What we do, what you do
We handle the inbox, completely. Every positive reply is pushed straight into your CRM, each one enriched with a phone number, and the full email exchange comes with it. You can see exactly what was said and pick up right where the conversation left off. We reply to every positive reply in under a minute, follow up by email three to four times a week, and book the meeting by email whenever the lead will book that way. You never touch email.
On email alone, we already book around 30 to 40% of your positive replies into meetings. That is the baseline you get without lifting a finger.
This playbook is how you roughly double that, up to 50 to 80%. By working the same leads on phone, text, and LinkedIn, you reach the people who will not book over email and turn far more of them into meetings that show. We highly recommend it for every client.
That is the whole point: we bring and warm the leads, you close more of them. Nothing here is gospel, so adapt it to your market and tell your account manager where you get stuck.
Your daily routine
The whole job in one habit. Do this every working day and the numbers take care of themselves.
Every day, call and message every new lead we pushed you, and keep following up with the ones from earlier in the week.
- Open your CRM each morning. Every new positive reply is already there, with a phone number enriched and the full email exchange attached.
- For each new lead: call it (double-dial), send a text, and add a LinkedIn message where it fits. Same day is what matters. A lead called the day they replied is warm; the same lead three days later is a stranger again. The earlier the better.
- For older leads: keep the 7-day cadence below running across phone, text, and LinkedIn.
- We cover all the email. We reply in under a minute and follow up three to four times a week, so you never need to chase by email. On your channels, same-day contact plus consistency through day 7 is what wins.
- Always book the next step before you hang up. This is BAMFAM, book a meeting from a meeting. A slot on the calendar beats a promise to follow up.
This is the engine of the whole playbook. Run it on every positive reply that has not booked yet, then stop.
- Day 1: double-dial, a text, and a LinkedIn message. All three, the day the lead comes in.
- Day 2 to 3: 2 call attempts, a short text, and a LinkedIn touch each day.
- Day 4 to 7: 1 touch per day, alternate channels, and drop one line of value in each.
- Include your calendar link in every message, every time.
- We keep the email follow-ups running across this whole window, so the lead hears from both sides.
- After day 7: stop active outreach and move them to your long-term nurture. Their interest does not expire, you just change gear.
Setup
Set these once. They make every lead easier to book.
ACalendar and availability
- Use whatever tool is easy. Calendly and HubSpot both work fine. The tool does not matter.
- Use short slots, 15 minutes works well, and remove every bit of friction to book.
- Be available as much as you can, ideally across the full week with wide hours.
- The more open times on your calendar, the higher your show rate and booking rate, because people can pick a slot that genuinely works for them.
- Book meetings for today, tomorrow, or the day after whenever you can. Show rate drops fast the further out a meeting sits. Your calendar can run weeks out, but always offer the nearest slots first.
- Keep your real availability accurate and up to date so nothing double-books.
BProtecting the show rate
- Instant confirmation the moment they book.
- Automated reminders at 24 hours, 12 hours, and 3 hours before.
- Manual personal touches the night before, the morning of, and 60 minutes before. Scripts in section 06, this is where the real lift is.
- The pull-forward call, see section 06.
- BAMFAM: always set the next step before you end any call.
CWhat to expect
Know this going in and you will not get discouraged:
- Some people say they want to meet, then do not book.
- Some book, then do not show.
- Some show, then do not buy yet.
- All of them opted into your world. Keep a light nurture drip running so none of them go cold.
DNumbers to watch
Five numbers, reviewed weekly. Each one points at a different fix.
- Positive replies we sent you.
- Contact rate. How many you reached. Low here means work the leads more consistently.
- Booking rate. How many became a scheduled meeting.
- Show rate. Low here means reminders and pull-forward.
- Close rate. Low here means the intro call.
- Also track which channel gets you the most responses, and lean into it.
ETeam rules, if more than one person works leads
- First responder owns the lead until it is booked or disqualified. No lead should ever sit between two people, each assuming the other has it.
- Never say "we will get back to you." Book the time on the spot, or hand the lead off live.
- Route best-fit leads to your best closer, with a warm intro: one message that edifies the closer and includes the booking link.
- Track the five numbers by rep and review them together weekly. It keeps everyone honest and shows who needs coaching on what.
Phone calls
Your first move on every lead. The number and the full email exchange are already in your CRM, so you can reference exactly what was said.
AThe double-dial
- Call and let it ring once.
- Hang up immediately.
- Call again right away.
If their phone is on Do Not Disturb, the first call gets blocked and the second one rings through. It also separates you from spam calls.
BLive call scripts
If they can talk, keep it short, find out why they replied, offer two times, and book. If they cannot, do not pitch. Get a callback time and send a text right away.
Text
After the phone, this is your strongest channel, and it works on almost everyone. It lands especially well right after a call or voicemail. Use it on every lead.
AThe text ladder
BWhen they reply to you
The A/B/C question does two jobs at once: it tells you whether they are serious, and it tells you exactly what to lead with when you talk. Never just send a deck and hope.
CCoordination tips
- Keep the same tone across every channel.
- Reference your other touches: "just tried your line" or "just left you a voicemail."
- Keep texts short, under three sentences ideal.
- Include your calendar link in every message.
- Always give two or three specific time options plus the link.
The lightest-touch channel. Worth adding where your buyers actually live on LinkedIn, but text and phone come first.
ASetup and tools
- Not connected yet? Send a blank connection request, no note. Acceptance rates are higher without one, a note reads as salesy. Message them once they accept.
- Send LinkedIn messages manually for the most authentic feel.
- If you want automation, HeyReach is the tool, run on your own seat and subscription.
- Keep messages short and scannable, a little longer than a text is fine.
BTemplates
Protect the meeting
A booked meeting is not a held meeting. This is how you protect the show.
AThe pull-forward
The second someone books, do not wait for the meeting. Call them right away. Alex Hormozi said this gave him roughly a 40% lift on show rates.
BPull-forward for far-out bookings
For meetings booked more than two or three days out, no-show risk climbs. Try to pull them closer.
CManual touches that lift the show
The automated reminders run on their own. These three quick personal messages are on you, and they are where the show rate is actually won. Keep them human, not robotic.
Feel it out per lead. You want present, not pushy. Three short touches, ten seconds each, and your no-show rate drops hard.
DNo-show recovery
This is the same cadence as section 01, restarted for a lead who showed interest but never picked a time.
- Day 1: double-dial, a text, and a LinkedIn message.
- Day 2 to 3: 2 call attempts, a short text, and a LinkedIn touch each day.
- Day 4 to 7: 1 touch per day with a one-line value drop and an ask.
- We keep the email follow-ups running across this window.
- After day 7, move them to long-term nurture.
EGhosted prospect
For a lead who engaged then went quiet on every channel. One clean break-up, then stop. It often revives them.
The intro call
Most teams already know how to run an intro call. This is here if you want it. 30 minutes max, and it is not a pitch.
ACore philosophy
- This is not a pitch.
- Diagnose before you prescribe. Lead with curiosity.
- Anchor every question in business value.
- Qualify hard, disqualify fast.
- You are not a tour guide. Stop selling, start qualifying.
- Clarity beats enthusiasm. Curiosity beats credentials.
- When you do need to sell, earn it by being the most insightful person in the room.
BThe 30 minutes, step by step
Rapport
Quick human connection, do not linger. Confirm their role and what they own.
Agenda
Set the shape of the call so they relax.
Discovery and qualification
The four question blocks below. Ask, then stay quiet.
Position next steps
If aligned, name the next step and agree who needs to be there.
Close with clarity
Confirm the date and time, recap who joins and what you will cover, send the follow-up email right away.
CDiscovery questions
- "Walk me through your current go-to-market. Where are you investing today?"
- "What channels or partners are you using now, and what results are you seeing?"
- "What prompted your interest, beyond the first email?"
- "If this does not get solved, what does that mean for the business this quarter?"
- "Where does this sit on your priority list right now?"
- "What number are you actually trying to move?"
- "What would good look like in 90 days?"
- "Is this a budget you own, or are others involved?"
- "If we nailed the solution, what would the steps to move forward look like?"
- "Are you the one getting this across the line, or should we include your VP or CMO next call?"