Mastering Cold Email Outreach: Best Practices For Beginners

Are you struggling to make connections with potential clients or customers through email? Cold email outreach can be a daunting task, especially if you’re new to the process. However, with some best practices in place, you can master this art and start reaping the benefits of successful email campaigns.

In this article, we’ll explore the basics of cold email outreach and provide you with actionable tips for crafting compelling subject lines, personalizing your message, writing effective email bodies, following up effectively, networking and building relationships, A/B testing your emails, staying organized and developing a customer relationship management (CRM) system. By implementing these strategies into your workflow and continuously refining your approach through experimentation and analysis, you’ll be able to increase your chances of success when reaching out to potential clients or customers via cold email.

Key Takeaways

Understanding the Basics of Cold Email Outreach

Let’s dive into the basics of cold email outreach and get a clear idea of what it entails. Cold emailing is essentially reaching out to people you don’t know, in hopes of starting a conversation or building a relationship. It’s an effective strategy for businesses looking to generate leads, but it requires careful planning and execution.

To be successful in your cold email outreach, you need to have effective email templates that grab the recipient’s attention while also providing them with value. Your message should be personalized and tailored to their specific needs or interests. Avoid using generic templates as they are often ignored and deleted.

Reaching out to the right people is another crucial factor in cold email outreach. You want to target individuals who are most likely to be interested in what you have to offer, whether that’s potential customers or industry influencers. Take time to research your audience and identify their pain points, goals, and preferences before crafting your message. By doing so, you increase the chances of getting a response from them about your offer or proposal.

Crafting a compelling subject line is key when it comes to increasing open rates for your emails. Your subject line should be concise yet impactful enough to entice recipients to click through and read more about what you have to say. We’ll explore this further in the next section on how best practices can help improve your cold email outreach efforts even more effectively!

Crafting a Compelling Subject Line

You’ll instantly captivate your audience with a well-crafted subject line that demands their attention. Crafting attention-grabbing subject lines is the first step towards successful cold email outreach. Here are some tips to help you create compelling subject lines:

  • Use power words to increase open rates: Power words evoke emotion and curiosity, making readers more likely to open your email. Examples of power words include “proven,” “exclusive,” “limited time offer,” and “free.”
  • Keep it short: Most email clients display only the first 50 characters of a subject line, so make sure yours gets straight to the point.
  • Personalize when possible: Including the recipient’s name or mentioning a recent accomplishment can help make your message stand out.

Remember that crafting an effective subject line requires experimentation and testing. Don’t be afraid to try different approaches until you find what works best for your audience.

Crafting attention-grabbing subject lines is just one part of successful cold email outreach. In the next section, we’ll discuss how personalizing your message can further increase response rates. By taking the time to understand your audience’s needs and tailoring your message accordingly, you can establish meaningful connections that lead to valuable business relationships.

Personalize your emails

Personalizing Your Message

Personalization plays a pivotal role in building profitable partnerships through email outreach, and employing this approach can significantly enhance response rates. Personalization techniques involve segmenting your audience based on various criteria such as demographics, location, interests, and behaviour. By understanding your audience’s needs, preferences, and pain points, you can tailor your message to resonate with them on a personal level.

Segmenting your audience is the first step towards personalizing your message. This involves dividing your contact list into different groups based on shared characteristics or behaviours. For instance, if you’re promoting a new software product targeted at small business owners, you might want to create separate segments for solopreneurs versus companies with employees. Once you’ve identified these segments, you can craft customized messages that speak directly to their unique needs and challenges.

Personalizing your message goes beyond simply addressing the recipient by name; it involves making the reader feel like they are receiving an exclusive offer or solution tailored just for them. Mentioning specific details about their business or industry shows that you have taken the time to research and understand their needs. This not only enhances the chances of getting a response but also increases the likelihood of building long-term relationships with potential clients or partners. With personalized messaging being key to successful cold email outreach efforts, let’s now explore some tips for crafting an effective email body that complements your subject line.

Writing an Effective Email Body

Crafting a compelling email body is essential to increase the chances of getting a response from your target audience. To make sure your email stands out, you can use storytelling techniques to grab their attention and keep them engaged. Start by sharing a personal anecdote or experience that relates to your product or service. By doing so, you create an emotional connection with the reader and make them more likely to remember your message.

Next, structure your email body for success by breaking it down into three parts: introduction, value proposition, and call-to-action. In the introduction, introduce yourself briefly and explain why you’re reaching out. In the value proposition section, highlight what sets you apart from competitors and how your product or service will benefit the recipient. Finally, in the call-to-action section, clearly state what action you want the recipient to take and give them a reason why they should do so.

Finally, creating a sense of urgency in your email body can help motivate recipients to respond quickly. Use language that conveys time sensitivity such as “limited time offer” or “act now.” Additionally, including social proof such as testimonials or statistics can show that others have benefited from working with you and encourage recipients to act quickly as well.

As important as writing an effective email is following up effectively after sending it. A well-crafted follow-up strategy can increase response rates dramatically and ensure that no opportunity slips through the cracks.

Following Up Effectively

When it comes to following up effectively, timing is key. You need to find the right balance between being persistent and not coming across as pushy. Using a friendly tone can also go a long way in keeping your communication open and positive. Additionally, providing additional value in your follow-up emails can help keep your recipient engaged and interested in what you have to offer.

Timing your follow-up emails

Don’t miss out on potential opportunities by neglecting to time your follow-up emails effectively. Timing is crucial when it comes to following up with prospects, and doing it right can make all the difference in closing a deal. Here are three key factors you should consider when timing your follow-up emails:

  1. Frequency of follow ups: While you don’t want to bombard your prospect’s inbox with too many emails, you also don’t want to wait too long between follow-ups. Finding the sweet spot will depend on the individual situation, but a good rule of thumb is to wait around 3-5 business days before sending a second email.
  2. Personalization in follow ups: Sending generic follow-ups that lack any personal touch can quickly turn off your prospect. Take some time to personalize each message and show that you’ve done your research on their company or needs.
  3. Time of day/week: The timing of your email can also play a role in its success rate. Try sending emails during regular business hours (9am-5pm) on weekdays for best results.

By considering these factors, you can ensure that your follow-up emails are effective and increase your chances of converting prospects into customers. Moving forward, using a friendly tone in correspondence will help build rapport with potential clients and improve response rates overall.

Using a friendly tone

Make sure to use a friendly tone in your follow-up emails. This will show your potential clients that you are approachable and easy to work with. Using emotional intelligence is also important, as it helps you understand your audience’s needs and respond appropriately. By using a warm tone, you can make them feel more comfortable and excited about working with you.

A friendly tone can be achieved by using simple language, asking open-ended questions, and showing genuine interest in their business or project. It’s also essential to avoid sounding pushy or aggressive, as this may turn off potential clients. Instead, focus on building a relationship through personalized communication that highlights the value you can provide for them. Moving on to the next section, providing additional value is another great way to keep potential clients interested in what you have to offer.

Providing additional value

Providing additional value can enhance the overall experience for potential clients and showcase your expertise in a particular area. By adopting a collaborative approach and offering resources that supplement your email, you can build trust and establish yourself as a valuable source of information. Here are some ways to provide additional value:

  • Share relevant blog posts or articles that address pain points your recipient might be experiencing.
  • Offer free resources such as e-books, whitepapers, or case studies that demonstrate your knowledge in a given field.
  • Provide personalized recommendations or advice based on their specific needs.

By providing additional value, you increase the chances of getting a response from potential clients. However, it’s important to strike a balance between being helpful and overwhelming them with too much information. In the next section about avoiding common mistakes, we’ll explore how to avoid this pitfall and ensure that your outreach remains effective.

Avoiding Common Mistakes

When it comes to avoiding common mistakes in cold email outreach, you should always remember to personalize your message and make it clear why you are reaching out. Generic emails that lack personalization and don’t offer any value for the recipient often end up being ignored or deleted. Take the time to research your target audience and tailor your message accordingly.

Another common mistake is sending too many follow-up emails without giving the recipient enough time to respond. While follow-ups are important, bombarding someone with multiple messages within a short period of time can come across as pushy and annoying. Space out your follow-ups and be patient – sometimes it takes a little longer for people to get back to you.

Lastly, avoid using overly salesy language in your emails. Instead of trying to sell something right away, focus on building a relationship with the recipient first. Show that you have taken the time to understand their needs and offer something of value before making any kind of ask. This will help establish trust and increase the likelihood of getting a positive response.

By avoiding these common mistakes, you can improve your chances of success with cold email outreach. In the next section, we will discuss how email automation tools can help streamline this process even further.

Using Email Automation Tools

If you want to streamline your outreach process, personalize at scale, and track your email performance, using email automation tools is a smart move for you. With these tools, you can send personalized emails to multiple contacts simultaneously without sacrificing quality or losing time. You’ll also be able to track opens, clicks, and replies so that you can optimize future campaigns based on what works best. By investing in the right automation tools, you’ll be well on your way towards mastering cold email outreach!

Streamlining your outreach process

To streamline your cold email outreach process, it’s essential to create a template that can be personalized for each recipient. Automating follow-ups can also save time and increase the chances of a response. By using an email automation tool, you can set up a series of follow-up emails to be sent automatically after a certain amount of time has passed.

Personalizing at scale is another important aspect of streamlining your outreach process. This involves finding commonalities among your recipients and tailoring your message to their specific needs or interests. By doing this, you’ll increase the likelihood of getting a response and building a relationship with the prospect. In the next section, we’ll explore how to effectively personalize at scale without sacrificing efficiency.

Personalizing at scale

You can enhance the effectiveness of your outreach efforts by scaling personalization and customizing your outreach messaging. This involves finding common ground with each recipient, to tailor your message accordingly. Personalization at scale starts by segmenting your audience into relevant groups, such as their industry or job title. Then, craft a message that speaks directly to them and highlights how your solution solves their unique pain points.

To further personalize your outreach, use the recipient’s name in the subject line and opening sentence, reference recent news or events related to their company, or mention something you have in common. These small touches show that you’ve done your research and are invested in building a connection with them. Remember that personalized emails receive higher open rates and response rates than generic ones, so it’s worth putting in the effort to customize each message for maximum impact.

Now that you’ve learned how to personalize at scale, it’s important to track your email performance to see what’s working and what needs improvement. By analyzing metrics such as open rates, click-through rates, and reply rates, you can identify which messages are resonating with recipients and adjust accordingly. In the next section, we’ll discuss how to effectively track these metrics for better outreach results.

Tracking your email performance

Well, isn’t it ironic that after personalizing your outreach messages at scale, the next step is to track your email performance and see what’s resonating with recipients? Tracking metrics is crucial in measuring success when it comes to cold email outreach. Here are four essential metrics you should be tracking:

  1. Open rates – This metric shows how many people actually opened your email. It’s a good indicator of how compelling your subject line is.
  2. Click-through rates (CTR) – CTR measures how many people clicked on a link within your email. It shows whether or not your content was engaging enough for them to take action.
  3. Response rates – This metric gauges how many people responded positively to your email by either replying or taking action.
  4. Conversion rates – Conversion rate measures the number of people who took the desired action as a result of receiving your cold email.

By tracking these metrics, you can identify which aspects of your outreach strategy are working and which ones need improvement. This will help you fine-tune future campaigns and increase overall effectiveness.

Now that you know how important it is to track your email performance, let’s move on to leveraging social media for even greater success in cold emailing.

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Leveraging Social Media

By utilizing social media, you can expand your outreach efforts beyond just cold emailing and connect with potential leads in a more personal and engaging way. Using influencers to promote your brand on platforms like Instagram, Twitter or LinkedIn can be an effective way to reach new audiences who might not have come across your email campaign otherwise. Influencers have built their own following by establishing credibility in specific niches, so partnering with them will give you access to their followers who already trust their opinions and recommendations.

In addition to using influencers, building brand awareness through social media can help establish yourself as a thought leader in your industry. Sharing valuable content related to your field shows potential leads that you are knowledgeable about the subject matter and helps build trust with them. By consistently creating content that adds value for your audience, you will attract more followers and increase the chances of converting them into customers.

Leveraging social media doesn’t mean abandoning traditional cold email outreach – rather it serves as a complementary strategy that can enhance the results of your overall campaign. Analyzing how successful these strategies are is crucial for optimizing future campaigns, so make sure to track metrics like follower growth, engagement rates and click-through rates from social media posts in addition to monitoring how many leads convert from cold emails.

Analyzing and Optimizing Your Campaign

Like a skilled pilot navigating through turbulence, it is crucial to analyze and optimize your email campaign in order to ensure success and achieve your desired results. Measuring success should be your first step in analyzing your campaign. You need to track metrics such as open rates, click-through rates, bounce rates, conversion rates, and unsubscribe rates.

Once you have measured the success of your emails, it’s time to improve conversion rates. One way to do this is by crafting compelling subject lines that entice recipients to open and read your emails. Another way is by personalizing your messages with the recipient’s name or other relevant information. Additionally, make sure that the content of your email offers value and addresses the pain points and needs of your target audience.

Analyzing and optimizing your cold email outreach campaign takes time and effort but can pay off with higher engagement rates and conversions. By measuring success using different metrics such as open rate or conversion rate, you’ll know what works for you better than others. Afterward, improving conversion will help increase chances of closing deals through personalized messages that offer value to potential clients or customers. Now that you’ve optimized everything about an outreach campaign let us move on creating follow-up strategies for those who didn’t reply yet!

Creating a Follow-Up Strategy

Crafting a follow-up strategy is essential to keep potential clients engaged and interested in your product or service, giving you the opportunity to solidify the relationship and close deals. Here are some tips for creating an effective follow-up plan:

  • Timing is crucial: Follow up too soon, and you risk coming off as pushy; wait too long, and the prospect may forget about you. Strategize when to send your first email and how often to follow up.
  • Personalize your messages: The more tailored your emails are to each recipient, the more likely they’ll be receptive. Address them by name, mention something specific from your conversation or their website that caught your attention, and offer additional value.
  • Offer value in every message: Don’t just ask if they’re ready to buy yet. Provide helpful resources relevant to their needs or interests, invite them to events or webinars you’re hosting, or share industry news that could benefit them.

Creating effective templates can also save time while ensuring consistency across all of your outreach efforts. Here are some elements to include:

  • A clear subject line that summarizes the purpose of the email
  • A personalized greeting
  • An opening sentence that reminds them who you are and why you’re reaching out
  • A brief summary of what was discussed during previous interactions
  • An explanation of how your product/service can help solve their pain points
  • A call-to-action (CTA) that’s specific and easy for them to respond to

By personalizing follow-up messages and offering unique value with each interaction, you’ll stand out from other companies bombarding prospects with generic sales pitches. With an effective follow-up strategy in place, you can increase response rates and ultimately close more deals.

As important as cold emailing is for generating new leads, it’s only one part of building strong business relationships. In our next section on networking and building relationships, we’ll explore different ways you can connect with potential clients beyond the screen.

Networking and Building Relationships

If you want to expand your network and build relationships, attending relevant events is a great way to start. Look for conferences, workshops, or networking events that are related to your industry or profession. You can also join online communities where you can connect with like-minded individuals and participate in discussions. Don’t forget to follow up with your connections after the event or online interaction. It shows that you value their time and are genuinely interested in building a meaningful relationship.

Attending relevant events

Attending relevant events is a great way to expand your network and connect with potential clients or partners. Here are four networking strategies to maximize your time at these events:

  1. Research the event beforehand: Find out who will be attending, what topics will be covered, and which companies will be present.
  2. Be prepared with business cards and a brief elevator pitch: Introduce yourself confidently and concisely.
  3. Listen actively: Ask questions, listen to responses, and follow up on conversations after the event.
  4. Follow up promptly: Send a personalized email to those you met within 24-48 hours of the event.

By following these strategies, you’ll not only build new connections but also strengthen existing ones. Once you’ve attended several events in your industry or niche, it’s time to look for other ways to expand your network such as joining online communities.

Joining online communities

Joining online communities is a fantastic way for you to connect with like-minded individuals who share your interests and passions, allowing you to expand your network and gain valuable insights from others in your industry. By joining relevant online communities, you can easily find potential customers or partners who are interested in what you have to offer. You can participate in discussions, ask questions, and share your own experiences and knowledge to build trust with other members.

One of the advantages of joining online communities is that it allows you to establish yourself as an expert in your field. You can provide value by sharing helpful tips or answering questions related to your industry. Additionally, finding the right communities for your outreach efforts is crucial for success. Look for groups that are active and engaged, with members who are genuinely interested in learning more about the topic at hand. Once you’ve found the right community, take the time to engage with other members regularly and build relationships before reaching out about potential business opportunities.

As you start building connections within these online communities, it’s important to follow up with them outside of the group setting. In the next section, we’ll discuss strategies for following up with your connections via email or another communication method.

Following up with your connections

Once you’ve planted the seeds of connection within your online communities, it’s time to water them and watch them grow using follow-up strategies that are like nurturing a garden. Following up with your connections is crucial in building relationships and increasing the likelihood of converting them into customers. Here are some tips for effective follow-ups:

  • Creating urgency: Use language that conveys a sense of urgency in your follow-up emails. Let your connections know that time is running out to take advantage of an offer or opportunity.
  • Offering incentives: Provide value in your follow-up by offering exclusive discounts, free trials, or other incentives. Make it clear what they stand to gain from taking action.
  • Personalization: Address your connections by name and reference previous conversations or interactions you’ve had with them. This shows that you care about their individual needs and preferences.

By utilizing these tactics in your follow-ups, you can increase the chances of getting a response from your connections and moving them further down the sales funnel. In the next section on A/B testing your emails, we’ll discuss how to fine-tune these strategies even further to optimize your outreach efforts.

A/B Testing Your Emails

When it comes to improving your cold email outreach, A/B testing can be a game-changer. To make the most out of this method, you need to identify variables that are worth testing such as subject lines, opening lines or calls to action. Then, create test groups and analyze the results carefully to determine which version of your email is more effective in driving engagement from your target audience. By continuously fine-tuning your emails through A/B testing, you’ll increase your chances of success and build stronger relationships with potential clients or business partners.

Identifying variables to test

To really optimize your cold email outreach, you’ll want to identify variables to test – this means finding different aspects of your emails that can be changed and seeing what works best for your audience. Variable optimization is essential because it allows you to make data-driven decisions about your email campaign and create messages that resonate with your target audience. Split testing is a powerful tool for identifying which variables are most effective in driving engagement and conversions.

When identifying variables to test, consider both the content and structure of your emails. Here are two sub-lists to help you get started:

  • Content Variables:
  • Subject Line
  • Body Copy
  • Call-to-Action (CTA)
  • Personalization
  • Length
  • Structural Variables:
  • Sender Name/Email Address
  • Email Format (HTML vs Plain Text)

By testing these elements, you can determine what resonates with your target audience and adjust accordingly. With variable optimization as a foundation, the next step is creating test groups.

Creating test groups

Test groups are crucial for optimizing your email campaign and finding what resonates with your audience, so don’t put all your eggs in one basket – try different approaches to see what works best. When creating test groups, it’s important to segment your audience based on factors such as demographics, interests, and behavior. This will allow you to tailor your messages accordingly and target the right people with the right content.

Test group effectiveness can be measured by comparing the results of each group. Look at metrics like open rates, click-through rates, and conversion rates to determine which approach performed best. Once you have identified the winning approach, use those insights to inform future campaigns. Now that you have created your test groups and gathered data from them, it’s time to analyze the results and take action based on those learnings.

Analyzing the results

Now that you have gathered data from your test groups, it’s time to dig in and analyze the results so you can optimize future campaigns and achieve even greater success. One of the most important metrics to look at is your conversion rate. This will tell you how many people opened your email and took action as a result. If your conversion rate is low, it could mean that your subject line or content needs improvement. Experimenting with different variations can help you identify what works best for your audience.

Another crucial factor to consider when analyzing results is email deliverability. If a large percentage of emails are bouncing back or ending up in spam folders, it’s likely that something in your approach needs adjustment. There are several tools available online that can help you diagnose potential issues with email deliverability, such as checking sender reputation or identifying specific spam triggers in your content. By addressing these factors and fine-tuning your approach based on data analysis, you can increase the likelihood of getting more responses from future cold email outreach campaigns. As you move forward, staying organized will be key to helping ensure consistent success in all aspects of outreach strategy development and execution.

Staying Organized

If you’re struggling to keep track of all your cold emails, it’s like trying to juggle too many balls at once – eventually, something is going to drop. Staying organized is key to successful email outreach. Here are some tips to help you stay on top of your game:

  • Create templates: Templates can save you a lot of time and effort. They should be personalized enough that they don’t sound robotic, but general enough that they can be used for multiple recipients.
  • Labeling and categorizing emails: As the number of emails in your inbox grows, it becomes more difficult to manage them. One way to make things easier is by using labels or categories. This will help you quickly find the emails you need and ensure that nothing slips through the cracks.
  • Use tools: There are many tools available that can help you stay organized when it comes to your email outreach efforts. Whether it’s a project management tool or an email tracking system, finding one that works for you can make a big difference.

By staying organized with these tips, you’ll be able to streamline your cold email outreach process and improve your chances of success. However, as your business grows, simply organizing your emails may not be enough. In the next section we’ll discuss developing a customer relationship management (CRM) system so that managing customer interactions becomes seamless and efficient.

Developing a Customer Relationship Management (CRM) System

If you want to take your cold email outreach to the next level, it’s time to consider implementing a CRM system. Not only will this help you stay organized and keep track of your leads and customers, but it can also enhance your overall sales strategy. But with so many options out there, how do you choose the right CRM for your needs? In this subtopic, we’ll discuss the benefits of a CRM, how to select the best fit for your business, and strategies for successful implementation.

Understanding the benefits of a CRM

Using a CRM can help you streamline your outreach efforts and keep track of important information about your leads. By implementing a CRM system for cold email outreach, you can easily manage and organize your contact lists, track the status of each lead in the sales funnel, and automate follow-up emails to ensure no lead falls through the cracks.

One of the most significant benefits of using a CRM is that it allows you to personalize your outreach efforts by keeping detailed notes on each lead’s preferences, interests, and pain points. This information can be used to create highly targeted and relevant email campaigns that resonate with your audience. While implementing a CRM may seem daunting at first, overcoming implementation challenges such as data migration or staff training will ultimately result in increased efficiency and long-term success. With these benefits in mind, it’s clear that using a CRM is an essential tool for any business looking to improve their cold email outreach strategy.

By understanding the importance of utilizing a CRM for cold email outreach, you’re now ready to take the next step: choosing the right CRM for your needs.

Choosing the right CRM for your needs

Now that you understand the benefits of a CRM for your outreach efforts, it’s time to find the right one for your specific needs and goals. Here are some tips to help you choose the right CRM:

  • Look for customization options: A good CRM should allow you to customize fields and workflows to fit your unique business needs.
  • Consider integration capabilities: Make sure the CRM can integrate with other tools you use, such as email marketing software or social media platforms.
  • Check user reviews: Look for feedback from current users to get an idea of how easy the system is to use and how well it works.
  • Evaluate pricing: Determine what features are essential for your business and compare pricing plans from different providers.
  • Think about scalability: Choose a CRM that can grow with your business so you won’t have to switch systems later on.

By following these guidelines, you’ll be able to select a CRM that fits your specific requirements. Once you’ve chosen a platform, implementing a successful strategy will require careful planning and execution.

Implementing a CRM strategy

Implementing a CRM strategy requires careful planning and execution, as it involves incorporating the CRM into your overall outreach efforts. One of the most common CRM implementation challenges is resistance from employees who are used to working with their own systems. To overcome this, you should involve your team in the process and provide them with adequate training and support.

Another important aspect of successful CRM adoption is setting clear goals for its use. Determine what metrics you want to track and how you plan to use those insights to improve your outreach efforts. Additionally, make sure to regularly evaluate your progress towards these goals and adjust your strategy accordingly. By following these tips, you can effectively implement a CRM system that will help streamline your cold email outreach efforts and ultimately lead to greater success rates.


Congratulations! You’ve learned the best practices for mastering cold email outreach. By following these steps, you’re sure to increase your chances of success and build valuable relationships with potential customers or clients.

Remember, crafting a compelling subject line is crucial in getting your email noticed and opened. Personalizing your message shows that you’ve done your research and care about the recipient’s needs. Writing an effective email body means keeping it concise and focused on how you can help them solve a problem or achieve their goals.

Don’t forget to follow up effectively, as it often takes multiple touchpoints to close a deal. Networking and building relationships is key to long-term success in any business or industry. A/B testing your emails can also help optimize your approach over time.

One interesting statistic to keep in mind is that personalized emails have been shown to have 29% higher open rates and 41% higher click-through rates than generic ones (Source: Experian). So take the time to do your research and personalize each message for maximum impact.

In conclusion, remember that mastering cold email outreach takes practice, patience, and persistence. Keep refining your approach based on what works best for you, stay organized with a CRM system, and always focus on providing value to your recipients. Good luck!