How to Build an Effective Outreach System Inside Your Company: A Step-by-Step Guide from Grinfi

Outreach isn’t just blasting messages – it’s a strategic process that needs to be well-designed, personalized, and scalable. In this article, we’ll show you how to build an effective in-house outreach system, break down the key stages, and share actionable insights.

1. Profiles – The Foundation of Your Outreach

To effectively reach your target audience, one LinkedIn profile won’t cut it. On average, free and properly warmed-up profile can send about 400–500 invites per month. If in 2023 a non-premium profile could send 50–60 connection requests per day, today that number is around 20–25.

Warming-up period: 1 to 3 months of steady activity

If a profile is new or hasn’t been warmed up (meaning there hasn’t been any activity), its limits are even lower. That’s why, before putting a profile to work, it’s essential to warm it up gradually with small volumes, targeting an audience that is likely to accept your connection requests.

Recommended scale:

• Minimum: 4 warmed-up profiles (≈2,000 contacts/month)
• Optimal: 8-10 profiles (≈5,000 contacts/month)

💡 Tip: Grinfi partners can provide rental LinkedIn profiles. For details – contact our support team.

More here: LinkedIn Profiles Rent: Terms and Pricing

2. Audience Segmentation – The Core of Every Strategy

The biggest mistake B2B companies make? Trying to “pitch the same offer to everyone.” But cold outreach is about precision, not volume. That’s why segmentation is the path to results.

How to segment your audience:

1. By company size

• Small (up to 50 employees)
• Medium (up to 250 employees)
• Large enterprises (250+ employees)

2. By role

• Founders/Co-founders (Write first*): Decision-makers focused on profit and optimization.
  *This doesn’t work for large corporations. In corporations, look for hired management.
• C-level executives (Write second*): Analytical, cautious about change, but still able to make or influence decisions.
  *This applies to medium and large businesses. In small businesses, decisions are usually made by the Founder.
• Head of … : They may not always hold the budget but can influence decisions.

3. By geography & mindset

For example:

• USA: People are always short on time. They prefer straightforward communication: clear, concise, but friendly and with a smile. Outreach works best when you get straight to the point. English is, of course, the primary language for business communication.
• Europe: usually best to use the local language and local profiles. This is especially important in countries like Germany, France, Italy, and Poland. Building rapport through localized communication significantly increases your chances of success.
• LATAM, Middle East, Asia: These regions often have a more cautious approach to international partners. Building trust is crucial, and in many cases, you need to be known in the market or have local partners who can recommend you. Entering these markets from scratch can be quite challenging due to unique negotiation styles and cultural nuances.

4. By pain points
Every business has its own challenges and triggers. Understanding these pain points shows exactly what solutions you should offer.

Segmentation formula:
Audience = [Company size] + [Role] + [Geography/mindset] + [Pain point]

3. The Offer: Sell Solutions, Not Processes

In most cases, your client doesn’t care that you “build websites” or “run ads.” What they care about is the outcome: more clients, higher revenue, lower costs.

How to craft an offer:
❌ Don’t say: “We do X.”
✅ Say: “We help you achieve Y by doing X.”

❌ “Hi! We’re a marketing agency. We do ads, design, SEO.”
✅ “We help companies cut CPL by up to 40% in 3 months through automated LinkedIn outreach.”

Don’t flatter just to flatter. Avoid “Your code is amazing,” “I love your profile,” or “Your company is cool.” It doesn’t work. People understand perfectly well that you didn’t spend three hours researching their business/code before writing your message.

Use numbers and real examples. People want measurable, specific results.

4. Writing Sequences

5. Tools: What to Use

• Data collection: Sales Navigator, Clay.com, Apollo, Crunchbase, industry directories*
  (For almost every niche there’s a directory – or several. Buy them or find a way to parse information from it)
• Automation: Grinfi 💚 :). Of course, on our blog we’ll recommend ourselves. But Grinfi – it’s:
  • A cloud-based solution that works autonomously (no need to keep your pc running)
  • Security (dedicated proxies, LinkedIn profile health analysis)
  • Multi-account support
  • Built-in CRM and messenger
  • Integrations (Webhooks and API)
• Email verification (if needed): Snov.io, NeverBounce, ZeroBounce.

6. The Team: Who Should Handle It?

Within a company, it’s best to split responsibilities:

Or, if there’s no team – do it all yourself. Founders and Executives are usually octopuses who can do everything at once 😄. But when the process scales – delegate.

7. What’s Next?

Even the best sequence won’t work if you don’t:

• Follow up – Reminders are critical. Leads aren’t obligated to remember you. They get busy, distracted, or your message might simply get lost. Even if a lead promises to “get back to you next week” – keep an eye on this and follow up. If the message sequence has ended and you haven’t received a reply, reach out to them again after a month or two with an interesting news hook (an article, a study, a webinar, etc.).
• Test hypotheses – Work through all segments: different pains, offers, and sequences.
  Test multiple segments only if you have enough profiles. If resources are limited, focus on one hypothesis per month, analyze results, and then switch.
• Build analytics – Otherwise, you’re shooting in the dark.
• Stay consistent – In Europe, the average time for a lead to move to the next funnel stage is 3-5 weeks (sometimes more).

Final Thoughts

Building an effective outreach system in-house is absolutely possible. But it requires structure, the right strategy, and the right tools.

Grinfi is exactly that kind of tool – it helps you launch a process that not only generates leads for a month or two, but keeps delivering results over the long term.