If you’re trying to get more replies from outbound emails but hate the tedium of hand-building lists and sending templated junk, this guide’s for you. I’ll walk through the real steps to set up automated outbound campaigns in Getaia—from zero to sending. I’ll also call out what actually works (and what wastes time), so you can avoid rookie mistakes and focus on results, not busywork.
Let’s get right into it.
Step 1: Get Clear on What You’re Actually Trying to Do
Before you log into anything, figure out what “success” looks like for your outbound campaign. This will save you hours chasing vanity metrics (like opens or “personalization score”) that don’t matter.
Ask yourself: - What’s the real goal? (Demo booked? Reply? Click to a landing page?) - Who do you want to reach? (Be specific—job title, industry, geography, etc.) - What’s your offer? (Why should a stranger care?)
Write this down. Seriously, stop and write it. It’ll save you later.
Pro tip: If you can’t describe your ideal customer in a sentence, you’re not ready to automate anything.
Step 2: Prepare Your Contact List (Don’t Trust “Magic” List-Building)
Getaia has some list-building features, but don’t fall for the promise that AI will just “find the perfect leads” for you. Garbage in, garbage out: If your input is too broad or vague, your results will be the same.
Options for building your list:
- Upload your own data: If you have a clean spreadsheet, use it. Make sure you’ve got at least name, email, company, and job title.
- Use Getaia’s prospecting tools: You can search by industry, role, location, and company size. But double-check the results—no tool is perfect.
- Third-party data: If you’re using LinkedIn Sales Navigator or Apollo, export your list and import it into Getaia.
What to ignore:
Don’t waste time on “AI scoring” or “enrichment” unless you know exactly what you want to filter by. Overly clever filters just cut out good leads.
Step 3: Connect Your Email Account (And Warm It Up If Needed)
You’ll need to connect an email account to send outbound emails. Getaia supports Gmail, Outlook, and most custom SMTP setups.
- Use a dedicated domain: Don’t risk your main company email getting blacklisted.
- Warm up new domains: If your sending domain is fresh, use Getaia’s built-in warmup tool (or Warmup Inbox, Mailflow, etc.) for 2–4 weeks before blasting campaigns. Start slow—25 emails/day and ramp up.
- Set up SPF/DKIM/DMARC: Yes, it’s technical, but skipping this will dump your emails straight into spam. Getaia has guides, but you might need your IT person for this.
Pro tip: Never send more than 200 cold emails per day per inbox if you care about deliverability.
Step 4: Write Messages That Don’t Sound Automated
This is where most people blow it. Getaia can help with AI-generated copy, but it’s still your job to make sure it doesn’t sound robotic or desperate.
What works: - Short, clear messages (3–5 sentences max) - A single, specific call to action (“Are you the right person to talk to about X?”) - Personalization that actually matters (“Saw you just raised a Series A”; “Noticed you’re hiring engineers”)
What doesn’t: - Overly clever “icebreakers” (“I see you like cats on LinkedIn!”) - Long, fluffy intros - Vague requests (“Let me know if interested!”)
How to do it in Getaia: - Start a new campaign, pick your list, and use the message builder. - Use variables like {{first_name}}, {{company}}, etc.—but double-check that your data is clean. - If you use Getaia’s AI to draft emails, edit the output. Don’t just hit “send”—you’ll sound like a spam bot.
Step 5: Set Up Your Sequence (Don’t Overcomplicate It)
Most successful outbound campaigns use 2–4 emails over 1–2 weeks. More than that, and you’re just annoying people.
Sample sequence: 1. Intro email (direct and clear) 2. Polite follow-up after 3 days (“Just checking this didn’t slip past you”) 3. Final nudge after 7 days (“If it’s not a fit, no worries—just let me know”)
In Getaia: - Set delays between steps (don’t be weirdly aggressive—wait at least 2–3 days). - Stop the sequence if someone replies. - Avoid sending on weekends or late nights (you can set sending windows).
What to ignore:
A/B testing subject lines is fine, but don’t get lost in it. Focus on getting some responses, then optimize.
Step 6: Personalize at Scale (But Don’t Overdo It)
Personalization works if it’s real. But “Hi {{first_name}}, I see you work at {{company}}” isn’t fooling anyone.
Easy wins: - Segment your list by industry or company size, and tweak messages for each segment. - Reference something recent (“Saw your company launched X last month”). - Use custom fields sparingly—only if they add real value.
Where people go wrong: - Spending hours per lead on custom lines (not scalable). - Blindly trusting AI “personalization”—it’s often generic.
Step 7: Launch and Monitor (But Don’t Panic)
Once your campaign’s set, hit launch. Keep an eye on: - Deliverability: If open rates are below 40%, you might have a spam problem. - Replies: Positive, negative, or “unsubscribe”—all count as engagement (good for your sender reputation). - Bounces: High bounce rates mean your list isn’t clean—pause and fix it.
Getaia offers basic analytics—use them, but don’t obsess. Good campaigns improve with simple tweaks, not dashboards.
Pro tip:
If you’re not getting replies after 100+ sends, it’s not your tool—it’s your list or your message. Go back and fix those first.
Step 8: Handle Replies Like a Human
Automation gets your foot in the door, but real conversations close deals.
- Reply quickly (within a day, ideally).
- Don’t use canned responses—people can tell.
- Remove people who ask to unsubscribe, and don’t argue with them.
You can manage replies in Getaia or your regular email—whatever’s easier.
Step 9: Iterate (But Don’t Chase Shiny Objects)
Resist the urge to overhaul everything after 20 sends. Give each campaign a real shot—at least 100–200 sends—before you draw conclusions.
Iterate on: - The offer (is it clear and compelling?) - The list (are you targeting the right people?) - Message clarity (are you asking for too much, or too little?)
Ignore: - Most “growth hacks” and AI “optimizations.” The basics work—focus there.
Wrapping Up: Keep It Simple, Stay Consistent
Automated outbound works best when you keep things straightforward and honest. The tech (even Getaia’s) is just a tool. If your offer is good and your message is clear, you’ll get responses. If you’re not, don’t blame the software—revisit your fundamentals.
Start small, avoid overthinking, and remember: you can always adjust as you go. Consistency beats cleverness every time.
Now go send some emails—and don’t forget to actually follow up.