The Basics of Getting Started with Outbound Prospecting

Devon-McDonald by

This is a part of a series that was cre­at­ed to help you get the prac­tice of out­bound prospect­ing built into your com­pany.  This series will walk through the process, nec­es­sary roles, in addi­tion to guides for each role to help your com­pany get started quickly.  In the next few posts, I’ll release the contents of a quick start guide for Business Development Representatives to use to attain success during this process.

Logging Onto and Using Your Automated Platform (CRM System)

Depending on the platform that your company has selected, you will receive thorough training about best practices for logging in and accessing your dashboard, recording information, managing lead lists, setting follow-up tasks, accessing your calendar, syncing your platform with your e-mail, analyzing reports, etc.

In order for your manager to understand your activities – what you are doing all day, every day, and what your opportunity pipeline looks like—you must enter ALL activities into your CRM. A quote that is wise to live by is, “If it doesn’t exist in the CRM, it never happened.” When you report all activities and notes in the system, it helps management understand your value to the business.

Activity Logging

Every time you call, e-mail, or “touch” a prospect or customer, you should be logging the action.

Here are the types of activities to record in your CRM:


  • Leaving a voice mail
  • A quick call to schedule a meeting or conversation


  • More meaningful calls with prospects
  • Communicating value
  • Evaluating prospects


  • Inbound or outbound


  • Webinars
  • One-on-one demos/presentations

Best Practices for Activity and Follow-Up Logging in Your CRM

  • You should be able to easily understand the subject — what you have accomplished or want to accomplish
  • The description/comments should best illustrate what transpired or should transpire
  • BREVITY is essential
  • When leaving a voice mail, set your follow-up task for 3 days out (e.g., if you call on Monday, follow-up on Thursday)
  • Every completed activity must also have a follow-up task or event scheduled!


Additional resources:

CRM Software – The Top 21 Reasons Why Sales Reps Should Use It, Pete Kilby

The Benefits of Using CRM Software, Richard Morochove

Next week, I’ll post some valuable information to use when understanding your target audience.

Photo by: Maria Keays