Sales Operations Playbook

Purpose

Turn clean lists into booked meetings and qualified pipeline. We design sequences, send at safe volumes, and handle replies. You can keep sending in-house, or we can run it.

Prerequisites

📋

Clean ICP List

Enriched and verified contacts

💻

CRM & Email Ready

Systems configured and warmed

📊

Tracking in Place

Attribution and analytics setup

Compliance Requirements

• Follow CAN-SPAM and TCPA regulations
• Use business emails and recorded consent where required
• Honor opt-outs in all systems within 48 hours

Sequence Design

📈 Scaling Strategy

Start small, then scale. 500-1,000 contacts to learn, then thousands.

Touch Spacing Example:

Day 1Day 3Day 7Day 14Day 18Day 24

🎯 Sequence Rules

• One clear offer per sequence
• 4-6 touches over 18-24 days
• Multi-channel: email, LinkedIn, phone
• Do not mix asks

🧪 A/B Testing

• Test one variable at a time
• Subject lines
• Call-to-actions
• Opening lines

Message Rules

💡

Lead with value

Tied to the ICP's job and pain points

📝

Keep it short

4-6 lines maximum

🎯

State the outcome

Clear benefit and next step

📊

Use real proof

Small, specific wins from similar companies

🌏

Localize for U.S.

Especially if sender is a Korean brand

Reply Handling

⏱️ Response Time

Route replies within 4 business hours

Reply Tags:

PositiveNeutralReferralNot NowUnsubscribe

📅 Meeting Booking

• Use shared calendar
• Standard invite template
• Update CRM with status
• Add structured notes

Sending Hygiene

🔥 Domain Warming

New domains warm up over 2-3 weeks

• Start with 10-20 emails per day
• Gradually increase volume
• Monitor deliverability metrics

📊 Daily Caps

Keep below vendor risk thresholds

• Per sender limits
• Rotate templates
• Avoid heavy links/images until warmed

Operating Rhythm

📅 Daily

• Send queue
• Process replies
• Handle bounces

📊 Weekly

• Performance review
• Test planning
• Optimization

📈 Monthly

• Sequence audit
• Full rewrite
• Strategy review

Core KPIs

📧

Delivery Rate

Target: >95%

💬

Reply Rate

Target: >10%

👍

Positive Reply

Target: >2%

📅

Meetings Booked

Track weekly

🎯

Qualified Opps

Track monthly

💰

Cost per Meeting

Optimize continuously

Stop Rules

🛑 Pause Sequence If:

Positive reply rate is under 2% after 1,000 sends

⚠️ Pause Sender If:

Spam complaints rise or deliverability drops

Handoffs

🤝 When Leads Convert

Move them to your owned nurture or AE process with clear stage definitions.

Handoff Process:

1. Update lead status in CRM
2. Assign to appropriate owner
3. Add conversion notes
4. Remove from active sequences
5. Add to nurture workflow

Ready to Start Outreach?

Turn your clean lists into qualified pipeline with proven sequences and expert handling. Contact henry@primechasedata.com to get started.

Launch Sales Operations