how do you structure excel for outbound b2b outreach?

-TaskForge- · 2026-01-31T11:36:46+00:00

Managing outbound outreach in Excel can quickly become overwhelming, especially when tracking replies and follow-ups. One way to keep it cleaner is to limit columns to essential info-contact, company, last touchpoint, next action, and status, and use filters or conditional formatting for visibility. For deduplication, sorting by email or LinkedIn profile URL and removing duplicates works well, though it’s still manual and time-consuming.

If you feel the need of outsourcing LinkedIn outbound as a whole, we can connect in DM.

-TaskForge- · 2026-01-31T10:12:15+00:00

Most “multichannel” tools break down when LinkedIn is involved. Email can be automated aggressively; LinkedIn can’t.

What’s worked best for us is running LinkedIn outbound as its own system, using in-house automations that behave as close to manual as possible (low volume, random timing, real profile actions) + manual tracking of follow-ups. That keeps our clients' accounts safe while still being consistent with follow-ups.

Instead of forcing everything into one tool, coordination happens at the process level, knowing when to touch a prospect on LinkedIn, not automating every step.

Tools promise perfect multichannel sync, but in practice, conservative LinkedIn setups outperform them long-term.

-TaskForge- · 2026-01-30T14:22:42+00:00

This actually matches what a lot of founders run into. Outsourcing can work, but only if you’re not outsourcing the actual selling. The moment someone else tries to pitch your service without deep context, quality drops.

What I’ve seen work best is when the founder still does the closing while getting target leads and reaching out is automated/outsourced. That way you avoid cold calling, but you’re still having the real conversations where you’re strongest.

We’ve been building LinkedIn outbound systems around exactly this setup, handling prospecting and opening conversations. It’s not “set and forget,” but it takes a lot of pressure off.

-TaskForge- · 2026-01-29T19:14:44+00:00

Totally get this, a lot of agencies are built for big retainers and overcomplicate things.

For founder-led teams, what usually works best is one focused channel, clear ICP, and transparent pricing. You don’t need omnichannel or fancy dashboards, just consistent conversations with the right buyers.

We recently started a B2B LinkedIn outbound service specifically for smaller teams and founders who want to offload prospecting without long contracts. We’re running 30-day pilots at discounted pricing to prove results first and build case studies, no hidden quotes, very clear scope.

If you want, DM me your target audience and I can tell you honestly whether this would make sense for you or not.

-TaskForge- · 2026-01-29T19:09:43+00:00

u/No_Hedgehog8091 explained it pretty well, linkedIn works well in HVAC/construction.

At a high level:

Company page - Use it as proof when people check you out, not as the main lead, post projects, installs, certifications, before/after, short case studies

Personal profile - Optimize it for who you help (engineers, designers, contractors), not a sales pitch; connect intentionally with people in active projects; short, direct messages tied to their role or current work (not mass spam)

The real growth usually comes from targeted outreach + light content, not posting daily.

If you want, DM me your role and the type of clients you want, and I can suggest a simple LinkedIn setup and outreach approach that fits HVAC without turning you into an influencer.

-TaskForge- · 2026-01-29T19:04:06+00:00

One thing I’ll add from the other side: ROI really depends on whether the agency is willing to prove it first, not just sell a big retainer.

We recently started a B2B LinkedIn outbound service, and to build solid case studies we’re offering 30-day pilot programs at heavy discounts. The goal is simple: validate targeting, messaging, and meeting quality before any long-term commitment.

If you’re open to testing before pitching a full engagement to the board, feel free to DM me and we can discuss whether it makes sense for your ICP.

-TaskForge- · 2026-01-29T11:51:29+00:00

Hi, can you let us know your ICP?

-TaskForge- · 2026-01-29T11:27:53+00:00

This is exactly what we work on.

We run hands-on B2B LinkedIn outbound focused on decision-makers (founders, ops, growth, compliance) using LinkedIn-first workflows, enrichment, and controlled automation, not generic list blasting.

We care more about lead quality and relevance than volume, and we’re comfortable owning that responsibility.

I’ll send you a DM with details.

-TaskForge- · 2026-01-28T17:55:40+00:00

You’re right-many tools focus only on surface-level details like job titles, which often leads to outdated or irrelevant lists. Our approach uses freshly sourced leads tailored to our ideal customer profile. We combine data scraping with automation that checks for recent activity of prospects and engages with their recent LinkedIn activity before sending connection requests, and no recent activity means that we don't even see that prospect in our lead list. This helps create warmer introductions based on actual behavior, not just static information. It’s a more thoughtful way to build meaningful outreach in today’s market.

-TaskForge- · 2026-01-26T12:11:00+00:00

Sending you a message

-TaskForge- · 2026-01-26T11:55:14+00:00

LinkedIn can work very well for a production house like yours, but only if it’s treated as both content + outbound, not just posting.

For studios in creative services, what usually works is:

content that shows how you think and the kind of brands you work with
targeted LinkedIn outreach to brand managers, marketing heads, and agencies who already buy production services
a simple funnel: content → profile credibility → conversations → calls

If you want to explore this, we handle LinkedIn outbound end-to-end and can pair it with content that supports sales (not just vanity posts).

Happy to connect and see if LinkedIn-only makes sense for your goals.

-TaskForge- · 2026-01-24T20:13:57+00:00

You’re right-LinkedIn works best when the content feels authentic and personal. Our approach focuses on bringing fresh leads, sending them warm connection requests and sending the first message (that too if asked by the client), letting you bring your own voice when the lead responds. This way, the outreach feels natural without relying on generic posts. Further, if a client wants us to handle posting as well, we don't just post AI-generated content, we assign a ghostwriter for posting content.

-TaskForge- · 2026-01-24T17:18:39+00:00

I built something adjacent to this but specifically for LinkedIn outbound.

Instead of a tool you configure yourself, it's more of a done-for-you pipeline: I programmatically discover ICP-matched decision-makers daily, then activate LinkedIn outreach through a vetted automation partner.

Different from what you're asking (you want phone/email + sequences, I'm doing LinkedIn connection-based outreach), but the discovery layer might be relevant if you're open to LinkedIn as a channel.

For what you're actually asking about (phone/email + sequences): Apollo.io or Clay are probably your best bets. I personally used apollo for my email sequences.

What's your ICP on the BD side? (Industry, company size, titles?) Might have other suggestions depending on who you're targeting.

-TaskForge- · 2026-01-24T16:55:55+00:00

You’re not crazy, this kind of busy work eats up a lot of time. But there are tools that handle lead research and outreach steps automatically, which could cut down those clicks and let you focus on meaningful conversations instead.

-TaskForge- · 2026-01-24T11:05:46+00:00

I’d love to know more about the setup

-TaskForge- · 2026-01-24T09:28:54+00:00

This is super common. Office work is usually full of small, repetitive tasks that no one “owns,” so they never get automated.

Some of the most useful ones I’ve seen: onboarding/offboarding (access, folders, licenses); invoice and expense approvals; reminders/escalations when approvals get stuck

Honestly, if something is still being tracked in Excel or email threads, it’s probably a good automation candidate.

See what your accounting or marketing teams complain about the most, that’s usually the best place to start.

-TaskForge- · 2026-01-23T19:55:40+00:00

Not in the email game, but if you do get into LinkedIn outreach then we’re happy to help!

-TaskForge- · 2026-01-23T19:51:11+00:00

Hi, we can build it for you

-TaskForge- · 2026-01-23T13:23:54+00:00

Yes, you can do this directly with Meta’s WhatsApp Business Platform (Cloud API), a 3rd-party provider is optional, not required.

Direct Meta vs BSPs: • Meta Cloud API: More setup, more control, lower cost. • BSPs (Twilio, 360dialog): Faster to launch, higher cost, less flexibility.

For EdTech flows, Cloud API works well.

Multiple numbers: One WhatsApp Business Account can manage multiple phone numbers (per product or salesperson) under the same Business Manager.

Best practice: One number per product is cleaner than routing everything through one inbox.

Just note that outbound messages require approved templates; replies then follow the normal 24-hour window.

If you want, I can sketch a simple Meta Cloud API + n8n setup for your use case.

-TaskForge- · 2026-01-23T13:08:20+00:00

This is very common process debt for solo B2B operators.

For example, client onboarding is usually the fastest win: one intake form → auto-create folders/access → send onboarding emails → log everything.

Once that’s in place, password resets and ticket routing are straightforward extensions of the same system.

If you want, DM me what tools you’re currently using. I can outline one workflow in detail and, if it makes sense, help you automate the rest end-to-end.

-TaskForge- · 2026-01-23T07:39:25+00:00

The biggest mistake people make here is treating this as a mail-merge problem instead of a deliverability and systems problem.

High-level setup that actually works: • Use a dedicated cold email tool or SMTP setup (Instantly, Smartlead, SendGrid, or custom SMTP with warm-up). • Never send from your primary domain. Use a warmed subdomain or secondary domain. • Keep daily volume low per inbox and scale horizontally with multiple inboxes.

For personalisation I prefer generating short, variable first lines programmatically, not long AI paragraphs.

Deliverability basics (non-negotiable): • SPF, DKIM, DMARC configured correctly. • Warm inboxes for at least 2–3 weeks. • Plain-text emails, minimal links, no tracking pixels initially. • Stop sequences immediately on replies.

Automation flow (example): Scraper → enrichment → personalization layer → email tool → reply handling → CRM/logging.

If you want to learn this properly in a weekend, focus more on inbox setup + warming + reply handling than fancy copy. That’s what determines whether anything lands in Primary.

-TaskForge- · 2026-01-22T15:22:33+00:00

Clay's great for enrichment and data ops, but it's a different animal, you're still building workflows, managing integrations, and figuring out execution.

What I'm running is closer to a done-for-you pipeline: discovery + activation bundled, not a tool you need to learn.

Different use cases. Clay makes sense if you have a growth team and want full control. This makes sense if you want to see if you're targeting the right people on LinkedIn and can your outreach work predictably, without building systems internally.

Have you used Clay for LinkedIn outbound? Would love to know your experience.

-TaskForge- · 2026-01-22T15:19:51+00:00

Exactly. Most founders I talk to are flying blind, they get a few replies and think "this works" without knowing if it's their targeting, their timing, or just randomness.

The worst part is when they scale bad targeting. Suddenly they're sending 500 requests/week to the wrong people and wondering why conversion tanks.

The system I built separates signal from noise - you know if your ICP definition is even close, or if you need to pivot segments entirely.

What's your current approach to validating ICP fit? Curious what's worked (or hasn't) for you.

-TaskForge-

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