The Process
The 90-Day Process Behind Your Outbound Pipeline
We're honest about timelines. Cold email isn't instant. Here's the real process: what happens each month, what to expect, and when the meetings start showing up.
ICP Workshop & Outbound Strategy
This is where most agencies cut corners. We don't. We run a structured ICP workshop to reverse-engineer your best clients: who they are, what keeps them up at night, and exactly why they hired a coach. The output is a precision outbound playbook: your ideal client profile, messaging angles, sequence architecture, and targeting criteria. Not a generic template. A strategy built around your specific offer and your specific market.
What You Get
- Structured ICP workshop (live call with our team)
- Ideal client profile document with firmographic and psychographic criteria
- Messaging framework built around your coaching offer
- Multi-angle outbound strategy with sequence architecture
- Target prospect criteria that filters for buyers, not browsers
Infrastructure Build
Your emails are worthless if they land in spam. We build a sending infrastructure from the ground up that email providers actually trust. 10–15 custom sending domains purchased and configured, 30–45 authenticated mailboxes with SPF, DKIM, and DMARC, and a 30-day warmup protocol that builds real sender reputation before a single campaign email goes out. The warmup phase is non-negotiable. It's what separates a system that works from one that gets blacklisted.
What You Get
- 10–15 custom sending domains purchased and fully configured
- 30–45 mailboxes created with SPF, DKIM, DMARC authentication
- 30-day domain warmup protocol across all accounts
- Enterprise cold email platform (Instantly or Smartlead) setup and configured
- Deliverability monitoring and inbox placement verification
Targeted Lead Sourcing & Verification
Garbage leads produce garbage results. We source 500–1,000+ verified prospects from Apollo.io and other premium databases, filtered precisely to your ICP criteria. Every contact goes through multi-step email verification to keep bounce rates under 2%. Contacts are enriched with the personalization data points we need to make every email feel like it was written specifically for that person. Not mass-blasted.
What You Get
- 500–1,000+ targeted prospects matching your exact ICP (monthly refresh)
- Multi-step verification with bounce rate under 2%
- Contact enrichment with company and role-specific data points
- Segmented lists for A/B testing and sequence personalization
- Ongoing list building as campaigns scale
AI-Personalized Email Sequences
Nobody replies to 'I hope this email finds you well.' Our copywriting process uses AI to generate hyper-personalized sequences and refines them to read like they came from a trusted peer. Not a sales pitch. Every email earns the next open. Every follow-up adds value instead of pushing harder. We write a 5–7 touch framework with multiple messaging angles built in from the start for A/B testing.
What You Get
- 5–7 step email sequences built around your ICP and offer
- AI-personalized openers using prospect-specific research
- Subject lines A/B tested for open rate, not clickbait
- Multiple messaging angles for testing across segments
- Follow-up sequences that handle common objections naturally
Campaign Management & Optimization
Campaigns go live with controlled volume ramps and real-time monitoring. From the first send, we track replies, positive sentiment, and meetings booked. Then we optimize: new subject lines, tighter copy, better targeting angles. Every week the system gets sharper. First meetings start booking in weeks 6–8. By month 4, most coaches are seeing 8–15 qualified calls per month. This is not a set-it-and-forget-it service. It is a continuously improving outbound machine.
What You Get
- Campaign launch with controlled sending volume ramps
- Reply monitoring, prospect qualification, and calendar booking
- Real-time deliverability and sender reputation monitoring
- Continuous A/B testing on subject lines, copy, and send timing
- Weekly performance reports with optimization recommendations
- Bi-weekly strategy calls to review results and adjust targeting
Timeline Expectations
What to Expect and When
Cold email is not instant. Here's an honest look at what happens each month, and what you should and shouldn't expect.
Month 1
Build
Infrastructure configured, domains warming, leads sourced and verified, sequences written and approved. Zero meetings yet. This is building the engine.
Month 2
Launch
Campaigns go live. 5,000–10,000 emails sent. Replies start flowing in. We qualify prospects and begin booking. First 3–5 qualified meetings booked.
Month 3
Optimize
Double down on winning messaging. Scale email volume. Expand prospect segments. Optimize reply-to-booking conversion. 5–10 qualified meetings booked.
Month 4+
Steady State
Predictable meeting flow established. Consistent 8–15 qualified discovery calls per month. Ongoing optimization and scaling. The system is working.
This Is Built Around Your Business.
Every system we build is custom-scoped to your coaching offer, your market, and your goals. Book a strategy call and we'll map out exactly what your outbound engine would look like, built for your niche, not a one-size-fits-all template.
No pitch. No pressure. Just an honest look at what your pipeline could look like.