Automated Outbound Process - Project Details / Task List
Tag: automated-outbound
Total Hours: 100h
Structure: Multi-Milestone (>50h)
Milestone 1: Automated Outbound Process - 1. Strategy, Tools & Data Infrastructure
Tag: automated-outbound
Description: Assess current outbound operations, select and procure tools, and build target lists with data infrastructure
Hours: 52h
Task List: (Automated Outbound) 1. Strategy & Tool Selection
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Audit Current Outbound Operations | 4h | Evaluate the existing outbound process to understand what's working, what's broken, and where automation can have the highest impact. End state: Gap analysis document showing current state vs. desired state. • Interview SDR team leads to understand current workflow and pain points • Review existing sequence performance data (open rates, reply rates, conversion rates) • Audit current tech stack usage and identify underutilized tools • Document manual processes that consume SDR time (list building, research, data entry) • Quantify the gap (e.g., "SDRs spend 4 hours/day on non-selling activities") • Map current handoff points between marketing, SDR, and AE teams |
| 2. Define Outbound Strategy and Goals | 3h | Clarify the strategic objectives, target segments, and success metrics for the automated outbound program. End state: Documented outbound strategy with clear KPIs and targets. • Define primary outbound goals (meetings booked, pipeline generated, revenue targets) • Identify target segments and prioritization criteria (industry, company size, use case) • Set channel mix strategy (email-heavy vs. multi-channel with phone and social) • Establish baseline metrics and improvement targets (e.g., "increase meetings booked by 40%") • Align outbound strategy with marketing campaigns and inbound handoff processes • Document decision criteria for tool selection phase |
| 3. Evaluate Data Enrichment Tools | 4h | Compare data enrichment providers to determine the best fit for the client's ICP and data needs. End state: Data enrichment tool selected with procurement initiated. • Define data requirements (firmographics, technographics, contact info, intent signals) • Evaluate options: ZoomInfo, Apollo, Clearbit, Lusha, Cognism based on coverage and accuracy • Run test enrichment on sample of 100 target accounts to compare data quality • Compare pricing models (per-record vs. subscription vs. usage-based) • Assess integration capabilities with existing CRM and sales engagement platform • Present recommendation to client with ROI analysis and get budget approval |
| 4. Evaluate and Select Sales Engagement Platform | 4h | Select the sales engagement platform that will orchestrate multi-channel sequences. End state: Sales engagement platform selected and procurement approved. • Document requirements: sequence types, channel support, CRM integration, reporting needs • Evaluate options: Outreach, Salesloft, Groove, AmpleMarket based on client CRM and budget • Assess AI capabilities (email writing assistance, send time optimization, reply classification) • Review sequence builder flexibility (branching logic, A/B testing, task creation) • Compare admin controls and compliance features (sending limits, opt-out management) • Finalize selection and initiate procurement process |
| 5. Evaluate Workflow Automation Tools | 3h | Select tools for building automated data flows and list generation workflows. End state: Workflow automation tool selected (e.g., Clay) if needed. • Assess need for advanced workflow automation beyond sales engagement platform • Evaluate Clay, Make, or native CRM automation capabilities • Determine use cases: waterfall enrichment, lead scoring, automatic list updates • Compare build-vs-buy effort for complex automation requirements • Document integration architecture between all selected tools • Finalize tool stack and create procurement timeline |
Task List: (Automated Outbound) 2. Data Infrastructure & Sequences
Contains: Parts 3-4
| Task | Est | Description |
|---|---|---|
| 6. Define ICP and Build Account Lists | 5h | Create the target account list based on ICP criteria using data enrichment tools. End state: Clean, enriched target account list loaded into CRM. • Translate ICP criteria into data filters (industry, employee count, tech stack, geography) • Pull initial target account list from data provider (2,000-10,000 accounts typical) • Deduplicate against existing CRM accounts to avoid overlap with current customers/prospects • Enrich account records with firmographic and technographic data • Score accounts based on fit criteria and prioritize into tiers (A/B/C) • Load account list into CRM with proper tagging and list assignment |
| 7. Build Contact Lists with Multi-Source Enrichment | 6h | Identify and enrich key contacts within target accounts using a waterfall enrichment approach. End state: Contact database with verified emails and complete profiles. • Define target personas per account (titles, departments, seniority levels) • Pull contacts from primary data source (ZoomInfo, Apollo, etc.) • Run waterfall enrichment to fill gaps (secondary sources for missing emails/phones) • Verify email addresses using dedicated verification tool (NeverBounce, ZeroBounce) • Enrich contacts with personalization data (LinkedIn URL, recent company news, tech stack) • Load contacts into CRM linked to accounts with proper ownership assignment |
| 8. Configure Data Sync and Maintenance Workflows | 5h | Set up automated data flows to keep target lists fresh and synchronized. End state: Automated data pipelines running between enrichment tools, CRM, and sales engagement platform. • Configure bi-directional sync between CRM and sales engagement platform • Set up automated enrichment triggers for new accounts/contacts added to CRM • Create workflows to flag bounced emails and update contact status • Build automated list refresh cadence (weekly/monthly re-enrichment) • Configure duplicate detection and merge rules • Document data flow architecture and troubleshooting procedures |
| 9. Design Multi-Channel Sequence Strategy | 4h | Create the overall sequence architecture including cadence timing, channel mix, and branching logic. End state: Sequence design document with mapped touchpoints and timing. • Define sequence types needed (cold outreach, warm follow-up, re-engagement, event-triggered) • Map touchpoint cadence: typically 8-12 touches over 14-21 days • Determine channel distribution (e.g., 60% email, 25% phone, 15% LinkedIn) • Design branching logic based on prospect engagement (opens, clicks, replies) • Create exit criteria and handoff rules to AE team • Document A/B testing strategy for messaging and timing optimization |
| 10. Build Email Templates with Personalization | 5h | Create email templates with personalization tokens that scale relevance without sacrificing efficiency. End state: Library of tested email templates ready for sequence deployment. • Write email templates for each stage of sequence (opener, value prop, social proof, break-up) • Build personalization framework using available data points (company, role, tech stack, pain point) • Create industry/vertical-specific variations for top segments • Configure personalization tokens in sales engagement platform • Set up fallback values for missing personalization data • Test templates with sample sends to internal team before launch |
| 11. Build Call Scripts and LinkedIn Touchpoints | 4h | Create phone scripts and LinkedIn messaging templates for non-email touchpoints. End state: Complete multi-channel playbook with scripts for every touchpoint. • Write phone scripts with discovery questions and objection handling • Create voicemail scripts (keep under 30 seconds with clear CTA) • Build LinkedIn connection request templates (personalized, under character limit) • Create LinkedIn message templates for follow-up after connection • Document call task disposition options and required logging fields • Build quick-reference guide for SDRs with channel-specific best practices |
| 12. Configure Sequences in Sales Engagement Platform | 6h | Build the sequences in the selected platform with all touchpoints, timing, and automation rules. End state: Sequences built, tested, and ready for pilot launch. • Create sequence shells with proper naming conventions and tagging • Add steps with correct timing and channel assignments • Configure automation rules (task creation, send time optimization, reply detection) • Set up sequence assignment rules and enrollment criteria • Configure reply handling and sentiment classification • Test sequences end-to-end with internal "dummy" contacts before live launch |
Milestone 2: Automated Outbound Process - 2. Automation & Rollout
Tag: automated-outbound
Description: Implement automation and integrations, conduct pilot and full rollout, train team, and hand off
Hours: 48h
Task List: (Automated Outbound) 3. Automation & Rollout
Contains: Parts 5-6
| Task | Est | Description |
|---|---|---|
| 13. Configure Sequence Enrollment Automation | 5h | Set up rules for automatically enrolling prospects into sequences based on triggers and criteria. End state: Automated enrollment workflows running without manual intervention. • Define enrollment triggers (list membership, lead score threshold, intent signal) • Build enrollment workflows in CRM or automation tool • Configure mutual exclusion rules to prevent sequence overlap • Set up daily enrollment caps to protect sender reputation • Create re-enrollment rules for prospects who completed sequences without converting • Test automation flows with sample records before enabling live enrollment |
| 14. Set Up Task and Follow-Up Automation | 5h | Configure automated task creation for manual touchpoints and follow-up actions. End state: SDRs receive automatically prioritized task queues each day. • Configure call task creation with priority and due date logic • Set up task routing based on territory or account ownership • Create automated follow-up tasks when prospects engage (open, click, reply) • Configure meeting booked notifications and AE handoff tasks • Set up overdue task escalation alerts • Build dashboard showing task completion rates and aging |
| 15. Configure CRM Integration and Activity Logging | 5h | Ensure all outbound activities sync correctly to CRM for reporting and visibility. End state: Complete activity history visible in CRM with proper attribution. • Map sales engagement platform activities to CRM activity types • Configure email, call, and LinkedIn activity logging • Set up meeting booked sync with opportunity creation rules • Configure engagement scoring to update CRM lead/contact scores • Build campaign attribution for outbound touches • Test activity sync and verify data appears correctly in CRM reports |
| 16. Conduct Pilot Launch with Select SDRs | 8h | Launch sequences with a small group of SDRs to validate performance before full rollout. End state: Pilot complete with validated performance benchmarks. • Select 2-3 SDRs for pilot program with clear success criteria • Enable sequences for pilot group with monitored enrollment • Track key metrics daily during pilot (deliverability, opens, replies, meetings) • Gather SDR feedback on workflow and template effectiveness • Identify and fix issues before full rollout • Document pilot learnings and optimization recommendations |
| 17. Train Sales Development Team | 6h | Enable the full SDR team on new tools, processes, and sequences. End state: Team fully trained and confidently executing new outbound process. • Schedule training sessions (60-90 minutes recommended) • Cover: tool navigation, sequence enrollment, task management, reply handling • Walk through personalization best practices and when to customize • Train on CRM logging requirements and data hygiene expectations • Create quick-reference guides and video recordings for ongoing reference • Set up office hours for first two weeks post-launch for questions |
| 18. Launch Full Rollout and Monitor Performance | 10h | Enable automated outbound for full team and establish ongoing performance monitoring. End state: Full team live with dashboards tracking key metrics. • Enable sequences and automation for full SDR team • Configure real-time dashboards tracking sequence metrics (enrollment, replies, meetings) • Set up weekly review cadence to analyze performance • Create alerts for anomalies (deliverability drops, reply rate changes) • Document escalation path for technical issues • Establish SLA for issue resolution with tool vendors |
| 19. Hand Off and Enable Continuous Optimization | 9h | Transfer ownership to client team with documentation and optimization playbook. End state: Client self-sufficient with clear process for ongoing optimization. • Transfer admin credentials and access to client RevOps team • Deliver documentation package (tool configurations, workflow diagrams, troubleshooting guides) • Create optimization playbook with A/B testing framework • Train client on how to analyze data and make sequence adjustments • Schedule 30-day and 60-day check-in calls • Close out project and transition to ongoing support if applicable |
Summary
- Total Milestones: 2 (52h + 48h)
- Total Task Lists: 3 (consolidated from 6 Parts)
- Total Tasks: 19 (one per Step)
- Total Hours: 100h
- Generated from: playbook_automated-outbound-process.md
- Generated on: 2025-12-31