The CRM Segmentation Playbook That Every Marketing Team Needs 

You’re not the only one. A lot of marketing teams still send the identical emails to everyone on their list, hoping that something would work. But that’s not enough in 2025. 

We all know how annoying it is to get an email that feels irrelevant. It might be selling a product you already use, or worse, one you are not even interested in at all. That’s what happens when you don’t segment well.  

Segmentation isn’t simply a word. It is a whole strategy, using which the smart brands get bigger. It’s how you reach to your customer with right message at the right time. You can accomplish exactly the same by using smart tools like MKNG360.  

Why Segmentation Is ‘The Must Have’ Strategy

Segmentation is the revenue booster. 

Here are the fact lists to prove the above statement. 

• Brands that can use segmented campaigns well, can make up to 760% more revenue.
• Segmentation increases email open rates, and lowers unsubscribes, and boosts conversions. 
• It can personalize everything, be it emails, SMS or Ads. 

In short, segmentation lets you stop wasting time and start getting your point across.  

And when you use MKNG360, you are not only just adding filters, but you are building smart groups that change automatically based on what your contacts do. That’s the difference between working smartly and working hard.  

5 Ways to Segment That Work

Segmentation starts with organizing your contacts. There are 5 smart ways discussed below by which you can categorize your contacts based on different criteria. You are not required to apply them all at once. Even incorporating any one or two ways can make huge difference. 

1. Group People by who they are

Consider things like the job title, the size of the firm, the industry, the range of revenue, and the location while grouping your contacts.  
Real example: A campaign for CTO in financial business should not be the same as the one for CMOs in retail.  
How MKNG360 Helps: It can fill missing details to the contact records, so so your segments are accurate and complete.

2. Group people by Action

This one is all about how people act. How are people engaging with your brand? Are they visiting the website? Are they clicking your emails? Getting content to download? Are they attending webinars? Or are they clicking Ads. 
For example, someone who has been to your price page three times but has not yet signed up, now is the time to send a follow up offer.  
How MKNG360 Helps: It tracks what your contacts are doing in real time, and update segments instantly. No wasting of time. 

3. Group people by using the Customer’s Journey (From Prospecting to Purchase) 

It’s fine if not every contact is ready to buy. But you should know where your customers are in terms of the Sales Funnel. 
Categorize them into: 
• New Leads 
• Warm Leads (MQLs, SQLs) 
• Deals in progress 
• Customers ready to pay 
• Loyal Customers 
 
How MKNG360 Helps: It connects directly with your sales data, so your automation flows make sense.

4. Group people by their Interest or Engagement  

This is when things start to get interesting. You can find out who’s really interested by looking at things like email activity, page views, ad clicks, and form submissions.  
If someone fills out a form and clicks on your ad, send them to Sales with a “hot lead” indicator.  

How MKNG360 Helps: You can combine the activity and lead scoring to flag “hot leads” to your team.

5. Group people by what their purchases and product usage.

This is especially useful if you sell subscriptions, software, or services. Group contacts by: 
• How often they buy 
• What features they use 
• Which plan they’re on 
• When they’re due to renew 
• If they’ve stopped engaging 
Real Example: Offer a discount to people who haven’t logged in lately—or upsell someone using your top-tier features. 

How MKNG360 Helps: It brings product usage data right into your CRM, so you can act on it easily. 

Checklist to Group Users/Accounts in Real Time 
Follow these steps to create strong and useful segments 

• 1. 🎯 Start with your goal. 

What do you want to get done? Do you want to find new consumers, keep your current ones interested, or get in touch with clients who haven’t been in touch with you in a while? Be clear about what you want to do; it will change everything that comes later. 

2. 🔍Put your info in order:

Before you start splitting apart your data, check to see if your CRM is up to date. You need the correct information, such as job titles, activity history, and contact information, to make smart decisions. 

3. ⚙️ Choose filters that work:

Think of integrating a number of factors, such job title, level of participation, and where they are in the funnel. This gives you a more specific group to work with. 

4. 🏷 Clearly label your parts:

Don’t make things too hard. Use names that make it easy to tell who is in that group. For instance, SaaS_MQLs_VisitedPricing_Last30Days. Trust us, your future self will be thankful. 

5. 🧪 Try and Test It:

Try sending different messages to different groups and see which ones get the best response. It’s the only way to learn what works for each group. 

6. 🔄 Automate updates:

With MKNG360, you can set it and forget it. When people’s data or conduct changes, your segments will adjust on their own.MKNG360 can update your segments as your contacts change. 

5 Common Segmentation Mistakes to Avoid 
Let’s save you some headaches. Avoid these pitfalls: 
• ❌ Avoid using overly broad filters. Try to be more specific with your filters to get better result. 
• ❌ Avoid keeping old data. Always updating your lists 
• ❌ Always pay fine attention to product usage and churn signs 
• ❌ Always sync segments with email or ad tools 
• ❌ Always align segments with link to funnel stages 

Real-World Success Story: Smarter Segments, Real Growth 

A growing SaaS company wasn’t seeing results. Their emails were flat, and demo bookings were low. Why? They were only using job titles to segment. 

After switching to MKNG360, here’s what they did differently: 

• Grouped users who visited the pricing page but didn’t book. 

• Separated trial users who stopped using the product 

• Found past customers who might want to return 

 This greatly improved the outcome. 

• The emails were opened at doubled rate. 

• There was a 44% jump in the Click-throughs. 

• The demo bookings went up by 18%. 

• Their email campaign, SMS campaign and Ad campaign got much better and organized. 

What Makes MKNG360 the Best CRM for Segmentation? 

MKNG360 offers following smart features that sets it apart: 

✅ One Clear View: See everything a contact does in one profile—no switching tabs. 
✅ Smart Segments That Auto-Update: Set the rules once. MKNG360 keeps them updated- automatically. 
✅ Built for Automation: Run different campaigns for email, SMS, and ad flows depending on your customer’s segment. 
✅ Real-Time Reports: Know exactly how each group is performing, right now.

Final Thoughts: Segmentation Is How You Win 

Look—your contacts are different. Your messages should be too. 
Good segmentation helps you speak to people in a way that feels personal and timely. That means better results for every campaign you run. 
And with MKNG360, it’s not just possible—it’s easy.