If you’re running outbound sales or doing any kind of cold calling, you already know: not all leads are created equal. You want to hit the right prospects with the right message. Random email blasts and generic call scripts just don’t cut it. This guide is for folks using Myphoner who want to actually segment their leads and run smarter, more targeted campaigns—without getting lost in a mess of features or marketing fluff.
Why bother segmenting leads?
Let’s be real: blasting the same message to your entire list is lazy and usually a waste of time. Segmenting lets you:
- Avoid annoying people with irrelevant offers.
- Zero in on the leads most likely to bite.
- Make your outreach feel personal, not spammy.
- Get better data on what works (and what doesn’t).
Could you get by without segmenting? Sure. Will your results suffer? Absolutely.
Step 1: Get clear on your segments
Before you even log in, figure out why you’re segmenting. Don’t just split leads for the sake of it. Ask yourself:
- Are you targeting different industries or company sizes?
- Do you want to separate hot, warm, and cold leads?
- Are you running multiple campaigns (new product, upsell, win-back, etc.)?
- Do you need to comply with regional rules or languages?
Pro tip: Start simple. Two or three meaningful segments beat ten that you’ll never actually use.
Step 2: Make sure your lead data is clean
You can’t segment what you can’t see. In Myphoner, your “fields” (name, company, status, custom attributes) are what you’ll use to build segments. Here’s what matters:
- Consistent data: “CEO” and “Chief Executive Officer” aren’t the same to a computer.
- No missing info: If half your leads don’t have an industry filled in, you can’t segment by industry.
- Custom fields: Myphoner lets you add custom fields. Use these for things like territory, product interest, or lead score—just don’t go overboard.
If your data’s a mess, fix it before you try to segment. This is boring but necessary work.
Step 3: Set up your lists and custom fields
Myphoner calls its main grouping tool “lists.” Each list can represent a campaign, a market, or whatever makes sense for your workflow. But don’t confuse lists with true segments—they’re more like buckets.
How to use lists:
- By campaign: One list per campaign (e.g., New Product Launch, Renewals, Win-Backs).
- By audience: One list per segment (e.g., SaaS Companies, Retail, EMEA region).
- By rep/team: For assignment, not segmentation.
You can also create custom fields to tag leads based on any attribute you care about—think “Lead Source,” “Industry,” “Seniority,” or “Language.”
How to add a custom field in Myphoner:
- Go to Settings → Fields.
- Click Add Field.
- Name it something clear (e.g., “Industry” or “Region”).
- Pick the right field type (text, dropdown, number, etc.).
- Save.
Try dropdowns for things you want to filter by later—it keeps your data clean.
Step 4: Tag or filter leads for segmentation
Now you’ve got lists and fields, start tagging your leads—either as you import them, or by editing them in bulk.
Ways to segment in Myphoner:
- Filter by field: Use the search and filter tools to find leads by any field or value.
- Tag with custom fields: For more granular segments, like “Decision Maker: Yes/No.”
- Bulk edit: Select a bunch of leads and assign a value to a custom field all at once.
- Import smart: When importing leads, map your CSV columns to the right fields and pre-fill your segments.
Don’t be afraid to use “Other” or “Unknown” for leads you can’t place yet—it’s better than bad data.
Step 5: Build your targeted calling or email campaigns
You’ve got your segments—now put them to use.
For calling campaigns:
- Create a campaign or list for each segment.
- Assign the right scripts and workflows to each one. Don’t use the same pitch for everyone.
- Assign reps who know the segment best.
For email campaigns:
- Export your filtered leads as CSV.
- Use your email tool (Mailchimp, Lemlist, whatever) to build campaigns for each segment.
- Personalize messages using your segment data—don’t get lazy and just mail merge a name.
Pro tip: Don’t overcomplicate it. If you’re not sure a segment will be useful, skip it for now.
Step 6: Review, test, and adjust
No one gets segmentation perfect on the first try. Here’s what to do:
- Check your results: Are some segments getting way more responses? Any segment not opening or replying at all?
- Tweak your scripts: If a segment’s not biting, maybe your message is off.
- Consolidate or split segments: Too many tiny segments? Merge them. One giant segment? Break it up.
Myphoner’s reporting isn’t fancy, but you can track basic stats by list or campaign. Don’t spend hours analyzing—look for clear trends and act fast.
What works (and what doesn’t)
What actually helps:
- Using custom fields for real differences—like industry, job title, or region.
- Keeping your segments big enough to matter. Five leads isn’t a segment.
- Updating segments as you learn more about your leads.
What to ignore:
- Overly granular segments (“Leads who opened two emails and clicked but didn’t reply last Tuesday”).
- Fancy automations before you’ve nailed the basics.
- Segmenting just because you can—make sure each segment will get a different message or treatment.
Real-world tips (from someone who’s made a mess before)
- Start with one or two key segments. Add more as you see what works.
- Always test your segment filters before launching a campaign. It’s easy to accidentally exclude half your best leads.
- Resist the urge to collect every possible piece of info. More data means more work to keep it clean.
- If a segment never gets used, delete it. Less clutter, less confusion.
Keep it simple—iterate as you go
Lead segmentation in Myphoner isn’t rocket science, but it’s easy to overthink. Start with clear, useful segments that tie directly to your campaigns. Ignore the bells and whistles until you’ve got the basics down. Clean data, simple fields, and focused lists will get you further than any hack or automation. Experiment, keep what works, and don’t be afraid to toss what doesn’t. You’ll get sharper (and busier) as you go.