If you’re serious about B2B outreach, you know that blasting the same message to everyone is a waste of time (and pretty annoying). Segmentation is the not-so-secret sauce behind campaigns that actually get replies. This guide is for folks who want to use Icereach to create real, usable segments—whether you’re a sales pro, a founder doing your own outreach, or just tired of flying blind.
Let’s walk through getting your contacts and accounts organized so you can actually target your ideal niche—instead of just pretending you are.
Why Segmentation Matters (and Where Most People Screw Up)
Before we get tactical, a reality check: Most people dump contacts into a CRM and call it a day. Don’t do that.
Segmentation lets you:
- Send relevant messages to people who actually care.
- Stop wasting time on accounts that’ll never buy.
- Get data you can actually use (instead of a big, useless list).
What doesn’t work? Overcomplicating things. You don’t need 20 micro-segments to start. Focus on clear, actionable groups.
1. Get Your Data House in Order
First things first: garbage in, garbage out. If your contacts are a mess, segmentation will just make things messier.
What to do:
- Audit your existing data. Check for missing info, duplicates, weird formatting. If you’re importing a CSV, clean it up first.
- Decide what matters. You’ll want info like industry, company size, job title, location, and maybe tech used—but don’t go wild on custom fields unless you really need them.
- Standardize your fields. Make sure “VP of Sales” isn’t sometimes “V.P. Sales” or “Vice President-Sales.” Pick one format.
Pro tip: If you’ve got a ton of incomplete data, consider using a tool like Apollo or Clearbit to enrich your contacts before importing into Icereach.
2. Import and Tag Contacts in Icereach
Now, head over to Icereach. If you’re starting fresh, import your contacts and accounts. Here’s how to do it without headaches:
Step-by-step:
- Go to the Contacts section. Find the “Import” button (usually top right).
- Choose your file or CRM source. Map fields carefully—this is where mistakes happen.
- Tag as you go. Icereach lets you tag contacts and accounts during import. Use tags that match your target groups, like “SaaS,” “Fintech,” “VP Sales,” “NYC,” etc.
- Double-check for duplicates. Icereach tries to catch them, but it’s not perfect.
What not to do: Don’t skip tagging and think you’ll “sort it out later.” You won’t. Tag now, save future headaches.
3. Define Your Niche Segments
You’ve got your contacts in Icereach—now, let’s carve out real segments.
How to pick useful segments:
- Start broad, then narrow. Maybe “B2B SaaS companies with 50-200 employees in the US.”
- Use combinations. Don’t just filter by industry—layer location, job title, and company size.
- Ignore vanity segments. Don’t create a segment just because it sounds cool. If you can’t write a unique message to them, it’s not a real segment.
In Icereach:
- Use the filters on the Contacts or Accounts page.
- Combine tags, field values, and even activity (e.g., “Hasn’t replied yet” or “Opened last email”).
Example useful segments:
- “HR Directors at tech companies in London”
- “Seed-stage SaaS founders in North America”
- “Logistics VPs at companies using Shopify”
Keep it simple: three to five segments is plenty to start.
4. Save and Name Your Segments for Sanity
Once you’ve filtered down to a group, save the segment so you don’t have to rebuild it each time.
How to do it:
- Click “Save segment” (usually near the filter bar).
- Give it a blunt, descriptive name: “SaaS 50-200 US - CTOs.” Don’t get poetic—future you will thank you.
- Review saved segments regularly. Delete any you don’t use.
What works: Naming conventions that everyone on your team understands.
What doesn’t: Cutesy names, or forgetting what “Blue Sky” means in three months.
5. Use Segments for Targeted Outreach
Here’s the payoff: actually using your segments for campaigns. Otherwise, what’s the point?
How to do it:
- Pick a segment. Double-check that it’s tight—no randoms sneaking in.
- Write a message that speaks directly to that group’s pain points. Don’t recycle generic templates.
- Launch your campaign in Icereach, targeting only that segment.
- Track responses and tweak as needed. If a segment’s not biting, revisit your criteria—or your messaging.
Pro tip: Test different messages with small batches before rolling out to the whole segment. Segmentation is only as good as your follow-up.
6. Keep Data (and Segments) Tidy Over Time
Segmentation isn’t a one-time chore. Accounts change, people move jobs, industries shift.
Best practices:
- Schedule a monthly “data hygiene” check. Merge duplicates, update tags, delete dead contacts.
- Archive old or useless segments. Clean list = clearer thinking.
- Encourage your team to tag new contacts right away.
- If you spot a segment that never gets used, kill it. Focus on what works.
What to ignore: Endless “just in case” segments. If it’s not helping you send better messages, it’s clutter.
7. Advanced Moves (If You’re Ready)
Once you’ve got the basics down, you can get fancier—but only if it actually helps.
Ideas:
- Dynamic segments: Use filters based on recent activity—like “Contacts who replied in the last 30 days.”
- Lead scoring: Combine segmentation with scoring rules to prioritize outreach.
- Integrations: Sync with other tools (like LinkedIn or your email provider) to keep data fresh.
Don’t chase features just because they’re there. Nail the fundamentals first.
Quick Troubleshooting: Common Segmentation Pitfalls
- Segments too big? Narrow your filters. If you can’t write a focused message, it’s not a segment.
- Segments too small? Broaden criteria, but only if the group still makes sense.
- Messy data? Pause and clean before moving forward. Otherwise, you’ll waste time later.
- Team not following process? Make tagging and segmenting part of onboarding and daily workflow.
Keep It Simple, Iterate, and Don’t Overthink
Segmenting in Icereach isn’t rocket science, but it is easy to overcomplicate. Start with a few real, useful groups. Write messages that actually matter to those people. Then tweak and improve as you go.
It’s better to have three segments you actually use than 30 that just sit there. Clean data, clear segments, targeted outreach—repeat. That’s how you stop guessing and start getting results.