Outbound Sales Prospecting & Follow-Up Workflow

Estimated Time: 2-3 weeks per prospect sequence Difficulty: Intermediate Team Size: 1-3 (SDR, Account Executive, Sales Manager) A structured outbound sales workflow for sales development representatives (SDRs) and account executives. This template guides your team through prospect research, personalized outreach, multi-touch follow-up sequences, response handling, and lead qualification. Use this for cold outreach campaigns, account-based selling, and building your sales pipeline systematically. This workflow ensures consistent prospecting methodology across your sales team, tracks every touchpoint in your outreach cadence, and provides a repeatable framework for converting cold prospects into qualified opportunities. Ideal for B2B sales teams running structured outbound campaigns.

8 steps

Sales outbound

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Process steps

Prepare prospect list and identify target accounts

5 days from previous step

task

Start by reviewing your lead list and identifying high-value target accounts. Prioritize prospects based on ideal customer profile (ICP) fit, company size, industry, and potential deal value. Verify contact information is accurate and up-to-date. Segment your list into priority tiers for focused outreach. Confirm you have the right decision-makers and stakeholders identified for each account.

Research prospect background and company details

2 hours from previous step

task

Review the prospect LinkedIn profile, company website, and recent news. Identify their role, responsibilities, and potential pain points your solution addresses. Note recent company announcements, funding rounds, or strategic initiatives that create urgency. Look for mutual connections, shared interests, or trigger events. Document key findings to personalize your outreach and demonstrate genuine understanding of their situation.

Craft personalized outreach message and value proposition

6 hours from previous step

task

Write a message that demonstrates you did your research. Reference something specific about them - a recent company announcement, shared connection, or industry challenge. State your value proposition in one clear sentence. Keep the entire message under 150 words. End with a specific call-to-action like scheduling a 15-minute call. Test different subject lines and opening hooks to improve response rates.

Send initial outreach via email, phone, or LinkedIn

5 days from previous step

task

Execute your first touchpoint using the channel most appropriate for your prospect. For email outreach, send during optimal hours (Tuesday-Thursday, 9-11am local time). For phone calls, prepare a brief voicemail script. For LinkedIn, personalize your connection request. Log the outreach attempt in your CRM with timestamp and notes. Set a reminder for follow-up if no response within 48-72 hours.

Execute multi-touch follow-up sequence over 2-3 weeks

7 day from previous step

task

Follow your contact strategy with a mix of calls, emails, and social touches. Space out touchpoints every 2-4 days over 2-3 weeks. Vary your messaging angle with each touch - share different value props, case studies, or relevant content. Try different channels if one is not working. Log all activities in your CRM to maintain context and avoid repetition. Aim for 8-12 total touches before moving to nurture.

Handle prospect responses and objections promptly

4 hours from previous step

task

When prospects respond - positive or negative - act quickly within 2-4 hours. Interested replies get immediate follow-up with meeting scheduling options. Questions get clear, helpful answers with additional resources. Objections get addressed with relevant case studies, ROI data, or customer testimonials. Even negative responses get noted for future reference. Always respond professionally and leave the door open for future conversations.

Qualify lead using BANT or MEDDIC framework

14 day from previous step

task

Once engaged, qualify the prospect properly using BANT (Budget, Authority, Need, Timeline) or MEDDIC methodology. Ask discovery questions to understand their situation, challenges, and decision-making process. Identify all stakeholders involved in the purchasing decision. Document qualification criteria and score the opportunity. If qualified, schedule a demo or discovery meeting. If not qualified, add to nurture sequence for future follow-up.

Advance qualified opportunity to next sales stage

5 days from previous step

task

For qualified prospects, transition them to the next phase of your sales process. Schedule a product demo, discovery call, or meeting with senior stakeholders. Prepare a tailored presentation addressing their specific pain points and use cases. Update your CRM with opportunity stage, estimated deal value, and expected close date. Brief your account executive or sales manager on the prospect background and qualification details. Set clear next steps and follow-up actions.