Don’t waste hours perfecting every field. Focus on what you’ll actually use to segment. If you never filter by company size, don’t obsess over it.
3. Decide What Segments Actually Matter
Here’s where most people get tripped up—they create a dozen complicated segments and then ignore them all. Start with 2–4 groups that line up with your actual sales process.
Common segments that are worth your time: - Industry or vertical: Is your product better for tech, retail, healthcare? - Company size: Are you selling to startups, SMBs, or enterprises? - Lead source: Did they come from a cold email, webinar, or referral? - Stage in pipeline: New, contacted, demo scheduled, etc. - Geography: Especially if you’re selling in multiple regions.
What to skip: - Overly granular segments (like “leads who opened my email on a Tuesday”). Unless you have thousands of leads, that’s just trivia.
4. Use Vuleads’ Filtering Tools Without Getting Lost
Vuleads has a bunch of filters, but you don’t need to use them all. Here’s a straightforward way to get started:
Filtering Basics
- Go to your Leads dashboard.
- Use the filter panel (usually on the left or top). Pick a field that matters (industry, status, etc.).
- Stack filters for precision. Example: “Show me tech companies with 50+ employees in the US.”
- Save filters you’ll use again. Most platforms let you do this—don’t rebuild the same filter every week.
Pro tip: If you’re new, just filter by “New” or “Contacted” status to keep things simple. Over time, you can layer in more.
Avoid These Mistakes
- Don’t build a filter for every possible scenario. Start with 2–3 that match your main workflows.
- Don’t trust auto-filled data blindly. Check your top filters to make sure they aren’t bringing in junk.
5. Build Segments for Targeted Outreach
Once your filters are working, group leads into segments so you can actually use them: send smarter emails, assign to the right rep, or trigger automations.
How to Create Segments in Vuleads
- Apply your chosen filters.
- Select all filtered leads.
- Tag or move them to a segment. (Vuleads usually calls these “tags,” “groups,” or “lists”—whatever the label, use it.)
- Name segments clearly. (“SaaS prospects – West Coast” is better than “List 7.”)
Segmentation Ideas That Work
- VIP prospects (your dream clients)
- Cold leads (haven’t responded in 30+ days)
- Demo scheduled (waiting for follow-up)
- Industry-specific (e.g., “Finance – Midmarket”)
What doesn’t work: Creating a segment for every tiny variation. You’ll never keep up, and it just clutters your dashboard.
6. Put Segments to Work: Real-World Examples
Here’s how you can actually use segments and filters instead of just admiring them.
- Personalize outreach: Send a relevant message to each group. “Hi healthcare leaders” beats “Dear Sir or Madam.”
- Set reminders: Focus each day on a different segment so nobody falls through the cracks.
- Automate follow-ups: Many CRMs (including Vuleads, with the right integrations) can trigger emails or tasks based on segment.
- Assign to team members: Hand off big accounts or certain industries to the right rep.
Skip this: Sending the same generic blast to every segment. If you’re not actually changing your approach, segmenting is just busywork.
7. Review, Refine, and Don’t Overcomplicate It
Your first attempt at segmenting probably won’t be perfect. That’s fine. Every month or so, take a few minutes to see what’s working.
- Did you convert more leads from one segment? Double down there.
- Is a segment always empty? Maybe you don’t need it.
- Are your filters pulling in junk? Tweak the fields or clean up your data.
Warning: If segmenting is taking more time than talking to leads, dial it back. The best system is one you’ll actually use.
8. What Matters (And What Doesn’t)
What works: - Keeping segments simple and meaningful. - Regularly cleaning your data. - Using filters and segments to actually change your outreach—not just for reporting.
What doesn’t: - Building segments you never use. - Filtering on data you don’t trust. - Obsessing over the “perfect” segmentation—done is better than perfect.
Keep It Simple and Iterate
Don’t let segmentation become a side project that eats your week. Start basic, see what helps you close more deals, and tweak as you go. It’s better to have a few solid segments you actually use than an elaborate system that just looks nice on a dashboard.
If you keep things simple and focused, you’ll spend less time sorting leads and more time converting them. That’s the whole point.