So, you want to get actual results from your outreach—not just send messages into the void. This guide is for sales reps, SDRs, founders, or anyone who’s tired of canned, one-size-fits-all sequences that go nowhere. We’re going hands-on with Heypoplar, a tool that promises to make outreach easier and more personalized. I’ll walk you through building a custom sequence, flag what’s worth your time (and what’s not), and give you practical tips from the trenches.
Before You Start: What Actually Matters
A quick reality check: even the fanciest tool won’t save you from bad outreach. If you’re blasting generic messages, no software can fix that. The real trick is using Heypoplar to organize, personalize, and automate good outreach—stuff that people actually want to read.
Here’s what you’ll need: - A clear idea of your target audience (seriously, don’t skip this) - Messaging that feels like it was written by a human - A willingness to tweak and test as you go
Alright, let’s get into it.
Step 1: Get Set Up in Heypoplar
First, log into your Heypoplar account. If you’re brand new, sign up and go through the basic onboarding. You don’t need to connect every tool under the sun—just enough to start sending messages.
What to focus on:
- Connect your email and/or LinkedIn accounts (whichever channels you plan to use)
- Import your contacts, or use Heypoplar’s prospecting tools to build a list
- Clean up your contact list—bad data means wasted time
Pro tip: Don’t dump in your entire CRM. Start with a small, high-quality segment so you can test and tweak before scaling.
Step 2: Map Out Your Outreach Sequence
Before you click “create sequence,” sketch out your plan. This is where most people mess up—they just copy a random template and hope for the best. Don’t do that.
Decide on: - Number of touches: 4-7 steps is a good starting point. More than 8 and you’re probably just annoying people. - Channels: Email, LinkedIn, calls, or a mix. Don’t add channels just because you can. - Timing: Spread steps out over 2-3 weeks. Nobody likes daily spam. - Goals: What’s a “win” for each step? (Reply, meeting, referral, etc.)
Tip: Write a quick outline—something like: - Day 1: Personalized email - Day 3: LinkedIn connect - Day 6: Follow-up email - Day 10: Call or voicemail
Keep it simple. You can always add more complexity later.
Step 3: Build Your Sequence in Heypoplar
Now, head to Sequences and click “Create Sequence.” Here’s how to set it up:
- Name your sequence. Make it specific—“Q2 SaaS Founders Outreach” beats “Sequence 1.”
- Add steps. For each step, choose the type (email, LinkedIn, call) and timing.
- Write your messages. This is where most sequences fall flat. A few no-nonsense tips:
- Personalize, but don’t go overboard with fake flattery.
- Reference something real—their company, recent news, a mutual connection.
- Short and clear beats clever or cutesy.
- Avoid “Just checking in…” or “Hope this finds you well.” Everyone tunes that out.
What works:
- Subject lines that don’t sound like spam (“Quick question about [their company]”)
- Clear asks (“Are you the right person to chat about X?”)
- One topic per message
What doesn’t:
- Long-winded intros about your company
- Gimmicky templates (“I saw you like coffee on LinkedIn!”—nobody cares)
- Asking for 30 minutes right away
Heypoplar features worth using:
- Snippets for personalization (first name, company, etc.)
- Conditional logic if you want to get fancy (but don’t overcomplicate on your first go)
- A/B testing for subject lines or copy
Step 4: Set Up Automation—But Don’t Trust It Blindly
Heypoplar lets you automate sending, follow-ups, and task reminders. That’s great, but automation is only as smart as you make it.
- Double-check send times. Avoid sending at midnight or weekends—nothing screams “robot” like a Sunday 3 AM pitch.
- Review merge tags. Test a few messages to make sure personalization works. “Hi {FirstName},” is not a good look.
- Manual steps. For LinkedIn connects or calls, Heypoplar will remind you, but you need to do the work.
Warning:
Don’t automate “touches” that need a human touch. If a step feels like it should be personal, make it manual.
Step 5: Add Contacts and Start the Sequence
Ready to go? Add your contacts to the sequence. Heypoplar lets you filter and select specific contacts, or bulk add from a list. Before you hit “start,” spot-check a handful of messages.
What to check: - Personalization is actually working - No weird formatting or broken links - You’re not sending to people who already replied or opted out
If everything looks good, hit go. But don’t walk away—watch for early replies, mistakes, or unsubscribes.
Step 6: Monitor, Tweak, and Actually Respond
The best outreach is a conversation, not a campaign you set and forget. Keep an eye on your sequence stats: - Open rates (if they’re low, your subject lines might stink) - Reply rates (if they’re low, your message probably isn’t resonating) - Positive responses vs. unsubscribes
What to do: - Adjust timing or messaging if you’re not getting bites - Remove steps that aren’t working (or add a new one if you see a drop-off) - Always reply quickly to real responses—don’t let automation slow you down
What to ignore:
- Vanity metrics (opens don’t matter if nobody replies)
- Advice to “just add more steps”—sometimes less is more
Step 7: Keep It Legal and Respectful
Heypoplar helps with compliance, but you’re still responsible for not being a spammer.
- Make sure you’re following GDPR, CAN-SPAM, or whatever applies to your region.
- Always include a clear opt-out or unsubscribe link in emails.
- Don’t pester people who’ve asked you to stop.
Pro tip:
If someone replies “not interested,” mark them as finished in Heypoplar so you don’t keep bugging them.
Step 8: Iterate Without Overthinking
Your first sequence won’t be perfect. Don’t get paralyzed by options or try to automate away all the work. Take what you learn, tweak a step or two, and try again. The people who get results are the ones who keep it simple and improve over time—not the ones with the most complicated flows.
Wrapping Up
Fancy tools are nice, but real results come from clear messaging and consistent follow-through. Don’t obsess over making your outreach sequences in Heypoplar perfect from day one. Start small, focus on quality, and keep tweaking. The less you overcomplicate, the faster you’ll actually get replies.