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:
🎯 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:
📅 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
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