Daily Routine
What are the first 2 systems you check each morning?
CoPilot and GD email inbox
What do you update once a lead responds with interest?
Weekly Biz Dev Tracker - Leads
Once you schedule an appointment, what’re your next steps?
Update all tracking sheets, Change Appt Setter to your name, Move to Appt Scheduled
What should every outreach message end with?
a question or call to action
-Open to a quick chat?
- Let's get something on the calendar
A warm lead came through GD. The role is for an account manager. You’re calling for the first time. What’s your opening?
Hi [Name], this is [Your Name] from Stone Hendricks Group. You had been in contact with [Lead Source] from our team. I’m giving you a quick call to get something scheduled to talk through your hiring needs. Looks like you’re looking for an account manager—does next [day] work for a quick call?”
You just saw a new lead alert. What’s your first step?
Add them to Copper and Update Weekly Tracker Tab
What three trackers must be updated after a lead becomes an appointment?
Weekly Tracker, Detailed Tracker, and Appointment Tracker
If an appointment is scheduled for next week, when do you track it?
What is track it right away in next week’s tracker to save time later
They say: “We’re not hiring right now.” What’s a good response?
“Totally understand! Happy to connect now so we’re ready when you are. Open to a quick call?”
You’re cold calling a small insurance agency. They say, “We’re not hiring right now.” What’s your response?
Totally understand! A lot of companies we work with aren’t actively hiring when we first connect. I’d still love to get a quick call on the books to introduce ourselves and be ready when the need does come up. Would sometime next [day] work, or is [alternate] better?”
What are two ways to keep yourself organized throughout the day?
Setting calendar reminders and using a task list
What should you include when logging an appointment in the Detailed Tracker?
What are lead source, appointment setter, and Copper hyperlink
Why is the Appt Tracker important?
That's we get paaaaaid
Write a response to: “I’d like to learn more.”
“Awesome—thanks for your interest! Let’s hop on a quick call so I can learn what you're looking for and share our process. What days work best?”
You're calling for a warm lead and get a gatekeeper who asks, “What is this regarding?” How do you respond?
“I’m with Stone Hendricks Group. [Lead Name] had been in touch with [Lead Source] from our team, and our CEO Dan Long had asked me to reach out to get a call set up with them. Are they available or is there a better time to check back?”
When do we check the calendar and why?
What is daily - to see who booked and to update trackers accordingly.
What’s the purpose of hyperlinking the Copper record in the Detailed Tracker?
To quickly access lead info and activity during meetings or reviews
An appointment is scheduled for this week, but Dan doesn’t run it and follows up to book an intake for next week instead. Walk through exactly what you should update and where.
Update the calendar if needed, confirm the intake date, move or copy the record into next week’s Detailed Tracker, keep the Copper record updated with notes and correct stage, and ensure the original appointment is reflected accurately in the Appt Tracker. Review this during your weekly check-in with Dan so nothing falls through the cracks.
What is the most common script line used to offer scheduling?
“Feel free to send over a few times that work or grab time here: [Calendly link].”
Dan already ran the intro call. You need to schedule the intake. What do you say when calling?
“Hi [Name], this is [Your Name] from Stone Hendricks Group. You met with Dan recently to discuss your hiring needs—it looks like the next step is just to get an intake scheduled. Are you free on [day], or is there a better time?”
What is the most important trait to have in this role and why?
What is persistence - because follow-up is where we win.
A CoPilot lead responds positively, but hasn’t booked a time yet. Describe the full follow-up process you should take, including tracking.
Send a conversational reply to schedule a time (don’t drop the link immediately), then follow up within 24–48 hours if they don’t respond. Add them to Copper, tag the lead source, and log them in the Weekly Tracker with a tally. Continue follow-ups until booked or closed out.
If Dan runs an appointment and sets an intake during the call, what do you do?
What is update next week's tracker immediately with the intake info.
What should you do if someone doesn’t respond after 48 hours?
Call, send a short follow-up message (ChatGPT can help write one)
The client has already met with Dan and is ready to move forward, but the agreement hasn’t been signed. Walk through what to say and do.
“Hi [Name], this is [Your Name] from Stone Hendricks Group. Dan and [Account Manager] mentioned everything’s ready to begin your search for [role], but we’re still waiting on the agreement to come through. I just wanted to check in and make sure it made it to your inbox—it would’ve come from Docusign.”
(If they confirm they’ve received it but haven’t signed: ask if they have any questions. Follow up by email either way.)