97% of leads aren’t ready to buy yet, so how do you turn them into customers? Follow this 12-step checklist to improve lead quality and boost your sales results. Here’s what you’ll learn:
- Create a Target Customer Profile: Identify your ideal prospects using measurable data points like industry, company size, and decision-maker roles.
- Leverage AI Tools: Use AI to refine profiles, verify lead details, and uncover hidden opportunities.
- Personalize Messaging: Craft tailored messages that address specific challenges and resonate with prospects.
- Engage Across Channels: Combine LinkedIn and email for multi-touch campaigns that increase response rates.
- Optimize Your LinkedIn Profile: Make a great first impression with a clear bio, measurable achievements, and engaging content.
- Track Performance: Measure key metrics like response rates, conversion rates, and pipeline value to refine your approach.
Quick Tip: Using AI tools can increase productivity by up to 40%, boost reply rates by 300%, and reduce manual work by 70%. Start using these strategies today to generate higher-quality leads and close more deals.
Step 1: Build Your Target Customer Profile
Did you know that 80% of leads never turn into sales? That’s why it’s crucial to focus on the most promising prospects by defining their key characteristics.
Set Clear Data Points
To identify your most valuable prospects, focus on measurable attributes. Here are some key data points to consider:
| Core Data | Additional Insights |
|---|---|
| Industry Type | Technology Stack |
| Company Size | Growth Rate |
| Annual Revenue | Funding Status |
| Geographic Location | Past Engagement |
| Decision-Maker Roles |
Once you’ve outlined these attributes, you can take it a step further by leveraging AI to sharpen your customer profiles.
Use AI to Refine Profiles
AI tools can turn basic customer profiles into precise, data-driven targeting strategies:
- Data Analysis: Feed your CRM data, sales reports, and market trends into AI systems to identify patterns in successful deals.
- Real-Time Updates: AI can track behavior and adjust targeting criteria automatically as new data comes in.
- Discover Untapped Segments: By analyzing large datasets, AI can reveal prospect groups you might have overlooked.
"AI isn't just a trendy buzzword in sales, it's a powerful force for transforming how you connect with your customers." - Glyphic AI Limited
Work closely with your sales and marketing teams to refine your Ideal Customer Profile (ICP) using these insights. For instance, you might target U.S.-based edtech firms with recent funding or mid-sized European SaaS companies. Be specific with criteria like revenue ($5M–$50M) and key decision-makers such as CTOs or VPs of Sales.
This AI-driven approach can significantly boost your conversion rates, tying back to the 300% higher reply rates mentioned earlier.
Step 2: Check Lead Information
After creating your customer profile, the next step is to verify prospect details. This helps you separate unqualified leads from key decision-makers who are ready to engage. Use reliable data sources for this process.
Find Reliable Data Sources
Here’s how to verify key details:
| Data Point | Primary Source | Secondary Source |
|---|---|---|
| Job Title | LinkedIn Profile | Company Website |
| Company Size | LinkedIn Company Page | Business Databases |
| Industry | Company Website | LinkedIn Company Page |
| Decision Authority | Organizational Chart | Recent Posts/Activity |
| Contact Details | Professional Networks | Business Directories |
Cross-check information across these sources to confirm roles and decision-making authority. Once you’ve validated the details, take it a step further by using AI tools.
Verify with AI Tools
AI tools can make lead verification faster and more thorough. These systems automate research and provide detailed insights, ensuring your data is accurate and actionable.
AI can analyze critical information like job titles, company size, social media activity, website interactions, and email engagement. It can also fill in missing details, flag outdated or inconsistent information, track behavior, and even assign lead scores.
For example, in early 2024, a SaaS company used AI for lead verification and saw a 70% increase in sales-qualified leads within three months.
Step 3: Create Custom Messages
Using detailed customer profiles and verified lead data, crafting personalized messages can significantly increase engagement. In fact, 80% of customers prefer tailored communications.
Write Targeted Content
Divide prospects into groups based on specific criteria:
| Segment Criteria | Message Focus | Example Value Proposition |
|---|---|---|
| Industry | Challenges unique to the industry | Data security solutions for fintech |
| Company Size | Benefits suited to their scale | Enterprise integration for large corporations |
| Role Level | Pain points tied to their role | Time-saving tools for managers |
| Geographic Location | Regional needs and regulations | Compliance features for EU markets |
Tailor your messages to address the challenges these groups face. For example, a tech company focused on cybersecurity concerns when reaching out to a prospect, emphasizing their security features for protecting data and financial assets. This approach led to better response rates.
"When it comes to messaging prospects, we follow certain criteria to elicit a response. We address the recipient directly by their first name to establish a connection. This ensures the email doesn’t feel impersonal or 'cold.'" - Amit Raj, CEO and Founder of TheLinksGuy
For broader outreach, AI tools can help you scale this level of personalization.
Scale with AI Writing
AI tools like CoPilot AI make it easier to personalize messages while expanding your outreach efforts. These platforms analyze prospect data to craft messages that resonate with each segment.
Here’s how you can refine your messaging with AI:
- Trigger Events: Reach out based on specific actions prospects take.
- Dynamic Fields: Add details like the prospect’s role, company, or achievements.
- Industry Insights: Mention trends impacting the prospect’s industry.
- Social Proof: Highlight success stories from businesses like theirs.
Samsung, for instance, saw a 42% boost in conversion rates by leveraging AI-powered personalization.
Step 4: Connect Across Channels
Once you've created personalized messages, it's time to expand your reach by engaging prospects through multiple channels. Research shows that 88% of buyers want to hear from suppliers while evaluating their options.
Combine LinkedIn and Email
Using consistent messaging across platforms increases engagement. The table below highlights how to align each channel’s strengths with the best times to use them:
| Channel | Ideal Use Cases | Best Timing |
|---|---|---|
| Networking, sharing insights, company news | During business hours (9 AM – 5 PM) | |
| Sending detailed proposals, follow-ups | Early morning (6 AM – 9 AM) | |
| Combined | Running multi-touch campaigns | Coordinated timing |
A study by Sopro found that campaigns starting with introductory letters before email outreach made buyers 23% more likely to open follow-up emails than those contacted through email alone. To take it a step further, use automation tools to streamline your outreach.
Automate Your Campaigns
Tools like CoPilot AI can help you scale personalized outreach efficiently. Personalized emails, for instance, have been shown to generate up to 6x more revenue than generic campaigns.
Here’s how to make your multi-channel campaigns more effective:
-
Set Up Trigger-Based Sequences
Automate responses based on specific actions. For example, if a prospect checks out your LinkedIn profile, you can trigger a connection request followed by a tailored email two days later. -
Segment Your Campaigns
Customize campaigns for different groups based on factors like industry, company size, decision-making roles, or past interactions. -
Track and Refine
Monitor key performance metrics such as connection acceptance rates, message responses, email open rates, and meeting conversions. Use this data to fine-tune your approach.
"Multi-channel prospecting is the process of using different channels to reach and engage with prospects. It aims to provide prospects with a consistent message across all channels, leading to more conversions."
– Sopro
According to the rule of seven, prospects often need to see your message at least seven times before making a purchase decision. Tools like CoPilot AI make it easier to coordinate these touchpoints effectively.
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Step 5: Update Your LinkedIn Profile
Your LinkedIn profile is often the first impression you make online. A well-crafted profile can help you connect with the right audience and attract potential leads.
Write a Clear Bio
Think of your profile as a sales tool that highlights what you bring to the table. Here's how to structure it effectively:
| Profile Element | Best Practice | Example |
|---|---|---|
| Headline | Focus on your value | "Helping B2B Tech Companies Increase Sales Revenue Through AI-Powered Solutions" |
| Summary | Tell a customer-focused story | Highlight the problems you solve and the results you deliver |
| Custom URL | Keep it professional | linkedin.com/in/yourname |
"When properly optimized, your profile is a social selling microsite, showcasing your personality, skills, and mission statement for the professional world to see."
Once your bio clearly communicates your strengths, back it up by sharing specific accomplishments.
List Key Achievements
Focus on results that resonate with your audience:
-
Show Measurable Results
Replace generic statements with specifics. For example: "Increased quarterly sales revenue by 32% with AI-powered prospecting." -
Feature Client Success Stories
Ask clients for recommendations that highlight how you solved their challenges.
"The most valuable kind of recommendation tells a specific story of how you solved a problem for a client."
- Add Visual Content
Include elements like presentations, video testimonials, case studies, or certifications to make your profile stand out.
Additionally, join relevant LinkedIn Groups and follow industry leaders to stay informed and build credibility.
"The LinkedIn profile page is the foundation for your personal branding." – Jane Deehan, Award-winning Senior Content Marketing Manager @ LinkedIn
Leverage tools like CoPilot AI to refine your messaging and track engagement. This will help you continuously improve your profile and attract high-quality leads.
Step 6: Measure Results
Once you've fine-tuned your profiles, messaging, and outreach across channels, it's time to measure your results. Tracking performance helps you understand what’s working and where improvements are needed. Use key metrics to guide your decisions and optimize your prospecting efforts.
Check Message Performance
Keep an eye on how prospects interact with your messages. Metrics like open rates and response rates can highlight trends and signal when it’s time to tweak your approach.
Review AI Reports
Dive into AI-generated reports to evaluate campaign performance. These reports can help you pinpoint the best times to send messages, identify which formats resonate most, and assess the quality of responses. Use this data to sharpen your targeting, refine your messaging, and remove obstacles, all while spotting new opportunities.
"CoPilot AI brings me extra intros every week that I just wouldn't be able to get in-person or manually. If I could do this ten times over, I would because it produces results." - Aaron Curry, Catalyst Financial Group
Step 7: Screen Leads
Screening leads is all about identifying which prospects are most likely to become customers. Research shows that 67% of lost sales happen because leads aren't properly qualified. A clear, structured process can help you focus on the best opportunities.
Set Clear Standards
Use a consistent method to assess each lead's potential. A popular framework for this is BANT (Budget, Authority, Need, Timeline):
| Criteria | Key Questions to Ask | Why It Matters |
|---|---|---|
| Budget | Can they afford your solution? | Avoids wasting time on leads without purchasing power |
| Authority | Are they decision-makers? | Ensures you're speaking to someone who can make decisions |
| Need | Do they have a problem you can solve? | Confirms your offering matches their requirements |
| Timeline | When are they planning to decide? | Helps prioritize leads based on urgency |
"You can only say you have a qualified sales prospect when you engage the prospect in a sales conversation and you establish the following: Problem recognition; Identify that they are the decision-maker, part of the DM team, or at least an Influencer of the decision-making process; And can afford your solution should they want it." - Michael Pedone, CEO/FOUNDER of SalesBuzz.com
Once you've set these standards, use technology to streamline the process.
Rate Leads with AI
AI tools can make lead screening faster and more accurate, cutting manual work by up to 70%. These tools analyze data like company size, financial status, engagement patterns, job roles, and buying signals to create detailed profiles for each lead.
Businesses that frequently update their AI models - rather than relying on quarterly updates - see a 15% improvement in identifying qualified leads. This ensures your sales team focuses on the most promising prospects.
For the best results, combine AI insights with feedback from your sales team. This mix of technology and human input has helped companies improve close rates by 20–40%, ensuring time and resources are spent on leads that matter most.
Step 8: Refine Your Approach
After evaluating your results, keep adjusting your method to ensure you maintain the quality of your leads. Fine-tuning your prospecting strategy can also improve your conversion rates.
Review Metrics Monthly
Take time each month to assess key performance metrics. This helps you identify areas for improvement and optimize your outreach efforts:
| Metric Category | What to Track | Why It Matters |
|---|---|---|
| Engagement | Connection acceptance rate, response rate, message open rate | Shows how well your outreach resonates with prospects |
| Quality | Lead-to-opportunity ratio, qualification rate | Indicates how accurate your targeting is |
| Efficiency | Time to response, number of touchpoints to conversion | Highlights potential process delays |
| Outcomes | Pipeline value, conversion rate | Evaluates overall impact on revenue growth |
These metrics provide actionable insights to guide your next steps and improve your strategy.
Leverage AI Recommendations
Building on your earlier use of AI, take advantage of its ability to provide detailed, data-driven suggestions for refining your process. AI tools can analyze past interactions and uncover valuable patterns, such as:
- Preferences for communication, helping you determine the best times and methods to engage prospects.
- Insights into message performance, showing which content gets better responses.
- Behavioral signals that indicate when a lead may be ready to engage.
- Identifying common points where prospects drop off, so you can address them.
Review AI-generated recommendations weekly. Test the suggested changes in your targeting and messaging, track their impact on your metrics, and adjust your AI settings as needed for continuous improvement.
"CoPilot AI created a way for me to meet people and get access to their network and get to more potential customers in a way that doesn't irritate them or push them away." - Thad Butterworth, Hill City Technologies
Wrapping It Up
This 8-step checklist simplifies outreach while improving the quality of your leads. The key? Combining a clear structure with smart automation.
"I've tried so many ways to build my business and CoPilot AI has been one of the best, if not the best. It's certainly the most rapid and most scalable way I've found to grow." - Karen Brown, Velocity Leadership Consulting
To put these strategies into action:
- Use AI-driven prospect filtering to pinpoint top LinkedIn leads
- Launch tailored, multi-channel outreach campaigns
- Track performance with the Team Admin Dashboard
- Refine your approach using AI insights
These methods have already made a difference for many professionals. Nate Habermeyer from Intro Global shares:
"CoPilot AI has given me a steady flow of marketing qualified leads, and it has also given me relationships - relationships that are leading to more business."
The results speak for themselves. Connor Lagman from Attention Digital highlights:
"CoPilot AI does exactly what it promises. I'm not surprised it works, but I'm surprised at just how well it works."
Lead generation is an ongoing process, and refining your approach is essential. Start improving your sales pipeline today with these AI-powered strategies.
