Scaling personalized outreach

Scaling Outbound - without scaling the team

Soft.fact offers innovative HR software for human skills analytics that helps companies, teams and individuals to reach their full potential. To achieve its ambitious growth targets, Soft.fact faced the challenge of significantly strengthening its outbound activities without increasing the size of its existing sales team.

Soft.fact quickly realized that outbound success depends not only on the number of contacts, but also on targeting the right people with relevant messages. Three key challenges defined the initial situation:

1. Identifying relevant contacts: Who are the right people within an organization to talk effectively about human skills analytics.
2. Understanding business challenges: Soft.fact needed to find out if potential clients were currently facing challenges such as layoffs, new hires or optimizing HR processes.
3. Manual processes: The previous multi-channel approach required numerous manual steps from soft.fact's sales team - from identifying target accounts to multi-step outreach via LinkedIn, email and phone.

Previous approaches

To overcome these challenges, Soft.fact initially commissioned an external agency. However, despite this investment, the results fell short of expectations. The agency was unable to identify the right contacts or successfully establish the relevant touchpoints. This made it clear that a new approach was needed.

Requirements

The ideal solution should enable Soft.fact to scale its outbound strategy effectively without overloading internal resources.

• Automated identification: The software needed to be able to identify potential contacts and their specific HR challenges.
• Support for multi-level outreach: Data needed to be provided to reach potential customers via LinkedIn, email and phone at multiple stages.
• Automated touchpoints: LinkedIn and email needed to be used efficiently to create scalable yet personalized touchpoints.
• Integration with existing workflows: The solution should integrate seamlessly into Soft.fact's existing outreach workflow, which is already based on HubSpot.

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With the implementation of Venta, soft.fact was able to realize a comprehensive and automated solution for their outbound strategy. Venta met all requirements and brought the following concrete benefits:

• Identifying suitable companies: Venta specifically found companies that met the defined requirements of soft.fact, for example Bavarian SMEs with low Kununu ratings.

• Finding contacts: The software identified relevant decision-makers such as CHROs or Heads of HR who were interested in soft.fact's offerings, while also capturing important data for the multi-channel outreach such as LinkedIn profiles, email addresses and phone numbers.

• Analyze challenges: Venta provided researched information on the target companies' current challenges, such as layoffs or new hires.

• Automated touchpoints: The first two touchpoints - via LinkedIn and email - were efficiently automated with the help of personalized approaches generated by Venta, which significantly increased the scalability of the approach.

• Integration into HubSpot: Venta integrated seamlessly into soft.fact's existing workflow by creating companies, contacts and appropriate next steps directly in HubSpot. This allowed the sales team to access the generated data and continue communication without any additional administrative effort.

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In the first two months, soft.Fact was already able to achieve impressive outbound results with the help of Venta:

• Time savings: Over 500 companies and 1,000 contacts were automatically researched by Venta and enriched with the relevant information. With an average processing time of 10 minutes per contact, this resulted in a monthly time saving of 167 hours.
• Automated touchpoints: On average, more than 1,000 personalized touchpoints were generated per month via Venta by email and LinkedIn.
• High response rate: 10% of the people contacted already responded to one of the first two touchpoints.
• Perfect integration: Thanks to the seamless HubSpot integration, the sales team always had enough tasks to continuously fill the pipeline and support growth.

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