If you’re using a tool like Voiptimecloud to wrangle your leads, you probably want more than just a big, messy list of names. You want to know who’s worth your time, who needs a nudge, and who’s just clogging up your pipeline. This guide is for sales teams, SDRs, and anyone tired of spray-and-pray outreach. Let’s cut through the noise and get you set up for smarter, more focused prospecting.
Why Segmentation and Prioritization Actually Matter
Most CRMs can store thousands of leads. That’s great, but unless you’re superhuman, you can’t (and shouldn’t) treat all leads the same. Segmentation and prioritization help you:
- Spend less time on dead ends
- Hit the right people with the right message
- Avoid feeling like you’re shouting into the void
The catch? Not every tool makes this easy—or actually useful. But Voiptimecloud gives you enough flexibility to do this right, if you know how to set it up.
Step 1: Get Your Lead Data in Order
Before you can segment or prioritize anything, make sure your data isn’t a dumpster fire. Garbage in, garbage out.
What to check: - Are all the important fields filled out? (e.g. company size, industry, job title, location, last contact date) - Are there duplicates or obvious junk (like "asdf@asdf.com")? - Are your sources tracked? (web form, trade show, cold call, etc.)
Pro tip:
Don’t obsess over perfection. Just fix the worst stuff and make a habit of cleaning up as you go.
Step 2: Decide How You Actually Want to Segment
Here’s where a lot of people overcomplicate things. Start simple. Think about: - Who do you really want as a customer? - Who tends to convert? - Who wastes your time?
Common segmentation options in Voiptimecloud: - Demographics: Industry, company size, location, job title - Behavioral: Last contacted, number of touchpoints, response rate - Source: Where did the lead come from? (Not all channels are equal) - Stage: Are they new, interested, demo scheduled, etc.?
Don’t get cute:
If you’re not going to use a segment, don’t create it. Only segment what you’ll actually act on.
Step 3: Use Voiptimecloud’s Filters and Tags
Voiptimecloud lets you filter and tag leads in a bunch of ways. Here’s how to make it work for you:
Creating Segments with Filters
- Head to your leads list.
- Use the filter options to sort by fields that matter: e.g. show only leads from companies with 50+ employees in healthcare.
- Save these filters as "Smart Lists" or custom views. This gives you quick access later.
Tagging for Quick Hits
- Apply tags to leads manually or in bulk (e.g. “Hot”, “Needs Follow-up”, “Webinar Attendee”).
- You can filter by tags, so use them for things that change often or aren’t covered by standard fields.
What works:
Simple, obvious tags and filters. Don’t make a tag for every tiny thing—stick to what helps you actually take action.
What doesn’t:
Making custom fields and tags for every whim. You’ll end up spending more time organizing than selling.
Step 4: Prioritize With Lead Scoring (But Don’t Overthink It)
Lead scoring sounds fancy, but it’s really just ranking your leads by how likely they are to buy. Voiptimecloud has built-in lead scoring tools—you can set rules based on the fields and activities you care about.
How to Set Up a Basic Lead Score
- Go to the lead scoring settings.
- Assign points for things like:
- Opened your email (+10)
- Clicked a link (+15)
- Demo requested (+40)
- Wrong industry (-20)
- No response after 3 attempts (-10)
- Set up a “Hot Lead” threshold (e.g. 50+ points).
What works:
Keep your scoring simple and based on what actually predicts a sale. Update your rules every month or two based on what you’re seeing.
What doesn’t:
Relying 100% on automated scoring. It’s a tool, not a crystal ball.
Step 5: Build Targeted Outreach Lists
Now that you’ve got segments, tags, and scores, it’s time to put them to work.
- Filter your leads by segment (e.g. “Healthcare, 50+ employees, Hot Lead”)
- Export these to a calling or emailing campaign inside Voiptimecloud
- Customize your outreach for each segment (don’t send “Hi [First Name],” and call it done)
Pro tip:
Use templates, but tweak them. People can smell a mail merge from a mile away.
Step 6: Review and Adjust—Don’t Set and Forget
Your best segments and priorities will change as your market, products, and team evolve.
- Every month or so, look at which segments actually convert.
- Prune or merge segments that aren’t helping.
- Update your lead scoring and tags when you spot trends (good or bad).
Ignore:
Any advice that says you need “AI-powered hyper-personalization” right out of the gate. Most teams don’t need it, and it rarely works as advertised.
Honest Take: What Works, What Doesn’t
- Works:
- Focused segments and simple scoring
- Clear, actionable tags and filters
- Regular cleanup and review
- Doesn’t:
- Overly complex segmentation (no one uses it)
- Blind trust in automation or “AI”
- Letting your lead list get stale
Keep It Simple—and Iterate
Don’t let segmentation and prioritization become another thing on your endless to-do list. Start with the basics, see what works, and tweak as you go. Remember: The goal isn’t perfect organization. It’s more sales with less wasted effort.