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Contact Data Setup

 

Data Setup

The project manager is responsible for initiating setup of a contact data list that will be used for a calling campaign. During the client kickoff call, discuss the target account detail parameters to determine if TSL needs to create a contact list or if the client is providing their own.

  • For lead guarantee campaigns, we should always pull our own data.
  • We should only do client-provided list matching for hourly campaigns with no lead guarantee.

Data list pulls are performed by Chris Koslowski.

TSL-Provided: Zoom Data List Request Process

  1. Review project and determine budget available for data setup and contact purchase. For details on pricing and budget allocations for data setup and data purchase visit Pricing page here.

  2. Create and submit a Clarizen Expense Sheet PO for the contact costs. For process to do so, visit Using Clarizen Expense Sheets for POs page.

  3. When Clarizen PO is approved by Finance Director, proceed with compiling request.

  4. Review "Considerations" below and hold client meeting to discuss Audience Targeting.

  5. Compile your parameter selections in the Data Request form (download here). Email it to ckoslowski@tslmarketing.com. 

  6. Receive email with Preview Data List from Chris. Review for completeness and alignment with the customer/campaign needs. 

  7. Send preview list to customer for review including this note:

    • Please review the list preview attached. If you wish to omit any contacts, please highlight those rows (do not delete them). Please reply with the document and your reason for excluding those contact(s) so we can refine targeting and re-pull our final list. 

  8. Receive client feedback on the list.

  9. Forward email with list attached (original if approved OR client version with edits) to Chris with request to process the list purchase. If to be used for a tele campaign, please provide the name of the VanillaSoft team where you would like the data loaded.
  10. For email campaigns, you will receive the data list from Chris.  

Considerations For Email Campaigns (Standalone or as part of a survey campaign) 

For email campaigns, we prefer a minimum of 3,000 contacts. Fewer contacts will limit results. 

Confirm the following usage considerations and targeting parameters: 

  • For Email Campaigns: 
    • The data must have an Email Address included. 
    • OK to include C-Level contacts but prefer to have a range of contacts from Manager to C-Level. 
    • It is also preferred to have multiple contacts per company as you want to reach as many people as possible for the potential to get a click from each company. 

Considerations For Outbound Tele Campaigns 

For lead guarantee campaigns, use an initial data purchase budget of 50-75% of the data budget to start the campaign. If more data is needed to complete the campaign, the remainder of the budget may be used. Translate the initial list budget amount into the quantity of contacts that you will be requesting. 

Confirm the following usage considerations and targeting parameters: 

  • We will try to pull data that has direct phone lines (gives us best success reaching contacts). Depending on how many contacts we have, we can also make sure they have mobile phone lines as well. The more ways to reach via phone, the better our success rate. 
  • We will typically exclude C-Level since they are difficult to reach. We prefer Manager and Director-level titles. 
  • We prefer one contact per company to maximize the data budget as the callers will add other names naturally while making calls. If multiple contacts per company are specifically requested by the customer, discuss with Chris.  

 Considerations for Both Tele Campaigns & Email Campaigns 

  • Does the client want us to exclude contacts that they are actively working on? If so, provide so we can exclude so as not to dupe in our list. 
    • Contact exclusion list must contain email addresses. (Want to exclude just those contacts but are still open to other contacts in those companies) 
  • Does the client have companies they do not want to contact (example: current clients). If so, we can exclude it from our list. 
    • Company exclusion lists must have the companies’ websites. 
  • Geography: US only for Emails, or US/Canada for Tele 
    • Ideally the customer gives entire states, and multiple states. If they cannot, we will need to filter using one of the following:
      • Zip codes (can choose up to 100)
      • Zip codes + X mile surrounding area (10, 25, 50, 100, 250 mile radius available)
      • Metro areas (let Chris know if you would like to filter this way and he will advise on options)  
  • Company size - Ideally, we choose parameters for one of these categories, not both (unless client requests).
    • By employee count: Choose any numeric ranges. Do not provide subjective ranges such as SMB.
    • By annual revenue: Choose any numeric ranges. Do not provide subjective ranges such as SMB.
    • For Tele: Mid-market Campaigns: the employee count should fall in the 100-1,000 employee range. We can go lower but should not go higher. Annual revenue maximum is $249 million. 
  • Target Industries
    • Categories are as follows. There are sub-category options to refine search, which Chris will discuss with PM. 
      • Agriculture
      • Business Services
      • Construction 
      • Consumer Services 
      • Education 
      • Energy, Utilities & Waste 
      • Finance 
      • Government 
      • Healthcare Services 
      • Holding Companies & Conglomerates 
      • Hospitality 
      • Hospitals & Physicians Clinics 
      • Insurance 
      • Law Firms & Legal Services 
      • Manufacturing 
      • Media & Internet 
      • Minerals & Mining 
      • Organizations 
      • Real Estate 
      • Retail 
      • Software 
      • Telecommunications 
      • Transportation 
    • If campaign is for basic IT hardware or cloud message we should recommend cross-industry and no exclusions. 
    • Ask if customer is open to Federal Government, State and Local Government, and Education (K-12 and Higher Education). These are referred to as SLED and FED. These are the most common and acceptable exclusions, but if the customer can take opportunities within these industries we will want to include them. 
    • If customer has a specialized IT message that is only useful to certain industries or is HIGHLY needed and used in certain industries, you can list those to target instead of taking the general cross-industry approach. 
  • Target Titles
    • Level:
      • C-Level 
      • VP 
      • Director 
      • Manager 
      • Non-Manager 
  • Department/Job Function: 
    • C-Suite  
    • Engineering & Technical 
    • Finance 
    • Human Resources 
    • Information Technology 
    • Legal 
    • Marketing 
    • Medical & Health 
    • Operations 
    • Sales 
  • Chris will select the subcategories of departments based on message and campaign need 
  • These should be titles of the employees being contacted that feel the daily pain, not of the employees who pay for solutions, or the C-level ultimate decision-makers. For your initial data request, request contacts for Manager and Director-level employees, with emphasis on the Manager level. Check if you get enough contacts with this list. You can expand the list with a secondary list pull including C-level titles if more contacts are needed. 


 

Client-Provided: List Match Data Request Process

For tele campaigns, only perform a client-provided list match for hourly campaigns with no lead guarantee.

Set customer expectations that we may not be able to get contact/account info for all accounts, but we will for as many as we can match. Obtain from customer, or create on their behalf, a Word or Excel document with list of:

    • Target Account Names
    • Target Titles of Employees: Again, these should be titles of the employees being contacted that feel the daily pain, not of the employees who pay for solutions, or the C-level ultimate decision-makers. Focus on the Manager and Director-level employees, with emphasis on the Manager level.

Email the request document to ckoslowski@tslmarketing.com.