[Case Study] How we scheduled 60+ appointments for a tech company

In one of our latest campaigns, we helped our client consistently book 10+ qualified appointments every month on Autopilot, using LinkedIn Direct Outreach.

In this case study, we will share our process; demonstrate the steps and explain how we booked 60 high-quality appointments in 5 months.

So if you’re looking to attract new leads and schedule meetings with potential clients, you can surely get inspired here.

Who was our client?

This case study is about company X, which is responsible for making a digital transformation with no-code apps in big companies. (we can’t share the name of the company for privacy reasons, but if you are interested, you can learn more on a call with us).

Industry: Information Technology & Services

Company size: 11-50 employees

Headquarters: Munich, Germany

What was the main goal of the campaign?

The ultimate goal of the campaign was to get high-quality appointments for the client. By high-quality appointments, we meant prospects who are within the targeting criteria and interested in having a discovery call with the company.

How we targeted the right audience?

We wanted to focus on active LinkedIn users because the response rate is always better when approaching active accounts. Here are the three ways how we decided to tackle this challenge:

  1. LinkedIn events

LinkedIn events could be an excellent strategy for finding leads interested in the same topics. Since this approach was helpful for many of our campaigns, we searched for leads who attended events about digital transformation.

Interestingly, we got a 70% acceptance rate on LinkedIn and a response rate of 40%. People were excited and eager to hear more; however, the conversion rate of prospects who booked a call could have been higher. This result was because many people were interested in the event topic rather than a specific solution that company X provides.

  1. LinkedIn groups

There are numerous relevant groups about any niche on LinkedIn, which could be a great way to find the target audience. We Looked for groups in the digital transformation industry and joined them to network with potential leads. We could easily access insights about the group’s members and use LinkedIn’s Advanced Group Search to find specific individuals based on job title, company size, location, etc. After approaching the segment, we got a 25***%*** response rate.

  1. LinkedIn users that posted in the last 30 days

Since the last two strategies were performing less effectively in generating interest and booking appointments, we decided to approach people on LinkedIn who posted in the last 30 days as our primary strategy.

We pinpointed the specific job titles of decision-makers responsible for driving team efficiency and innovation through the implementation of flexible no-code applications, revolutionizing the way companies approach transformation. These were the two most suitable titles for our target audience:

  • “Digital Transformation”
  • “Business Transformation”

Using LinkedIn Sales Navigator and including several filters like geographical area, company size, industry, company growth, and people who posted on LinkedIn in the last 30 days allowed us to find the exact audience.

In this example, filtering out people who posted on LinkedIn during the last month helped us narrow the targeting list from 6k+ people to 1k+ active users.

How we approached our target audience?

We created a 4-step LinkedIn message structure, where each direct message had a specific goal.

Our first message always has friendly content which aims to connect the person and never includes anything promotional.
The second LinkedIn message aims to start the conversation, and we also ask them if they would like to discuss further during the call. This message is usually not too pushy, without any links or additional information. Our experience suggests avoiding Calendly links at this stage.
In addition, we used hyper-personalization images while sending the second message.
Hyper-personalization can improve lead-generation processes by making communication more relevant and appealing to individuals. Here is an example:
(Please, note that this is the image of our founder because we can’t share images of our clients. To discover more, jump on a call, and we will share more information.)
Our third message is usually a follow-up to see if they checked our previous message.
Lastly, we send another message with more social proof and ask them if they are open to scheduling a call.
The results of LinkedIn Outreach Campaign
As a part of the tech setup, we created a spreadsheet that combined all the data points we gathered about our leads. This document included every reply, call status, and additional information.
Our clients can use this spreadsheet as a dedicated CRM (Customer relationship management) system used for outreach or integrate it into their CRM platform.
At the end of every month, we send monthly reports to our clients with key learnings and achievements. Here is the total overview of how e got 61 appointments based on per month:

As you can see, we consistently booked 10+ calls each month, which was the expected result for our client.

Below you can see the summarized numbers of the whole campaign. Here are the key points to take away:

  • We got 5712 engaged prospects during the campaign (people who were contacted by us).
  • 1461 accepted our connection or message requests. This means that our client’s network was increased by 1461 people, which is a great advantage for future activities.
  • 559 people actually replied to our messages.
  • We managed to gather 184 leads, out of which 113 were interested.
  • We helped the company book 61 calls.
Our Recommendation #1:
We recommend using several LinkedIn accounts when approaching a wide market segment. This will help to reach more people within a shorter period of time.
Our secret tip #2:
Since the acceptance rate is not always high on LinkedIn, we always recommend our clients add an additional channel for the outreach campaign, which is email. With the combination of email and LinkedIn, the results will be even higher.
What’s next?
This customer was happy with booked calls, and we are still working with them.
We create a customized solution for every single client, where we build everything from scratch and focus on the best results.
It works every single time.
If you are willing to get the same or better results for your company, book a free call and let’s discuss how we can improve your lead generation.

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