If you’re running any kind of outreach—sales, marketing, support—you know how much better things go when you talk to the right people in the right way. Segmenting your contacts by industry and company size isn’t rocket science, but it makes a world of difference. This guide is for anyone who wants to cut through the noise and actually use Luna to make their lists smarter and their messages more targeted.
If you’re new to Luna, it’s a CRM-ish tool aimed at automating outreach and keeping your contacts organized. But like most tools, Luna’s only as good as the data you put in and the way you use it. Here’s a straightforward, no-fluff guide to segmenting contacts by industry and company size—plus what to watch out for and what’s not worth your time.
Why bother segmenting by industry and company size?
Let’s get real: mass emails don’t work. Segmenting by industry and company size lets you:
- Send messages that actually make sense to the person reading them.
- Avoid wasting time on companies that are too big, too small, or not even in your target market.
- Spot patterns (like which industries love your product, and which don’t care).
If you’re not segmenting, you’re basically shouting into the void. So let’s fix that.
Step 1: Make sure your contact data is ready
Before you can segment anything, you need to make sure your contacts have the right info attached. That means:
- Each contact should have “Industry” and “Company Size” filled out. Double-check for typos, weird formats (“100-500” vs “100 to 500”), and missing fields.
- If you’re importing from a spreadsheet, clean it up first. Fix inconsistent industry names (“FinTech” vs “Financial Technology”) and standardize company size ranges.
- If you’re scraping data or buying lists, be skeptical. This info is often missing or wrong, so expect to do some cleanup.
Pro tip: Don’t obsess over getting everything perfect. Just aim for consistency. You can always fix outliers later.
Step 2: Map “Industry” and “Company Size” fields in Luna
Luna may call things slightly differently than your spreadsheet or other CRM, so get this sorted:
- Check your field names in Luna. Go to your contact or company records and see what they’re called. Usually, they’re “Industry” and “Company Size,” but sometimes it’ll be “Business Sector” or “Employee Count.”
- Map your data during import, if needed. If you’re uploading a CSV, Luna should let you match columns to fields. Double-check that you’re matching “Industry” to “Industry,” not to something random like “Notes.”
- Standardize options where possible. If Luna lets you use dropdowns or tags, use them. This cuts down on weird typos and makes filtering easier later.
What to ignore: Don’t get sucked into creating a million custom fields. Stick to what you actually use.
Step 3: Segment your contacts using filters
Now for the good stuff—actually creating the segments. In Luna, this typically means:
- Go to your Contacts or Companies view.
- Use the filter or search bar. Most CRMs (Luna included) have filters you can stack. For example:
- Filter by “Industry” → “SaaS”
- Add another filter: “Company Size” → “51-200”
- Save your segment (if Luna allows). Look for a “Save View” or “Save Filter” button. Name your segment clearly, like “SaaS - Mid Market.”
What works: - Filtering by both industry and company size at once is a huge time-saver. - Saved segments make it easy to run campaigns or export lists later.
What doesn’t: - Trying to get too granular (e.g., “SaaS companies with 83-92 employees”)—you’ll just end up with micro-lists that aren’t useful. - Relying on free-text search instead of actual filters. You’ll miss people.
Step 4: Use segments in your outreach
Once you’ve got your segments, here’s where the payoff happens:
- Personalize your messages. Mention the industry pain points, or tailor your offer based on company size (e.g., don’t pitch enterprise software to a 10-person shop).
- Send targeted campaigns. Whether you’re emailing, calling, or running ads, use the segment filters to export or queue up your contacts.
- Track what works. After a campaign, check which industries or company sizes responded best. Adjust your targeting next time.
Pro tip: Don’t just segment once and forget it. Update your segments as new contacts come in or as companies grow.
Step 5: Keep your data clean (without losing your mind)
Segmenting only works if your data stays fresh. Here’s how to keep things from getting messy:
- Set aside 10 minutes a week to review new contacts. Fix obvious errors or missing fields.
- Merge duplicates regularly. Luna should help with this, but don’t trust it to catch everything.
- Update company sizes once or twice a year. Companies grow (or shrink). If you care about accuracy, do a quick audit.
What you can skip: Don’t build an entire process around perfect data hygiene. Good enough is good enough, as long as your main segments work.
Common pitfalls (and how to dodge them)
- Relying on old data: If your spreadsheet is four years old, expect a lot of bounce-backs and weird results.
- Over-complicating segments: You don’t need 50 industry categories. Stick to the basics, like “Tech,” “Healthcare,” “Retail,” etc.
- Ignoring “unknown” company sizes: If a chunk of your list is missing company size, decide if you care. Sometimes it’s better to just focus on the contacts you do have data for.
Real-world tips for getting the most out of segments
- Start broad, then narrow down. If you’re not sure which industries are your best fit, start with big buckets and watch your results.
- Don’t overthink company size ranges. Most tools (Luna included) use ranges like “1-10,” “11-50,” “51-200,” etc. Pick the ones that make sense for your product.
- Document your segment definitions somewhere. Even if it’s just a Google Doc, write down what you mean by “Mid Market” or “Enterprise.”
- Export your segments before big campaigns. That way, if you mess up a filter, you’ve got a backup.
Keep it simple (and adjust as you go)
You don’t need a PhD in data science to segment your contacts well. Set up your industry and company size fields, use Luna’s filters, and keep your lists clean-ish. Don’t waste time obsessing over every edge case—just focus on making your outreach more relevant. The more you use segments, the more you’ll figure out what works for you.
Remember, the goal isn’t perfection. It’s just sending the right message to the right people, more often. Iterate, simplify, and don’t be afraid to update your segments as things change. That’s the real trick.