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! 


Feature of the Week: Save Your Searches

As a Salesperson, one of your main goals is to cut out the “busy work” and get to the point… Selling!

Here’s a tip where you can do exactly that. We want to remind you about the “Saved Search” function on our emails page. Since copy/pasting is for amateurs, here’s a way to remember searches that you’re often looking up.

Some examples where you’d use this:

  • To always get a quick macro view of all of the people that are highly engaged, but have yet to respond to your emails. (Views, Clicks, and obvious interest but No Response).
  • If you’re sending group emails, you can save your search for that specific group and filter by engagement level.
  • Managers can filter by emails sent across the team, and quickly look up reps. (ie. Which templates did Brittany use, and what was her engagement this week?)
  • When you want to quickly filter a person or company by time, and find yourself doing this often. ( Yesterday, Last week, 90 Days, etc.)
  • Filtering your “successes.” Whether you define success as getting a meeting, a response, or closing a deal, you can use saved searches to quickly do this. (Also helps you see engagement on a macro level)
  • When you want to quickly see which activity has “no activity.” Since you’re not going in blindly, you can stop communication/wasting time if there isn’t any traction with a  lead.
  • If you’re testing your messaging, you can look up the contacts or groups you want to do so.
  • You want to find groups that have certain criteria for automated drip campaigns .

Sample of what you can search:


If you have an idea for Feature of the Week, I’d love to hear your thoughts.


User of the Week: How our tool Niko helps with Prospecting

Name: Zarah Trinh

Company: UserTesting

Position: Biz Dev

1. What’s your company/role?

I do Enterprise Business Development at We provide an automated recruited and on-demand testing platform for companies in need of rapid, data oriented research.

Through our Customer Experience Analytics and benchmarking metrics, enterprise teams can FINALLY synthesize both qualitative and quantitative data into a digestible findings report, aligning multiple team initiatives (product, marketing, UX/ design, engineering, etc.) with overall business objectives and revenue goals.

2. Why do you love ToutApp? How do you use it for your job?

  • Sales productivity – Salesforce integration and the “Niko” bubble that makes it easy to input data into Salesforce (from any site) when I’m prospecting
  • Sales Effectiveness – I love the ability to schedule follow up reminders w/prospects, add notes as to how I should follow up in the reminder.. and not just for emails, I can setup reminders for phone calls as well
  • Sales Visibility – The ability to track and see when and if the email is opened and if they’re clicking on certain links in the email

More info on Niko:

Niko is one of our newest feature that bridges the gap between browsing the web and Salesforce. Have you ever scouted LinkedIn for a potential prospect and found a winner? Instead of manually copying information, opening a new tab to SFDC, and creating a lead….CLICK NIKO!

As you browse the web, Toutapp will pull in these respective email addresses and allow you to easily add this contact into Salesforce.

Niko’s a great tool to utilize from either Gmail or Linkedin, without ever having to page back and forth from Salesforce.

3. Why Tout vs. other sales tools in the market?

It’s so easy, integrates with our email and Salesforce, and “Niko” makes it easy for me to access analytics on a prospect and set up reminders on ANY site.

4. What was your journey into sales?

I moved to San Francisco from Alabama for the opportunity to work with talented, ambitious and hungry young professionals like myself. In my first job position after college, I built out a pre-sales position, which we called the “sales consultant” to assist a team of 24 reps on key accounts. I was a part of the first strategically closed enterprise account at that company (Comcast) and brought in a portfolio of other logos, including Yelp, Spotify and

…. and I haven’t looked back since :)

5. What’s one of your favorite sales tricks?

My favorite trick is to ask questions I already know the answer to….For example, I sent out a proposal using ToutApp, and even though I knew the email wasn’t opened, I called the prospect to “make sure she got the email.”

.. Or when they say they’re not interested & 10 views later you reach out to call their bluff.

It works every time!

6. Favorite email you’ve ever received?

I reached out to a prospect who declined my Linkedin InMail. Two days later, she sent me an email and wanted a demo, then proceeded to tell me she had no budget and couldn’t commit to any sort of subscription. Three weeks and probably 20 tout emails later, the deal closed, AND she committed to an annual plan!

My favorite emails are the salty ones…. because they always end up sweet (if you use the analytics to your advantage)! ;-D

**Congrats to Zarah + UserTesting for winning this week! We couldn’t be happier to have you on board with ToutApp. If you’re interested in being the next featured superstar, please apply here. **


Why Biking Helps Me Close More Deals

“I wake up every morning looking forward to my commute to work…”
-Said no one ever.

…Well, aside from me. I love commuting to work!

Whether you’re in sales, engineering, or are a C-class Executive, this post will hopefully get your wheels turning (literally) about making a change to your work commute.

It all began when I was getting ready one day for work, and realized my favorite pair of jeans made me feel like I was squeezing into a sardine can. I also was getting to work sleepy almost every day, and in desperate need of my Starbucks fix.  Not a fun state of mind to be in for sales calls. At the end of the day, I would come home too tired to work out and would choose to eat prepared food from Whole Foods and watch House of Cards instead.  And don’t even get me started on working out before work. Yes, we are all super ambitious the night before and set those early alarms! But when 5:30am rolls around, do you get out of bed and put your sneakers on? No, you hit snooze for the next hour.

Clearly something needed to be done. I decided to buy a bike.

I’ll admit, the first day of my commute was exhilarating yet terrifying. Dodging taxi cabs, muni busses, and cable cars while trying to listen to my Google Maps app give me directions to work proved extremely stressful.  Little did I know Toyota Prius’ are the most dangerous?! Those sneaky automobiles don’t make a sound when they’re approaching you! I finally made it to my office, goofy bike helmet and all.

I sat down at my desk and jumped straight into my inbox. After powering through a few hours of work, I realized that I hadn’t even taken a coffee break yet (and just saved myself $5). As the week continued, I felt more energized, happier, and focused at work. I was getting my exercise, without having to take any extra time out of my day. I’m never turning back.

Fact: In SF, it can take the same amount of time to bike to work rather than driving or taking the bus. Instead of having my face stuck in a stranger’s armpit for 27 minutes on the bus, I’m burning calories and releasing endorphins.

If you are able to walk or ride your bike to work, I would highly recommend it. You’ll get great exercise and help the environment. Heck, if you do, I’ll even send you some free ToutApp swag!


  1. Hills: Google Maps on the iPhone doesn’t take hills into consideration. Make sure to look up your route on GM on your desktop (which does). I made that mistake and pretty much had to climb Mt. Everest on the way to yoga. Subsequently, I was too tired to even go to yoga.
  2. Read resources first: Make sure you read about the basics such as: rules of the road, how to lock your bike, etc. You’ll have more confidence when riding, and won’t make a traffic mistake or get your bike stolen. Also, don’t feel embarrassed to even sign up for a class (it’s not silly). City Biking is different from your neighborhood route back in the good ol’ days.
  3. Smelling fresh: For people who are worried about getting sweaty you can use baby or citrus wipes and then bring your work clothes in a backpack.
  4. Bike Gear: Wear a helmet and sunglasses. The wind can make your eyes water and it’s a nice trick to keep your makeup on and have less distractions when riding. Also, it helps to roll up your pant leg so it doesn’t get caught in the chain. For the ladies, be careful of tights or leggings because they can easily snag on the bike pedal!

*If you don’t own a bike, here’s the cheapest place I found for bike rentals. Try it out for a few days then make a commitment!


User of the Week: How the VP of Sales from Zenefits uses ToutApp

User of the Week: Sam Blond

Company: Zenefits

1. What’s your company/role?

I’m the VP of Sales at Zenefits. We manage your benefits, payroll, and HR – so you don’t have to. No more paperwork. No more headaches. It’s all done online and completely paperless.

Best of all, we do this for free.

2. Why do you love ToutApp? How do you use it for your job?

  1. Email templates are great for mind share and training new reps.
  2. Saves us a ton of time – we have templates for every step of the sales cycle:
    – Post demo
    – Follow up
    – Non-responsive prospect
    – As soon as they sign up, etc.
  3. Reps love having visibility into whether their emails are being viewed and how often

3. Why Tout vs. other sales tools in the market?

It’s easy to implement, lots of functionality, and my reps love it!

There is very little business interruption for the value the technology adds. When we have new hires it takes us hours to train them on other tools (ie SalesForce), but just a few minutes on Tout.

4. What was your journey into sales? How do you go from an SDR to VP?

I moved to SF after college. I started as an SDR at EchoSign and was with that company for 6 years until I joined Zenefits.

I found a career that’s a really great fit for me. I love sales, and I love technology. I also got a bit lucky in selecting a company that grew very quickly and allowed me to move up with the company as we grew. I was an SDR for about 6 mos at Echosign, and then was able to convince my CEO to let me close. After being in a closing role for a couple of years, I got into management when the opportunity presented itself.

*Hard work and having the patience to grow within a company pays off! We love this “work your way up” story!

5. What’s one of your favorite sales tricks?

If someone is non-responsive to emails or phone calls, send them a calendar invite. They reply every time.

*ToutApp thinks this is an amazing idea! Of course, don’t use this trick with every prospect. But, if there is some back and forth and a client goes dark, try the calendar invite trick!

6. Favorite email you’ve ever received?

Any email telling me I won a huge deal!

**Congrats to Sam + Zenefits for winning this week! We couldn’t be happier to have you on board with ToutApp. If you’re interested in being the next featured superstar, please apply here. **