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If you have been part of our journey into AI cold calling technology, you are well aware of how we advocate for different styles of sales prospecting.
Even then, it feels like there’s a lot more to it than what meets the eye. This is because of how technology and a.i. are constantly evolving, giving way to new tools and new strategies alike.
Top it off with the fact that if you were to look up anything related to “best practices in sales prospecting”, or “how to leave a voicemail without calling”, since the latter is part of the sales prospecting strategies, Google will churn out generic results for you.
Don’t believe us? Fair enough. Why don’t you go ahead and do a search for the best practices in sales prospecting for XYZ business or whatever?
There’s a high chance that the SERPs will fill you in on general sales prospecting tips - and that too, without going into any use case scenarios, or what to do and what not to do.
Well, you’re in luck today.
This in depth post will fill you in on all the important aspects of best practices in sales prospecting as per modern-day standards.
More importantly, we’ll also talk abouit the big mistakes that people usually make while prospecting. This section is irrespective of years of skills you have because some people unintentionally hunt for prospect in a way that’s aligned with some type of mistake in the long run.
Read on…
Also Check:
- AI for Sales Prospecting: A SDR's Ultimate Guide
- Best B2B Sales Prospecting Software: Tools to Find & Close More Deals
- 8 Best AI Tools for Sales Prospecting in 2024
- Prospecting vs Lead Generation: Which is Better for Sales Growth?
- Difference Between Prospect and Lead & Why It Matters in Sales
Why Sales Prospecting Feels More of a Challenge
Honest truth?
It depends on the type of business you’re working for, or own. Sometimes, the competition isn’t too high, and you have just about the right kind of products and services that your potential prospects are in need of.
In that case, sales prospecting comes as a second nature to you and your sales team.
However, if the odds are reversed, the challenges could be for any number of reasons. Some of them are stated below:
- Nobody answers the phone anymore. (And when they do, half the time they’re annoyed.)
- Emails get buried. (Your perfectly crafted message? Lost in the abyss of an overflowing inbox.)
- Social selling feels spammy. (Nobody wants another “Hey, saw your profile—let’s connect!” message.)
- Rejection stings. (Even the toughest reps get worn down after the 50th “Not interested.”)
But here’s the truth: The problem isn’t prospecting itself—it’s how most people do it.
The best salespeople don’t just blast out generic messages and pray. They use smart, repeatable strategies that actually get responses.
So, let’s fix that.
Cold Calling: The Best, To Date, Strategy That Sales Teams Use
Yeah, we know—cold calling sounds like something out of a 1980s sales training video. But guess what? It still works and it is still very much relevant.
In fact, companies that prioritize cold calling book 65% of their pipeline from phone conversations.
Why Cold Calling Crushes Every Other Channel
- Instant Feedback – Emails can take days (or never get a reply). A call gives you a yes, no, or “call me next quarter” right away.
- You Hear Their Tone – Are they annoyed? Interested? Distracted? You’ll know immediately.
- Build Rapport Fast – A 30-second conversation does more than 10 LinkedIn messages.
- Handle Objections Live – No waiting 3 days for an email reply just to hear, “We’re not interested.”
How to Make Cold Calls Less Painful
- Stop Scripting Every Word – Sounding like a robot? Instant hang-up. Instead, use a loose framework:
- Opener: “Hey [Name], did I catch you at a bad time?” (Simple, disarming.)
- Purpose: “Quick reason for the call—we help [solve X problem], and I thought you might be dealing with [specific pain point].”
- Question: “Is that something you’re actively trying to fix?”
- Next Step: “If it makes sense, I’d love to hop on a quick 10-minute call—when are you free?”
- Call at the Right Time – Early mornings (8-9 AM) and late afternoons (4-5 PM) work best—people are checking emails, not in back-to-back meetings.
- Leave a Killer Voicemail – (More on this soon.)
How to Leave a Voicemail Without Calling (Wait, What?)
Another important thing to figure out for yourself and your sales team is how to leave a voicemail without calling, or sounding too salesy.
You can’t technically leave a voicemail without calling. But you can make voicemails so good that prospects call you back.
Also, many free ai cold calling tools, such as Trellus, have integrated VM drop technology that enables sales teams to leave voice notes. It’s quick and just a hassle-free way of passively remaining in touch with your leads and prospects.
Most voicemails suck because they’re either:
- Too long (Nobody listens past 10 seconds.)
- Too vague (“Just wanted to touch base…” Delete.)
- Too salesy (“Our revolutionary solution will transform your business!” Eye roll.)
The Perfect Voicemail Script
Here’s a template that actually gets callbacks:
“Hey [First Name], it’s [Your Name] from [Company]. I was just reaching out because we’ve been working with [Similar Company] to help them [solve X problem], and I thought you might be dealing with something similar. No need to call me back—just wanted to put it on your radar. If it’s relevant, shoot me a quick email at [your email], or I’ll try you again next week. Either way, hope you’re doing well!”
Why This Works:
- Short (under 20 seconds).
- Mentions a similar company (social proof).
- Gives an easy out (“No need to call back”).
- Ends friendly, not pushy.
Pro Tip: If they don’t respond, follow up in 3-5 days with a short email referencing the voicemail.
The Biggest Mistake in Prospecting (And How to Fix It)
Most salespeople fail at prospecting because they’re playing a numbers game instead of a relevance game.
You’ve seen it before—some sales "guru" tells you to "send 200 emails a day!" or "make 100 cold calls!" as if sheer volume alone will magically fill your pipeline.
But here’s the reality: Spraying and praying doesn’t work anymore.
If you’re still blasting out generic templates to hundreds of people, getting ignored 95% of the time, and wondering why your response rates suck, this section is for you.
We’re going deep into why quality beats quantity every time, how to research prospects properly, and the exact strategies top performers use to book meetings with minimal effort.
Why the “More Outreach = More Results” Mindset is Broken
If you’ve been in the sales business, especially someone who used to be an SDR, or cold caller, you remember those times when companies would hand out a long list of numbers to contact.
This is still a practice in most of the call centers out there, where they don’t worry or give a second thought about conversions. The “job” is outsourced to them via a third party, and these companies just have to make cross out numbers by calling them through aggressive sales teams that work via a cookie cutter script.
If your business is still going by this mundane practice, hats off to you. The outreach is definitely sky high.
Conversions?
Well, that’s a different story.
Here’s why we think that more outreach = more results mindset is busted:
1. Buyers Are Overwhelmed (And Ignoring You)
Think about your own inbox. How many cold emails do you delete without reading? Exactly.
Now imagine your prospect—they’re getting dozens of pitches a day. If your message looks like every other generic template, why would they respond?
2. Algorithms Are Working Against You
Email providers (Gmail, Outlook) and social platforms (LinkedIn) now penalize spammy behavior. If you’re sending the same copy-pasted message to hundreds of people, your emails get filtered to spam, and LinkedIn might even restrict your account.
3. It Kills Your Morale
Getting ignored 99 times out of 100 is demoralizing. It makes prospecting feel like a soul-crushing grind instead of a strategic skill.
4. It Wastes Time on Bad-Fit Leads
Even if you do get a response from a spray-and-pray approach, how many of those leads actually turn into customers?
If you’re not qualifying upfront, you’ll waste hours on calls with people who were never going to buy in the first place.
The Fix: How to Prospect Smarter (Not Harder)
The best salespeople don’t just “do more outreach.” They do the right outreach to the right people at the right time.
Here’s how you can do the same.
Step 1: Research Before Reaching Out (The 2-Minute Rule)
You don’t need to stalk your prospects for hours. But you do need to spend 2-3 minutes scanning their profile for personalization hooks.
What to Look for on LinkedIn:
- Recent Job Changes – Did they just get promoted? Switch companies? That’s a perfect trigger.
Example Opener:
“Hey [Name], saw you just moved to [New Role] at [Company]—congrats! I work with a lot of [industry] leaders helping them [solve X problem]. Would you be open to a quick chat next week?”
- Shared Connections – Do you know someone they know? Name-drop them (with permission).
Example Opener:
“Hey [Name], I noticed you’re connected with [Mutual Contact]. Small world! I was just reaching out because…”
- Posts They’ve Engaged With – What have they liked/commented on recently? It tells you their interests.
Example Opener:
“Hey [Name], saw your comment on [Post Topic]—totally agree with your take. We’ve been helping companies like [Theirs] with [Related Challenge]. Would it make sense to connect?”
- Company News – Did their company just raise funding? Launch a product? Hire a new exec?
Example Opener:
“Hey [Name], just saw [Company] closed their Series B—huge congrats! With that growth, I imagine [specific challenge] is top of mind. We’ve helped [Similar Company] streamline that—would you be open to a quick chat?”
Step 2: Use Trigger Events (The Secret to High-Response Outreach)
A trigger event is something that signals your prospect might actually need what you sell.
Top Trigger Events to Watch For:
- Funding Rounds – If a company just raised money, they’re spending on solutions.
- Leadership Changes – New execs = new priorities.
- Job Postings – Hiring for [specific role]? They’re probably struggling with [related problem].
- Earnings Reports – If they missed targets, they’re looking for fixes.
- Competitor Moves – If their competitor just launched X, they might feel pressure to keep up.
Example Email Using a Trigger:
“Hey [Name],
Saw [Competitor] just launched [Feature/Product]—bet that’s putting pressure on your team to [related goal].
We helped [Similar Company] speed up [process] by 40% without adding headcount. If you’re looking for ways to keep up, I’d love to share how they did it. Quick call next week?”
Step 3: Multi-Channel Follow-Ups (Because One Message Rarely Works)
If you only email, you’re leaving meetings on the table. The best reps meet prospects where they are using a mix of:
- Email – Still the backbone, but not the only tool.
- LinkedIn Messages – Less formal, higher response rates.
- Comments on Their Posts – Engage before pitching.
- Phone Calls – For hot leads, nothing beats a live conversation.
- Handwritten Notes – Shockingly effective for high-value targets.
Example Multi-Touch Sequence:
- Day 1: Personalized LinkedIn connection request with a note.
- Day 3: Short email referencing your LinkedIn request.
- Day 5: Comment on their latest post (add value, don’t pitch).
- Day 7: Quick voicemail + follow-up email.
- Day 10: Breakup email (“Haven’t heard back—should I close the file?”).
Why Most Reps Fail at Personalization (And How to Nail It)
“Personalization” doesn’t mean just dropping their first name into a template.
Bad “Personalization”:
“Hi [First Name], I noticed you’re in [Industry]. Our solution helps companies like yours…”
Real Personalization:
“Hey [Name], saw your post about [specific pain point]—we helped [Competitor] cut that process from 10 hours to 2. If you’re still dealing with it, I’d love to share how they did it.”
The 3 Levels of Personalization:
- Surface-Level (Better Than Nothing)
- Name, company, industry.
- “Hi [Name], I saw you’re at [Company]…”
- Moderate (Good for Most Outreach)
- Trigger event or recent post reference.
- “Congrats on the funding round! With that growth, I imagine [challenge] is a priority…”
- Deep (For High-Value Targets)
- References their specific goals, challenges, or content.
- “In your recent interview with [Podcast], you mentioned [specific struggle]. We’ve helped [Similar Leader] solve that by…”
Best Practices In Sales Prospecting: Every Lead ISN’T Worth It…
Even with perfect prospecting, some people just won’t respond. It’s natural and happens to the best of us. Maybe the prospect is already on sales callers list and just doesn’t want to hear anymore.
Maybe the prospect is already overwhelmed with messages, or they’re working with a competitor of yours at a really good price. There could be any number of reasons.
The important thing is that you need to move on.
Signs It’s Time to Move On:
❌ No response after 8-10 touches across multiple channels.
❌ They say “not now” but won’t commit to a future date.
❌ They’re clearly a bad fit (no budget, no authority, no need).
Final Breakup Email Template That You Can Potentially Edit and Send:
“Hey [Name],
I’ve tried reaching out a few times but haven’t heard back—totally get it if this isn’t a priority right now.
I’ll close the file for now, but if [specific problem] ever becomes a pain point, just reply with ‘Coffee’ and I’ll jump back in.
Either way, best of luck with [specific goal/project they’re working on]!”
Key Takeaways
- Quality > Quantity – 50 hyper-personalized outreaches beat 500 generic ones.
- Research Fast – Spend 2-3 minutes per prospect to find hooks.
- Use Triggers – Target prospects when they’re most likely to buy.
- Multi-Channel Works – Email alone isn’t enough.
- Know When to Quit – Don’t waste time on dead-end leads.
If you do this right, you’ll spend less time prospecting and book more meetings—without the burnout.
Final Tip: Stop Overcomplicating It
Sales prospecting isn’t about fancy tech, AI tools, or the “perfect” script.
It’s about:
- Being human (Talk like a real person, not a corporate bot.)
- Adding value (Focus on their pain, not your product.)
- Staying consistent (Most reps quit too soon.)
If you do those three things, you’ll book more meetings than 90% of reps out there.
Frequently Asked Questions
1. How Many Times Should I Follow Up Before Giving Up on a Prospect?
There’s no magic number, but most deals happen after 6-12 touchpoints. Here’s a breakdown of an effective follow-up sequence:
- First 3 touches: Spread over 1-2 weeks (email, LinkedIn, phone).
- Next 3-5 touches: Alternate channels (voicemail, social engagement, value-driven content).
- Final 2 touches: Breakup email + a last-ditch effort (e.g., a handwritten note or a referral ask).
When to stop? If you’ve done 8-10 personalized attempts over 3-4 weeks with no response, move on.
2. What’s the Best Way to Leave a Voicemail Without Sounding Salesy?
A great voicemail is short, casual, and gives them an easy out. Here’s a proven script:
“Hey [First Name], it’s [Your Name] from [Company]. I know you’re busy, so I’ll keep this quick—we’ve been helping [similar companies] with [specific problem], and I thought it might be relevant for you. No need to call me back, but if it’s something you’d like to explore, shoot me an email at [your email]. Otherwise, no worries—I’ll try you again next week. Have a great day!”
Why it works:
- Under 20 seconds (people ignore long voicemails).
- Mentions social proof (similar companies).
- Low-pressure (“No need to call back”).
- Sets up a next step (“I’ll try you again”).
3. How Do I Personalize Emails Without Spending Hours on Research?
You don’t need a deep dive—just 2-3 minutes per prospect. Focus on:
- LinkedIn Profile: Recent job changes, shared connections, or posts they’ve engaged with.
- Company News: Funding rounds, product launches, or leadership shifts.
- Personal Hooks: Mention a hobby, alma mater, or mutual contact.
Example of a Fast, Personalized Email:
“Hey [Name],
Saw your post about [specific challenge]—we helped [Competitor] cut their [related metric] by 30%. If you’re still wrestling with this, I’d love to share how they did it. Quick 10-minute call next week?”
Pro Tip: Save templates for common triggers (e.g., promotions, funding news) to speed things up.
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