Struggling with segmentation? Here's how to fix it.
We’ve had the chance to work with some fantastic companies - spanning all kinds of industries, sizes, and marketing styles.
And no matter how different they are, one challenge almost always shows up early: Segmentation just isn’t where it needs to be.
Now, I know most of you aren’t deep in the CRM or field mapping. But segmentation impacts everything—newsletters, webinar invites, thought leadership, cold outbound... all of it.
You can have the best content, messaging, and product in the world, but if you can't get it out to the right audience, it's useless.
So even if you're not in the weeds, it’s worth asking your team: Can we easily filter our lists by the basics—like level, function, company size, industry, or deal stage?
If the answer is anything other than a confident “yes,” this is the place to start.
The Core Segmentation Fields (and How to Nail Them)
Job Level
💡 Use this handy spreadsheet to tag job levels automatically based on title keywords. Set up a workflow to populate a custom field- your future self will thank you.
Job Function / Department
💡 Group contacts by what they actually do, not just their seniority. Want to target “Benefits” folks separately from general HR? Or distinguish “RevOps” from broader “Sales” titles? Build a keyword-based system that maps titles to specific functions, then automate it with a workflow. Precision > broad buckets.
Company Size
💡 Use employee count, not revenue. It's way more available and actually accurate.
Industry
💡 Consolidate your crazy-long industry list into 15–20 clean values that are actually useful to your team. Then, use a workflow to map from the messy to the manageable.
Prospect Stage
💡 Everyone names these differently (MQL, SQL, SAL...), but you need to know: Is this lead new? Engaged? Took a call? In pipeline? Ghosted?
Company Stage
💡 Different from Prospect Stage! This is about the company. Are they a current customer? Part of an open deal? You’d be surprised how often teams can’t pull this, and how easy it usually is to fix.
You can get fancier later, but if you can’t segment by these basics, you’ll always be flying a little blind.
Want help getting this cleaned up? Let us know!
