>>Link to workflow Diagram<<
Discovering the best outreach workflow is important for any sales team or an agency. Delivering a structured and result-focused outcome is a must not only to stand out from competitors but to ensure an effective return on investment. Whether you are a new agency or refining your sales strategies, your perfect workflow will be the testament of your lead generation efforts. At Salesflow, after more than four years of hands-on experience, we have created a “Done For You” (DFY) workflow strategy. A proven process that can help you master your agency’s outreach service. This workflow has been rigorously tested in the field of LinkedIn cold outreach and delivered results for out clients.
In this article, we will share a comprehensive guide to the DFY workflow to help you master outreach services for your agency. By the end, you will have an actionable 19-step workflow—to help you refine your process, build better client relationships, and deliver outstanding results. Let’s begin!
Let’s break it down:
First, Why Structured Workflow Matters in Outreach Services:
During outreach efforts, people find common challenges like identifying prospects, creating personalised messaging, and being consistent all the way. Here a well-defined process:
- Ensures uniformity and quality
- Maintains Efficiency
- Keep Checks and Balances
- Maximised Outreach Campaign Success
- Easy Iteration and Process Enhancements
Implementing a structured workflow can help you deliver more value to your clients while building more trust with transparent and measurable outcomes.
Here’s the Proven 19-Step Outreach Campaign Workflow for Effective Lead Generation & Conversion:
While the DFY workflow strategy offers your convenience, it is important to understand the underlying principle that fuels the successful outreach campaign.
Phase 1: Deal Closing
1. Sales Team Closes Deal
his is the stage when your client agrees to your outreach service, and onboarding begins. At this stage:
Next, give the client an overview of the timelines and deliverables, setting a strong foundation for long-lasting trust.
Conduct comprehensive consultation to understand business objectives.
Set clear client expectations about the process.
2. Payment Processed
Payment processing is necessary beforehand to ensure clients’ commitment to the cause. It triggers the start of service. Your sales team can now allocate resources and start planning.
Payment is processed via a payment link that is integrated with our billing system Chargebee. Once payment is completed, the sales rep will introduce the client to the campaign manager
Phase 2: Client Onboarding and Goal Setting
3. Client Introduction to DFY Manager
After the Introduction, the DFY account manager will become the single point of contact throughout the engagement and is responsible for:
- Understanding the client’s pain points, needs, and desires
- Monitoring and reporting updates
- Addressing any client concerns or queries
4. Client Fills Out Onboarding Form
The DFY Account Manager will first conduct a comprehensive consultation to collect detailed client information to tailor the campaign. This is done via an onboarding form. Business Goals: What do we aim to achieve?
- Ideal Customer Profile (ICP): Who is the target audience based on demographics, firmographics, and any behavioural patterns?
- Campaign Outcomes & Preferences: Inclusions, Tone, Style, or Value to Include or Avoid.
This step helps the DFY team create a tailored campaign blueprint.
We use Typeform for this step, an example here, but any type of form service such as Monday.com, Google form, etc. would work.
Phase 3: Prospect Research, List Building and Crafting Compelling Outreach Copy
5. Onboarding Meeting & Campaign Planning
Since the DFY team now has created a blueprint based on the onboarding details, it’s time for a kickoff meeting with the client to discuss further:
- The campaign objective
- Approach or strategy.
- Establish the key performance indicators that will be used to measure success.
- Account setup and integration.
The team also answers any questions the client might have and lays out the next steps.
6. Client Receives Recap for Confirmation
After the meeting, the DFY manager sends a detailed summary of the onboarding meeting, including everything discussed and the next steps.
Agreed-upon objectives.
Proposed strategies.
Encourage the client to provide feedback or confirm to avoid any confusion or misalignment.
7. Follow-up Reminders for Non-Confirmation
If the client doesn’t respond, send gentle reminders to prevent delays. An automated email sequence can help you keep the process on track.
8. Copy & List Creation
It’s time to begin the creative process. Upon client confirmation, the DFY team starts working on creating a tailored campaign, including:
Lead lists
High-Quality Contact List: Based on the ICP, identify potential leads with accurate and recent information, including name, job titles, phone number, email ID, and LinkedIn profiles. You can use tools like LinkedIn Sales Navigator or Salesflow.io for effective prospecting.
We also check each profile individually to ensure that they match the ICP the client is looking for rather than relying solely on Sales Navigator results.
Copywriting
Outreach Message: Draft a few personalised outreach messages tailored to the client’s business and service, addressing their pain points and needs and how they can address such needs. We like to include information such as statistics, client names (if the client approves), and links to resources. Be clear with your CTA, and make sure to build up your CTA (starting with checking out the link to book a call). Typically, drafts get ready within 5-7 business days.
9. Client Review
Share the first drafts for client feedback. This collaborative effort will keep the campaign on track while aligning with the client’s expectations and vision. The client will choose the message option that works best for them to start the campaign.
10. Feedback and revisions
Depending on the feedback, the team can incorporate it or make changes to refine initial drafts, including messaging tone, content, target audience information, and any additional campaign elements like links to resources.
11. Client Approval
Post the cycle of revisions to meet the client’s expectations and seek final approval from the client. This approval is a critical step in launching the campaign. Since campaign copy is a recipe, we try to balance between the perfect copy and the time to launch, ensuring we launch the first campaign within 2 weeks post onboarding.
12. Campaign Launch
Once copy and list are approved, the team will start on creating the campaign in Salesflow, pay attention to the personalized tokens such as first name and last name, company name, etc.
- Create user segments and schedule the outreach messages.
- Monitor initial responses and delivery to ensure smooth execution.
- Send a personalised follow-up to your initial outreach message.
- Set up a consistent follow-up strategy.
Once the campaign is set up, the DFY manager will take a look at the campaign and approve the launch.
The campaign is launched – The team will launch the campaigns and record the date for reporting purposes.
All communications, revisions, copies, and lists are recorded in our reporting system, SmartSuites, to keep everything in one place.
Phase 4: Tracking and Analysing Performance
13. Ongoing Monitoring & List Refilling
Keep a track on the campaign performance—monitor email open rates, response rates, and positive replies. Use CRM or Analytics tools for real-time monitoring and analysis.
Next, A/B testing will help you identify the best messaging, timings, etc. to optimise your outreach efforts. Keep your contact list updated with fresh prospects to maintain the outreach momentum. Keep tailoring the messages based on the response.
14. Biweekly Reports
Give your client weekly or biweekly performance reports covering:
- How many people were contacted?
- How many responded positively?
- Overall ROI
- Recommendations for improvement
This performance report keeps the client informed and engaged in the process.
15. Performance Review
- Being iterative in your outreach workflow is the OG tip:
- If Results Are Strong: Continue with the existing approach while exploring more innovative ways to scale.
- If Results Are Lacking: Identify issues, gather insights, compare rivals, and propose changes to improve the performance.
16. Implementation of New Strategies
If changes are needed and approved by the client:
- Revising the copy, adjusting the contact list, or overall strategy.
- Align the updates with the client’s goals to optimise performance.
17. Feedback & Revisions
Post all changes and share the updated campaign details for client approval. Make the final tweaks as needed; they are made at this stage to fine-tune the campaign.
18. Client Approval of Revisions
After the final revisions, secure the client’s go-ahead before the re-launch.
19. Continuous Process
To sustain success, repeat the cycle of monitoring, reporting, and readjusting the campaign. Being proactive in updating and adjusting the campaign can help you build long-term client relationships.
Initial inbox management
(Available to long-term commitment only).
We help you manage your inboxes and reach out to prospects when you are too busy. Gather initial information such as pitch deck verbiage templates so we can respond to prospects on your behalf. The team will notify you of the prospects you need to take over in the biweekly report.
LinkedIn account maintenance
(Available to long-term commitment only)
The team will check the account 3 times a week and engage with posts (reaction) on approved topics (eg: business news, MKT, etc) to keep your account active and engaging.
Best Practices for Email or LinkedIn Outreach Success
Follow the best practices to maximise the ROI of your outreach campaign:
- Personalisation: Your message should resonate with your target audience, addressing their specific needs. Tailor your messaging to each audience, i.e., speak directly to their pain points and goals.
- Track Data and Metrics: Keep a track of all the KPIs and use CRM systems or analytics dashboards. Generate key insights and identify patterns to optimise the campaign performance.
- Communicate Proactively: Transparency is key. Set up a clear communication channel with your client and share regular updates. This builds trust and keeps the campaign on track.
- Automate: Use multi-outreach automation tools like Salesflow.io for email and LinkedIn automation. You can automate repetitive tasks like messaging, follow-ups, and contact list management. It will give your sales team time to focus on strategic work.
Case study – B2Bleads.com
See how Agengy B2BLeads.com uses Salesflow for a 20x return on investment
Case study – Tech Pro Marketing
See how Agency Tech Pro Marketing reduced customer churn by 20%
Case study – 5 Rings
See how Agency FiveRings used Salesflow to achieve 6x growth
Case study – SellTron Group
See how Selltron Group saves 40 hours per week with Salesflow
Conclusion:
Mastering LinkedIn or email outreach services requires strategic planning, effective communication, and an iterative approach. This proven 19-step outreach workflow can streamline your process, deliver the best results, and build a lasting relationship with your client.
Are you ready to take your outreach campaign to new heights? Salesflow.io, in sync with the DFY strategy, can help you maximise revenues.