Playbook

"We need more relevant meetings."

In most of the small companies we talk to, this is the main challenge.

Outbound

The most important word is relevant.

Everyone can do personalized with AI. But doing relevant requires going deeper than that.

Your buyers already receive personalized emails every day and open almost none of them. Knowing someone's name and their funding round is not the same as having a reason to talk to them this week.

Seven steps. This is the whole method, and you can run it yourself.

Relevance model
The companyThe personThe disqualifiers
Target list
Curated sourcesDatabasesScrapingDedup against the CRM
Signals
HiringExpansionFundingAd activity
The right people
Who decidesWho lives with the problem
Multi-channel cadence
EmailLinkedInPhoneSecond angle
Automation around it
DeliverabilityCRM syncReply routingAlerts
Relevant meetings booked
01

Define what relevant means

Everything after this depends on it, and most companies have never written it down.

The company
  • The size band you actually win in
  • What has to be true about their business before you can help
  • The geography you can serve properly
The person
  • Who owns the decision
  • Who lives with the problem every day
The disqualifiers
  • Written down, so the list stays clean and nobody argues later
02

Build the target list

Your total addressable market, maintained. Not a list somebody exported once and never touched again.

Where the list comes from
  • Curated sources first: category directories, competitor listings, industry associations
  • Databases and enrichment after that, to fill the gaps
  • Scraping where the good source has no export
Before it counts as a list
  • Every match name-validated, so you are not writing to the wrong company
  • Deduplicated against the CRM, so nobody gets contacted twice
  • Fields normalised, so segmentation works later
03

Track the signals

Out of that market, signals tell you who to contact first and how to open.

What we watch
  • Hiring, especially outside sales
  • Expansion, new offices, new markets
  • Funding and new client wins
  • What they do and do not run in paid ads
How we use it
  • Recent signals only, so the opening is still true
  • The signal sets the priority and the first line
  • No signal means the account waits, it does not get a generic email
04

Find the right people

Per qualified company, the people who decide, not everyone with a job title.

Per company
  • How many contacts, agreed by company size
  • The decision maker, and the person who feels the problem daily
Then
  • Enriched and verified before anything is sent
05

Write the message

The opening earns the reply. The rest of the sequence keeps the door open.

Structure
  • Positioning, the offer, and the personalisation that comes from the signal
  • Variants, so you learn what the market answers
06

Run it across channels

One channel is a coin flip. The sequence does the work, and it has to run without anyone remembering to send the next thing.

The sequence
  • Email first, because it scales
  • No reply after three days, a LinkedIn message
  • Still nothing, a call, because that is where the real conversation starts
  • Then a second email on a different angle, not a reminder
The automation around it
  • Sending infrastructure and deliverability watched, so the mail arrives at all
  • Every touch logged to the CRM without anyone typing it
  • Replies tagged and routed, the positive ones to a person within minutes
  • A notification the moment a reply lands
07

Measure and adjust

Reply rate is the vanity number. Relevant meetings booked is the one that pays.

Tracked weekly
  • Reply rate and positive reply rate
  • Meetings booked, and how many were actually relevant
  • Pipeline created
Changed weekly
  • Targeting, copy, segmentation and which signals we act on

We build the list, the signals and the cadences, and we connect them to your CRM so nothing gets lost between them.

WHAT YOU DO

  • Tell us what relevant means in your business
  • Take the calls we book
  • Give us fast feedback on the leads, so the targeting sharpens

WHAT WE DO

  • Build and maintain the target list
  • Set up the signal tracking and the prioritisation
  • Write and run the cadences across email and LinkedIn
  • Even call the leads for you, to get the meeting booked
  • Connect everything to the CRM, so replies and meetings land where your team works
  • Report on what converted, and change what did not
RevKlar Tool Stack
PredictLeadsWhiteWhaleDeeplineLemlist

There are two ways to work with us.

01

Sprint

We set up the tools, build the foundation and train your team, or the person who will run it.

Read more →
02

RevOps as a Service

We run the system for you on an ongoing basis, inside your business. The longer we are in it, the more we can adapt, customize and improve.

Read more →
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