Let’s Get Personal

Remember last week when we talked about pointers on selling like it’s 2014 and not 1994? Are you ready to give it a go? Don’t worry, if you need a primer–we’ve got you covered.

Let’s get personal. I’m talking about the importance of personalized emails.

For next-level selling, personalizing your emails is an absolute must. By design, whether it’s via your email client or mobile device, we’re forced to glance at the first few words of any email and decide what to do based on your brain activity.

In those critical seconds, based on the sender, the subject line and the first few words–the brain tells us to answer the following questions:

1. Who’s writing to me?
2. Why is this person writing to me?
3. Should I delete it?

Here’s the key to personalizing your emails.

Get on a First Name Basis

Most people field dozens, if not hundreds, of emails per day. It’s high time to start writing emails that get read instead of those that land in the Trash Bin.

Don’t be afraid of getting on a first name basis with a prospect. You’re a friendly human being–show that through your email greeting. In those first few seconds, the email recipient is trying to figure out why you’re emailing them–get personal and use their first name.

There’s nothing worse than seeing an email that opens with a generic “Hi” or the cringe-worthy “Dear User.” Let’s never, ever do either of those again. You’ve got an email address, and most likely it’s the recipient’s name–use it. A “Hey Mark” greeting is a million times better than “Dear Sir/Madam.”

Provide Context

As we’ve said, the Inbox is a personal fortress. People guard their Inbox with their lives and are wary of the unknown guest (aka the unfamiliar, is this Spam email?).

Chances are, in addition to being a friendly human; you’re probably a smart, resourceful, and Internet-capable person. Pro tip: Use all of your available resources–it’s not stalking or creeping–it’s strategic research. Surf the Internet, check out their credentials on LinkedIn, and browse their Twitter feed.

Gather that information to provide context to your email. For example, let’s say a prospect wrote an engaging post on LinkedIn that resonated with you–talk about it in your first sentence. Think more like a friend than a salesperson.

Offer Clear Value

Right after your friendly greeting, provide quick context to your email. The next step is to offer clear value on why it’s important that they finish reading your email. It’s one thing to open an email and it’s another to actually read the darn thing.

So, you’ve worked hard to make a personal connection–now, it’s time to keep your prospect’s attention and act on their needs. How do you offer clear value? Appeal to their interests and needs. If you write an email that contains personalized information or recommendations (such as a software) based on their specific interests and needs–your email will be instantly successful and memorable.

If you’re serious about being a good salesperson, you’ll practice these tried-and-true habits every day. Stay tuned for next week’s installment of selling like a modern salesperson!


Unsubscribe Update: When Your Prospects Ain’t Got Time for That

Starting today, we’ve revamped how unsubscribes function in Tout, so you can better manage your email communication with your prospects.

So what has changed?

Block Unsubscribes

You’ll now have the ability to take unsubsribes one step further and “block” email communication. This action prevents anyone across your team from emailing that person using Tout.


Unsubscribe Management

When a recipient unsubscribes from a link in a Touted email, they’ll automatically be removed from all groups they belong to in the Relationships page and all scheduled emails to that recipient will fail.

If you’re not using unsubscribe links in your email and a prospect asks to not be emailed again – you can quickly unsubscribe them from the contact details view in



And, you can now bulk-unsubscribe recipients from the Emails page and from the Relationships page.




Along with tighter unsubscribe parameters, you’ll now have better visibility into who unsubscribed from your emails and when – right from the relationships page.



What stayed the same?

As the saying goes, “some things never change.” Here’s what hasn’t changed with email unsubscribes.

Salesforce Sync

Any lead or contact that has clicked on an unsubscribe link in a Touted email will automatically be marked as Opt-Out in Salesforce. Additionally, if you are using Push to Tout in Salesforce any lead or contact that is marked as Opt-Out will not be created in your new Tout group.


Basic Functionality

All recipients that have unsubscribed from a Touted email will be placed in the Unsubscribe group in the relationships page in and any emails scheduled to someone who has decided to unsubscribe will not go out.



Don’t worry – all of your current unsubscribe links in your templates and email signature don’t need to be redone – and the way you those links are created in Tout haven’t changed either. If you run into any trouble or have additional questions, please let us know!


3 Simple Ways to Get Rid of Sales Inbox Congestion

How much would you pay to get to inbox zero?

This much?

If you’re a salesperson, you probably have two major stresses in your workday. One, hitting.that.quota. And two, managing your never-ending inbox.

Inbox congestion is one of the most stressful parts about managing your sales pipeline. Starring an email or marking it as unread just isn’t enough. When you have 10 starred emails, and 20 unread, it still looks messy and overwhelming.

Here are 3 simple tricks that can help change your daily email workflow:

1. Simply, change your Gmail Settings

No really, this simple trick will rock your world (and I too just found out about it).

How it works: Your inbox will be categorized into three categories. Easily see which emails you haven’t read, which ones you’ve starred and need to pay attention to, and lastly, the rest of your inbox you need to work through.

When to use: This is helpful because you can quickly see new emails, and then file them appropriately. It stops your inbox from building up throughout the day.

2. ToutApp Reminders

This is the perfect trick to help you clear emails you’ve already read, but want to keep fresh in your mind.

When to use: When you want to remember to email a prospect at a certain time. (Forget setting calendar reminders or adding it to your task list; this is the easier way.)

How it works: Set a reminder on an email you need to write, and it will appear at the top of your inbox at a scheduled time. I know that many of us keep our inboxes as a task list; this diminishes the need to do that. When you’re writing to a prospect, set a reminder in that moment and hit Tout It! You’ll be reminded to email that important person again, and be able to archive or file away the email in your inbox. Easy peasy.

3. Don’t FEAR the Archive button!

I know, I know, but what if you need that email for later? How will you remember to write your prospect back? (eh-hem…see #2).

How it works: Archiving does not mean deleting. Period. It simply stores your information outside of your daily inbox. Simply search for any email you need, like: “Prospect XYZ meeting” and it will pop right up. I recently got accustomed to archiving the heck out of my inbox, and now I can’t stop.

When to use: When you’ve finished correspondence with your leads or customers, and do not need them top of mind at that moment. Hit the the archive button. Also, if you have an email that’s over 30 days old, Archive it or set a reminder.

That’s it! 3 simple ways to make your day just a little bit better. For more inbox tips, watch our tutorial video.

If you have any sales tips/tricks you want to learn about, tell me here! 


New Feature: Personalized Dynamic Fields

What are Dynamic Fields?

Dynamic Fields: Those magical AND time saving {[brackets}} that automatically put information into your emails (name, address, company name, etc.) without having to type them out!

They’re our form of mail merge. You can use them to personalize your email templates with predefined attributes like {{first_name}} or {{company}} and they’ll automatically be filled in with the correct info (great for group emails)! It’s a big time saver and keeps you from having to type in separate information for the same template!

Where is it located?

To add a dynamic field to a template, just select the one you’d like to use from the Tout Dynamic Fields button:

Our new feature: Sender Information

Get excited, because we’ve gone ALL TOUT and created a new feature that will help make templates and dynamic fields even more valuable!

  • You can now pick “Sender Information” and then choose a set of fields that will refer to the person sending the email vs receiving.
  • This will come in handy for templates being created and sent from the team for friendly signoffs like “Thanks! {{my_name}}”.
  • It will also help when you’re sharing templates with your team. Each person can make the same template more personalized!

Learn more about Dynamic Fields here.


Greater Than Your Average Gong: The ToutApp Sales Gong

Those $$$ signs are on the horizon. You’ve been working on this deal for weeks. You’ve wowed your Champion, and the contract is finally in the hands of the Decision Maker. Now, all there is left to do is keep on refreshing your live feed for the contract to come through. When that magical moment happens, what’s the latest and greatest form of celebration in the Sales world?

Announcing: The Virtual Sales Gong –> 

Today, we’re excited to release the ToutApp’s Sales Gong! The Gong is a new icon on our platform that’s easily accessible inside of Gmail, Outlook, and Salesforce. It will totally revise the way you and your team will celebrate your closed deals. You’ll be shocked you’ve lived without it.

Why the Gong?

As early as the 6th century B.C., The gong has been used in cultures across the globe as a signal for celebration: births, weddings, etc. (Obviously closing a deal is up there in terms of monumental achievements). The musical instrument was also struck to announce when the Emperor or other important figures arrived. Salespeople, you’re kind of a big deal. And, as a “call to arms”, military leaders would use them to gather their soldiers and prepare for battle. Isn’t selling sometimes a battle in itself? Only the strong survive… So, which instrument resonates with all of this and why did we make it?




Four reasons why it’s greater than your average Gong:

1. SHARE your success with the team

“Tout” from the rooftops your success with the team! Hitting the Gong at the end of a deal will give you a personal celebration at your desk, and also alert team members of your win. Make it an event and celebrate your victory. Because, it’s always good to pause, take a moment, and soak up the glory.

2. LEARN from closed deals

Better understand how a deal comes together from start to finish– yours or a co-worker’s. Want to know the messaging that was used to win it? Or learn a sentence or phrase you hadn’t yet thought of? Through ToutApp data, you can track and see the exact emails that were used to close the deal.

ToutApp’s data will help you see which templates were used, which got the highest number of views (if one got 38 vs. 5), and which ones just aren’t working. By looking at the conversation flow, you can see the direct messaging that resonated with the client and which pain points increased engagement. Instead of saying to your friend in the breakroom, “Hey, how’d you close that deal?”, you’ll have the answer in front of your eyes…or rather the Gong ringing in your ears.

3. MAKE your life easier

The Gong automatically updates your opportunity information into Salesforce. There’s no need to go back and forth between screens and programs. Just one click, and the celebration begins. If you’re not a Salesforce user, you can now track your deals right inside of ToutApp.

4. GET Competitive

The Gong fosters a healthy competitive environment. Your natural “soldier” instincts kick in when deals are closed. It’ll push you to hit and exceed your quota, and it’ll reinforce that a win is achievable AND do-able. Keep on fighting for it. Is it ironic that there’s even a gong at the end of a boxing match? We think not. You should celebrate your amazing fight too.

And, if there’s a top soldier aka Rambo on your team who’s constantly winning,  you’ll know who to go to to ask questions. The whole team gains effectiveness.

Start using the ToutApp Gong:

The ToutApp Gong is available now and will be available as an icon in Gmail, Outlook, Salesforce and If you’re not on ToutApp it is time to put your sales team on the most advanced sales acceleration platform on planet earth, start here:





“ToutApp brings a way more effective approach to selling”

Our featured User of the Week entry comes from Andrew Wicklander, Founder of Tula Software. Every week or so, we'll profile a different user group who uses our app to improve their email productivity. If you would like to be featured in the future, you can apply here.

After using Tout for a while on our sales team, I honestly can't imagine doing this work without it.

Meet Andrew


About Tula Software

Our company makes software for independent yoga studios to help them run their businesses. We help them do things like set people up on memberships, charge credit cards at the same time each month, manage their class schedules, and track student attendances and purchases.

Why do you love ToutApp?

To be really honest, I was actually a little skeptical of Tout when I first heard about it. I mean, I understood the idea, but 'email templates' sounded kind of cold and impersonal to me.

As we learned more about Tout though, and as we put it to use, what we actually saw in practice is that Tout is a great tool to use because we want our emails to be personal.

Unlike marketing email campaign programs, Tout really let's us focus our writing on the prospective customers we're reaching out to. What it also does though is cut down on the amount of time it takes to include information that we're repeating in every email. Things such as:

  • Our features
  • Our pricing options
  • Customer testimonials
  • Etc, etc, etc.

It was a mistake to think that Tout is some sort of cold, impersonal piece of software. In fact, it's quite the opposite. Tout allows us to be efficient as we introduce ourselves to new people, while still affording our sales team the opportunity to be human and personal.

The other great thing about Tout are the reports and team-wide analytics that I can view. Because we can see which emails are the most effective, we're able to collaborate and work as a team to figure out what messaging is working and what isn't.


If you’re not using ToutApp for PR – You’re doing it wrong.

As a PR veteran, your pitches are awesome. You know this, and your clients know this – but the journalists you’re speaking to on a everyday basis don’t. Getting their attention in the first place is difficult enough. But gettting them to read through your whole email – let alone respond? Challenging.



If you’ve been in PR for years, you’ve amassed your own knowledge of what does and doesn’t work with your pitches, but with ToutApp, you’re getting actual data. Our solution lets you nurture relationships with reporters, tailor your emails to each recipient, email multiple journalists at once, and learn what does and doesn’t work in the world of PR pitches.

Email those pitches faster. 

You can quickly send personalized emails to journalists right from inside of Gmail or Outlook using ToutApp’s customizable email templates. And with ToutApp’s group email functionality you can send a single pitch to multiple reporters.

Here is how Toni Antonetti, Founder and CEO of Chicago PR uses Tout: 

I send out lots of story pitches, but I like to tailor them to individual reporters – if there’s anything the media hates, it’s blast emails! I can use the basic template but change it to refer a recent story by a particular editor. Or I can mention the timeliness of a story. I’ve been able to improce my open rates dramatically by noticing who opens which email and when.

Track those pitches.

ToutApp’s Live Feed gives you real-time intelligence into what those reporters are doing with your email at this very moment. By tracking down views, clicks and engagement, ToutApp automatically highlights the people you should be paying attention to and see how the journalist interacted with your pitch.

Ed Zitron, CEO and Founder of EZ-PR, is pitching all the time. And doesn’t go a day without Touting those pitches. Here is what Ed has to say about Tout:

I want to keep my emails as honest, upfront and efficient as possible and ToutApp lets me do that. Tout’s view, click and engagement tracking allows me to see, in a lot more transparent manner, what clients are doing well and what effort I am putting in different places.

Tim Cox, Principal, ZingPR uses ToutApp for all his media pitching, Why?

Because, in one easy to use app, I can easily manage client-specific media lists and pitches, schedule outreach, and then track engagement (opens and clicks) in real time. It’s really useful to see who has opened an email and even how many times he or she opened it – so I then know where to focus my follow-up activites.

What is even more equally useful for Tim is seeing who has not opened an email.

Why not? Was the subject line not appealing? Am I targeting the wrong person? ToutApp highlights those people who are not engaged.

Know what is resonating.

Think of the messages you send to introduce yourself to a journalist, follow up on a pitch or nuture a relationship with a client – ToutApp will help you become smarter with your email. Above all, we eliminate the uncertainity of how journalists reacted to your email. Thanks to our insights, you can measure what kind of messaging drives engagement and successful emails.

Peter Himler, CEO and Founder of Flatiron Communications, works with emerging and established companies seeking to capitalize on the latest tools and technologies available to the communications professional. 

Tout helps eliminate much of the uncertainty that has historically existed when PR pros emails a story idea to a journalist. What’s more, the app allows the sender to see how the journalists interacted with the emailed query. Needless to say, Tout may one day render the journalist-hated (and PR-dreaded) “follow-up” call obsolete.

Get smarter with your pitches – get Touting.