🎯 Sales Navigator Prospecting & Outreach Process

The goal of this process is to prepare a targeted list on Sales Navigator.

🧾 0️⃣ Building a Targeted Search in Sales Navigator

If you are starting a new campaign or target segment, begin by creating a focused search in Sales Navigator.

Steps:

  1. Go to Sales Navigator → Lead Filters.
  • Apply key filters such as (Note that Sales Navigator do not support when too many parameters are entered):
    • Job Title: e.g. “Head of Marketing”, “R&D Director”, “CTO”
    • Company Size: select according to your ideal target profile
    • Industry: match your target sector (e.g. Semiconductors, Telecom)
    • Location: focus by country, region, or city
    • Seniority Level / Function: refine to decision-makers
    • Keywords: use Boolean logic for precision (e.g. (Optics OR Photonics) AND "Head of R&D")
  • Review your results — aim for a focused list of 50–200 strong-fit leads.
  • Click Save Search so you can easily refresh and get alerts when new profiles match.

✅ Result: You have a precise, saved Sales Navigator search that defines your target audience.

🧾 1️⃣ Building and Managing Lead Lists

Once your search results look good, save the most relevant leads into organized lists.

Steps:

  1. From your search results, select the leads who match your criteria.
  2. Click Save → Save to List.
  3. Create a list name that reflects the campaign or segment (e.g. “Photonics Leads Europe Q4 2025”).
  4. Add tags and notes if relevant — e.g. potential partner, prospect, influencer.
  5. Set up alerts to track when saved leads change jobs, share posts, or engage with content.
  6. Remember: you cannot share a search with other team members, but you can share a saved list — this is the best way to collaborate on prospecting within the team.

✅ Result: Your targeted prospects are saved, structured, and shareable with teammates for coordinated outreach.

⚡ 1️⃣.1 Accelerating with Surfe

Surfe is a browser extension that connects LinkedIn and HubSpot, allowing you to create, update, and track CRM records directly from LinkedIn or Sales Navigator.

In Sales Navigator, you can use the “Export to HubSpot” button (as shown in the Surfe panel) to:

  • Export your selected leads directly to HubSpot, with names, companies, and contact details pre-filled.
  • Automatically associate each contact with the right Source (e.g. “Sales Navigator Q4 2025”).
  • Ensure messages sent via Sales Navigator (InMails or connection requests) are tracked automatically in HubSpot — providing full visibility of outreach history.

✅ Result: All new leads are exported to HubSpot instantly, saving time and ensuring accurate CRM tracking.

📬 2️⃣ Reaching Out to Prospects (One-by-One)

If you want to do it in bulk through a sequence on Hubspot for example, please reach out to Mikel, or Yacine.

Now that you have a curated list, begin outreach directly from Sales Navigator. You can send a message and log this conversation to CRM

Option A — Connection Requests:

  • Send a personalized connection request to warm leads.
  • Use a short, relevant note referencing:
    • A shared interest, post, or mutual contact
    • Their company’s focus or recent milestone
    • The event or topic that connects you

Option B — InMail Messages:

  • Use InMail for leads not yet connected.
  • Keep it concise:
  1. Open with relevance (why you’re reaching out).
  2. State the value or context of your message.
  3. Suggest a next step (e.g. short call, intro, share materials).

Option C — Engage Before Messaging:

  • Comment or react to their posts before sending a message.
  • This increases your visibility and improves response rates.

✅ Result: Personalized outreach that feels relevant, increasing connection and response rates.

🧩 3️⃣ Syncing with HubSpot

Once you’ve exported your leads and started outreach:

  • Make sure all contacts and messages are synced to HubSpot through Surfe.
  • Check that the correct Owner, Source, and Status fields are filled.
  • This ensures every interaction from Sales Navigator is visible to the team in HubSpot — enabling consistent follow-up, reporting, and collaboration.

✅ Result: Sales Navigator and HubSpot stay aligned, ensuring no lead or conversation is lost.

If you want to see it on a video, feel free to check the quick Loom from Yacine (soon available).

Note on GDPR for B2B Outreach via Sales Navigator):

1️⃣ Using Sales Navigator

✅ You can search, filter, and save professional leads — this is compliant when data stays inside LinkedIn.

2️⃣ Exporting to HubSpot (via Surfe)

⚠️ When you export contact info, you become the data controller.

To stay compliant:

  • Have a lawful basis → use Legitimate Interest (Art. 6(1)(f))
  • Mention it in your privacy policy
  • Sign Data Processing Agreements (DPAs) with HubSpot and Surfe
  • Export only professional data (e.g. name, company, LinkedIn URL)

3️⃣ Outreach (LinkedIn / Email)

  • LinkedIn messages are fine if relevant and respectful.
  • Emailing is allowed for B2B purposes in Denmark if:
    • It’s about professional topics relevant to their job
    • You identify your company clearly
    • You include an easy opt-out
    • You stop contacting anyone who opts out

4️⃣ Retention

🧹 Delete or anonymize contact data once the campaign ends or if people ask not to be contacted.

For more precision, here is a source➡️ Datatilsynet – The Danish Data Protection Authority (official GDPR guidance): https://www.datatilsynet.dk/