If you’re staring at a massive prospect list in Vanillasoft and wondering how on earth you’re supposed to personalize your outreach, you’re in the right place. This guide is for sales teams, SDRs, or anyone who’s tired of generic, forgettable emails and wants to actually get replies. We’ll cover what segmentation really means (hint: it’s not just filtering by industry), how to do it step-by-step in Vanillasoft, and what’s worth your time versus what’s not.
No fluff—just the practical stuff that actually moves the needle.
Why Segmentation Matters (and Where People Screw Up)
Let’s get one thing straight: segmentation isn’t just a “nice-to-have.” If you’re blasting the same email to everyone, you’re wasting your time and probably annoying people. Segmentation helps you:
- Target the right people with the right message
- Avoid embarrassing mistakes (like pitching the wrong product to the wrong person)
- Spend less time chasing dead leads
The problem? Most people either overcomplicate segmentation (dozens of micro-lists that never get used) or oversimplify it (“everyone in healthcare”). The sweet spot is somewhere in the middle: enough segments to be useful, but not so many that you get analysis paralysis.
Step 1: Clean Up Your Data First
Before you even think about segmenting, check your data. If your lists are messy, any segmentation you do will be garbage in, garbage out.
What to check: - Duplicate records: Merge or delete them. - Missing key fields: If you’re going to segment on company size, make sure that data’s filled in. - Consistent values: “VP of Sales” vs. “Vice President, Sales” shouldn’t be two different things.
Pro tip: Vanillasoft won’t magically fix bad data. If your fields are all over the place, take a few hours to standardize them. It hurts now, but it’ll save you a ton of headaches later.
Step 2: Decide What Actually Matters for Your Outreach
Here’s where most guides get vague—“segment by industry, company size, job title!” Sure, but which ones will actually help you personalize your message? Don’t segment for segmentation’s sake.
Common (and useful) segmentation fields: - Industry or vertical (Healthcare, Manufacturing, SaaS) - Company size (Small, mid-market, enterprise) - Geography (Region, country, time zone) - Job function (Sales, marketing, operations) - Seniority (Manager, director, C-suite) - Past engagement (Opened emails, clicked links, never responded)
What to ignore: - Fields you don’t actually use in your messaging - Useless info like “favorite color” or anything that doesn’t impact your approach
Reality check: You don’t need to use every field. Pick 2-3 that will actually change what you say or send.
Step 3: Build Segments in Vanillasoft
Vanillasoft gives you some decent tools for slicing and dicing your lists. Here’s how to do it without getting lost in the weeds.
3.1 Use Filters to Break Down Your List
- Go to your Contacts or Leads section.
- Use the filter panel—usually on the left or at the top—to select relevant fields.
- For example, filter by “Industry = Healthcare” AND “Job Title contains ‘Director’.”
- Save frequently used filters as “Saved Views” (if your admin lets you).
Pro tip: Don’t create a filter for every possible combination. Start broad, then get granular if you see a real need.
3.2 Create Call Scripts and Email Templates for Each Segment
This is where segmentation pays off.
- Create specific scripts or templates for each segment (e.g., one for “Healthcare IT Directors,” another for “Manufacturing Operations Managers”).
- In Vanillasoft, assign templates to specific lists or filters so reps see the right script at the right time.
Template tip: Small tweaks go a long way. Even changing one sentence to reference the contact’s industry or challenge can make a huge difference.
3.3 Use Custom Fields When the Standard Ones Don’t Cut It
If your team has unique ways to slice prospects (like “Products Owned” or “Renewal Date”), set up custom fields in Vanillasoft.
- Ask your admin to add custom fields as needed.
- Make sure everyone knows what goes where—document your naming conventions somewhere obvious.
Watch out: Too many custom fields create clutter. Only add fields you’ll actually use for segmentation or personalization.
Step 4: Test, Adjust, and Don’t Overthink It
The first version of your segments probably won’t be perfect. That’s fine. The point is to make your outreach more relevant, not to build a PhD-level taxonomy.
- Run a few small campaigns: Try different templates for each segment. Track which ones actually get replies.
- Adjust segments: If two segments act the same, merge them. If one segment is too broad, split it up.
- Listen to feedback: Ask your team what’s working and what’s a pain. Don’t be afraid to scrap segments that aren’t useful.
Honest take: Most teams overcomplicate this. If a segment isn’t changing what you say or do, it’s probably not worth maintaining.
Common Pitfalls to Avoid
Let’s save you some time (and embarrassment):
- Over-segmentation: More segments = more work. Only create as many as you’ll actually use.
- Relying on outdated data: If your list hasn’t been updated in a year, your segments are probably off.
- Ignoring engagement data: If someone’s never opened an email from you, maybe it’s time for a different approach—or to remove them altogether.
- Forgetting context: Segmentation is supposed to make outreach feel personal, not robotic. If your templates sound like they were written by a bot, you’ve missed the point.
Quick Segmentation Ideas That Actually Work
If you need inspiration, here are a few segment-and-message combos that usually deliver:
-
Industry + Pain Point:
“Hi [Name], I work with a lot of [Industry] companies struggling with [Relevant Pain].” -
Job Function + Use Case:
“As a [Job Title], you probably care about [Outcome]. Here’s how we help.” -
Past Engagement:
“I noticed you checked out our pricing page but didn’t book a demo—can I answer any questions?” -
Geography + Timing:
“I’m reaching out to [Region] companies before [Event/Regulation] takes effect.”
Don’t just copy and paste—tweak these for your own prospects.
Wrapping Up: Keep It Simple, Keep It Useful
Segmentation in Vanillasoft doesn’t have to be a slog. Clean up your data, focus on what actually matters, and build segments that help you send better messages—not just more messages. Start simple, see what works, and don’t be afraid to ditch what isn’t moving the needle.
You’re not trying to win an award for most creative segmentation—you just want more replies. Keep it straightforward, and you’ll be ahead of 90% of your competition.