Outreach Playbook
How the team works a lead from first contact to signed contract
The rules the app applies
Email sent date plus three days. Calculated whether the status changes here or in the sheet.
Meeting date plus two days. Calculated the same way.
The call due date has passed and the call made date is still empty.
The proposal due date has passed and the proposal sent date is still empty.
Changing a status fills the matching date column with today only when that cell is empty. Nothing already written is overwritten.
The Outreach Tracker Google Sheet stays the record. This dashboard reads it and writes back to it.
Weekly rhythm
- Monday. Clear both overdue cards to zero before any new outreach goes out.
- Tuesday and Wednesday. New outreach, split across the four branches so no arm goes quiet.
- Thursday. Calls and meetings. Log every call the same day.
- Friday. Proposals out, notes tidied, monthly values updated in GHS.
Stage by stage
Confirm the right person and the right Ravvis branch before any message goes out.
Find the decision maker, check the industry fit, set the service interest.
Get the first reply.
Short intro, one clear offer, one clear ask. The call due date is set three days later automatically.
Understand the budget, the timeline and who signs.
Log what they said in the notes field so the next step is obvious.
Put a number in front of them within two days of the meeting.
Send scope, monthly value in GHS and a start date. Follow up after three days.
Stay present without pressure.
One useful message, not a reminder. Share a result, an idea or a relevant case.
Protect the slot.
Confirm the day before. The proposal due date is set two days after the meeting.
Move to a decision.
Send notes and next steps the same day, then move the lead to Proposal Sent.
Hand over cleanly.
Stamp the contract signed date, record the monthly value, brief the delivery team.
Close it honestly and keep the door open.
Write the reason in the notes. Revisit the lead in one quarter.