Daily Outreach & Reporting Procedures

for
Leon Recovery, Nailed It, and CMFDH (NLC)

1. Purpose & Scope

This document defines daily outreach and reporting procedures for three key ventures:

Leon Recovery Help Activity Status (BringLeonHome.org)

Nailedit Potential Clients Pipeline (GetNailedIt.com)

Potential CMFDH Investors Pipeline (Levenstein.net / Nicholas Levenstein & Company)

The goal is that every day, for each pipeline, there is:

Real activity (emails, LinkedIn messages, phone calls); and

Clear reporting inside Zoho CRM plus a short written summary to Nick.

2. Roles & Responsibilities (Nick – Erik – Jan)

Nick

Sets the strategic priorities and approves final structure.

Reviews dashboards and daily/weekly reports.

Ranks Leon priorities and key investors.

Erik

Designs procedures, SOPs, and Zoho structure.

Maintains and refines these procedures.

Supports Jan on tricky cases and escalations.

Prepares monthly slides to present outreach work.

Jan

Executes the daily outreach across all three pipelines.

Keeps Zoho up to date (statuses, notes, follow-up dates).

Follows the daily and 10-day checklists in this document.

Flags blockers to Erik promptly.

3. Systems & Pipelines Overview

3.1 Zoho Pipelines

Jan must work every day in these three Zoho pipelines, navigate to “Reports” tab on ZOHO to find:

Leon Recovery Help Activity Status

Nailedit Potential Clients Pipeline

Potential CMFDH Investors Pipeline

Each pipeline is a separate board or view with stages as outlined in the pipelines.

3.2 Supporting Tools

LinkedIn / LinkedIn Sales Navigator

Used particularly for CMFDH investor lists and also for NailedIt contacts.

Email

Outreach and follow-up communication for all three ventures.

Phone Calls

Follow-up verification and relationship building.

For each venture, the SOP requires phone follow-up after email/LinkedIn where possible.

LLMs (Gemini, ChatGPT)

Used for scraping, enrichment, drafting emails, and summarizing notes.

See Appendix 11 for prompt instructions and limits.

Dropbox

Stores procedures and prompting instructions, especially for NailedIt.

4. Global Daily Workflow (All Ventures)

4.1 Daily Rhythm

Morning (Start of Day)

Open Zoho and check:

Overdue follow-ups (all pipelines).

New leads added from scraping or Nick’s instructions.

Plan the day:

List which leads will be contacted today per pipeline.

Confirm that daily activity targets (below) are realistic.

Midday

Execute outreach:

Send LinkedIn messages & emails.

Make first round of phone calls.

Update Zoho after each contact.

End of Day

Complete Zoho updates:

Status, notes, next follow-up date.

Mark off the daily checklist (Section 8.1).

Send short daily summary to Nick (Section 9.1).

4.2 Activity Targets & Minimums (per Day)

These are minimums. If pipeline volume is high, Jan should exceed them.

Leon Recovery

Minimum 5 new or follow-up contacts engaged (email and/or phone).

All directed by Nick should be acted on same day or next day.

NailedIt

Minimum 10 leads processed:

Either newly scraped/enriched or followed up.

For each active lead: at least 1 outreach step (email or LinkedIn) and phone attempt when number is available.

CMFDH (NLC)

Minimum 20 LinkedIn messages per day (starting from Singapore Sales Navigator list) plus email/phone follow-up where contact data is available.

5. Pipeline 1 – Leon Recovery Help Activity Status

5.1 Objective & Lead Sources

Objective:
Communicate with new parties and existing contacts related to Leon Recovery, as directed by Nick, and maintain a clear activity trail in Zoho.

Lead sources may include:

Contacts provided directly by Nick (email, WhatsApp, call notes).

Scraped databases (legal, NGO, political, press).

Warm introductions (from investors, friends, lawyers, media).

5.2 Daily Workflow for Jan (Leon)

For each day:

Process Nick’s instructions

Review new names/organizations Nick has mentioned.

Check if they already exist in Zoho:

If yes: open the record, add a note, and schedule outreach.

If no: create a new contact/account and tag it appropriately (e.g., “Leon – Legal”, “Leon – Media”).

Outreach

Email: Send a structured email (template prepared separately by Erik/Nick) explaining Leon’s case and the specific ask (legal help, media attention, political support, etc.).

Phone:

Attempt at least one call to the main number (office or person).

If no answer: leave voicemail where appropriate and note in Zoho: “Called – no answer, voicemail left / no voicemail.”

Zoho Update
For each Leon contact:

Update:

Stage (e.g., New → Contacted → Warm → Supporting / Not Interested).

Last Contact Date.

Next Follow-up Date.

Notes summarizing call/email.

Prioritization

Use Nick’s ranking:

High priority: politicians, senior officials, key NGOs, major media.

Medium: mid-level staff, secondary NGOs, smaller media.

Low: generic info emails, unknown contacts.

Work high priority first and ensure they are not left without follow-up.

5.3 Zoho Fields, Stages & Data Rules (Leon)

Key fields:

Pipeline: Leon Recovery Help Activity Status

Stage: e.g.,

New

Contacted (Email/LinkedIn)

Phone Attempted

Warm / Engaged

Supporting / Active

Not Interested / Closed

Priority: High / Medium / Low

Last Contact Date, Next Follow-up Date

Owner: Jan (default) or Erik (if escalated)

Data rules:

No contact should sit in “New” for more than 1 working day.

Every Warm / Engaged contact must have a Next Follow-up Date set.

Add short, factual notes after each interaction.

5.4 Follow-up Rules & Prioritization

High priority contacts:

Follow up within 3–5 days if no reply.

Medium priority:

Follow up within 7–10 days.

Low priority:

Follow up as time allows; at least once after initial outreach.

6. Pipeline 2 – NailedIt Potential Clients Pipeline

6.1 Objective & Lead Sources

Objective:
Daily outreach to new potential partners/clients for NailedIt, with each contact receiving:

An email or LinkedIn solicitation, and

A phone follow-up (to the company if not the individual).

Lead sources:

Scraped websites/databases of developers, architects, GCs, villa agencies, etc.

Contact lists from events or previous outreach.

Contacts enriched via LLMs (email/phone discovery).

6.2 AI Prompting & Lead Scraping SOP (Gemini vs ChatGPT)

Dropbox path for NailedIt prompting instructions:

C:\Users\erikm\Nickolasteam Dropbox\Erik Diskin\ChicagoAccounting\venture\nailedit\procedure\prompting instrucitons

Core operational rules:

Gemini

Use for larger character blocks (e.g., big HTML pages, long tables, long lists of prospects).

Good for:

Extracting multiple leads from large text.

Summarizing long documents.

ChatGPT

Use for:

Drafting targeted outreach emails / LinkedIn messages.

Creating concise notes, checklists, and SOPs.

Important:

Break source material into smaller parts/chunks.

Do not push extremely large files or giant text blobs in a single prompt.

If working with a large file, split it into logical sections (e.g., 5–10 prospects per chunk).

Jan should always:

Read the prompting instructions in the Dropbox folder before a new scraping run.

Follow the recommended prompt structure for each tool.

6.3 Daily Workflow for Jan (Nailedit)

Identify Today’s Leads

From:

Yesterday’s scraping output.

New scraping session (if needed).

Ensure each lead exists in Zoho with:

Company name, website, role, location (if known).

Research & Qualify

Open the company website.

Categorize (developer, architect, villa agency, etc.).

Estimate potential project size if visible (small / medium / large).

Outreach

Email OR LinkedIn:

Send initial value-focused message introducing NailedIt.

Explain what problem NailedIt solves (costing, dashboards, etc.).

Phone Call:

Call main company number if individual number is not available.

Note outcome in Zoho (answered / no answer / wrong number).

Zoho Update

Pipeline: Nailedit Potential Clients Pipeline

Update:

Stage (New → Contacted → Follow-up Scheduled → Warm → Proposal Sent → Won/Lost).

Project Size (or estimated).

Last Contact Date, Next Follow-up Date.

Notes (what was sent, who you spoke to).

6.4 Zoho Fields, Stages & Data Rules (Nailedit)

Key fields:

Stage:

New

Contacted (Email/LinkedIn)

Phone Attempted

Warm / Interested

Proposal Sent

Won

Lost / Not Now

Project Size: Small / Medium / Large

Last Contact Date, Next Follow-up Date

Lead Source (Scraped, Referral, Event, etc.)

Data rules:

Each active NailedIt lead must show:

At least one outreach (email or LinkedIn).

At least one phone attempt (if phone exists).

6.5 Follow-up Rules & Prioritization

Warm / Interested:

Follow up within 3–4 days.

Proposal Sent:

Follow up within 5–7 days if no response.

Contacted but no reply:

One reminder email/LinkedIn after 7–10 days.

7. Pipeline 3 – Potential CMFDH Investors Pipeline

7.1 Objective & Lead Sources

Objective:
Daily outreach to potential investors for Crypto Money Fund Dollar Hedge (CMFDH) and NLC, with consistent reporting in Zoho.

Lead sources:

LinkedIn Sales Navigator lists (starting with “Singapore”).

Data scraping results (cross-use from NailedIt lists where appropriate).

Introductions and referrals from existing contacts.

7.2 Investor Outreach Messages & Phone Follow-up

Base message (from Nick’s template):

Hi [Name],
I manage Crypto Money Fund Dollar Hedge (https://www.levenstein.net/), a regulated crypto-derivatives fund with audited ~60% annualized returns over 6 years. Thought it’d be good to connect and exchange insights on digital-asset strategies.

Jan can adapt slightly per persona (family office, HNW, CIO, etc.), but must keep core points:

Regulated crypto-derivatives fund.

~60% annualized returns over 6 years (audited).

Offer to exchange insights / explore fit.

Phone follow-up:

Where a phone number is available:

Call once after connection / first message.

If serious interest: schedule a call with Nick.

7.3 Daily Workflow for Jan (CMFDH)

LinkedIn Messaging

Send at least 20 messages per day from the Sales Navigator (for example “Singapore” list), or other target lists that Nick approves.

Enrich Contact Info

Use Gemini/ChatGPT to search for email and phone.

Add details to Zoho:

Work email, phone number, company, role.

Email Outreach & Phone

For leads with email:

Send concise intro email (adapted from template).

For leads with phone:

Make one initial call; log outcome in Zoho.

Zoho Update

Pipeline: Potential CMFDH Investors Pipeline

Update:

Stage (New → Contacted → Call Scheduled → In Discussion → Committed / Declined).

Est. Investment Size or Category (e.g., <$250k, $250k–$1m, >$1m).

Last Contact Date, Next Follow-up Date.

Notes.

7.4 Zoho Fields, Stages & Data Rules (CMFDH)

Key fields:

Stage:

New

LinkedIn Contacted

Email Sent

Call Scheduled

In Discussion

Committed / Invested

Not Interested

Est. Investment Size:

< $250k

$250k–$1m

$1m

Last Contact Date, Next Follow-up Date

Priority (High, Medium, Low) based on investment potential.

Data rules:

Every CMFDH lead contacted must show at least one activity (LinkedIn message or email).

High-potential investors (>$1m) cannot sit without follow-up longer than 5 days.

7.5 Follow-up Rules & Prioritization

Committed / Invested:

Ensure handover to Nick for relationship management.

In Discussion:

Follow up at least every 7 days unless Nick says otherwise.

Contacted, no reply:

One reminder within 7–10 days.

Prioritize by Est. Investment Size and Nick’s ranking.

8. Daily & 10-Day Checklist for Jan

8.1 Daily Checklist (All Ventures)

At the end of each working day, Jan should be able to answer YES to:

Global

I checked all three pipelines in Zoho:

Leon Recovery Help Activity Status

Nailedit Potential Clients Pipeline

Potential CMFDH Investors Pipeline

I updated stages, notes, and next follow-up dates for all contacts I touched today.

Leon Recovery

I acted on all new Leon-related instructions from Nick.

I engaged at least 5 Leon contacts (new or follow-up) by email and/or phone.

Nailedit

I processed at least 10 NailedIt leads (new or follow-up).

For each active NailedIt lead contacted:

I sent an email or LinkedIn message.

I attempted a phone call if a number exists.

CMFDH

I sent at least 20 LinkedIn messages to potential CMFDH investors.

I enriched investor data (email/phone) for new CMFDH leads where possible.

I logged all investor interactions in Zoho.

Reporting

I prepared and sent a short daily summary to Nick (Section 9.1).

8.2 Ten-Day Completion Checklist (for Nick’s Review)

Over a 10-day block, Nick wants:

Clear evidence that:

The procedure is followed daily.

Phone calls are actually being made and logged.

The three pipelines show visible progress.

For each 10-day period, Erik and Jan should be able to show:

Zoho screenshots of:

Each pipeline with visible new contact counts and stage changes.

Activity logs:

Number of emails, LinkedIn messages, and calls per day per pipeline.

Examples of:

Best prospects identified (by size, project value, or Leon importance).

Short narrative:

What changed vs. previous 10 days?

Which channels worked best?

9. Reporting & Dashboards for Nick

9.1 Daily Report to Nick

Format: short email or chat message.

Include:

Headline:

“Daily Outreach – [Date] – Leon / NailedIt / CMFDH”

Metrics:

Leon: X contacts engaged, Y follow-ups, any big progress.

NailedIt: X leads contacted, Y calls, any warm prospects.

CMFDH: X LinkedIn messages, Y emails, Z calls, any serious investors.

Top 3 Items Nick Should Notice:

E.g., “Family office in Singapore wants a call next week,”

“Italian developer wants demo of NailedIt,”

“NGO lawyer agreed to review Leon documents.”

Blockers or Requests:

E.g., need intro from Nick, need additional slides, etc.

9.2 Weekly Summary & “Best Prospects”

Once a week:

Export or screenshot Zoho reports for:

NailedIt, Potential CMFDH, Leon.

Mark the top 5–10 “best prospects” in each:

CMFDH: by estimated investment size.

NailedIt: by project size.

Leon: by importance ranked by Nick.

10. Automation vs Manual Work

Automation possibilities:

Use Zoho workflows to:

Auto-create follow-up tasks after changing a Stage to “Contacted”.

Send reminders when Next Follow-up Date is today or overdue.

Use simple scripts/LLM flows for:

Parsing scraped data into CSV format for import to Zoho.

Manual work (cannot avoid):

Reading websites and deciding if a lead is good.

Talking to people on the phone.

Writing short custom notes and adjusting follow-up timing.

Erik should maintain a list for Nick:

“What is already automated”

“What is still manual”

as requested.

11. The Magnet & The Spear – AI Lead-Gen Intelligence Framework

11.1 Overview

The Magnet & Spear framework is the core AI-driven lead-generation strategy used across NailedIt, CMFDH, and selected Leon Recovery tasks. It combines two complementary AI models:

The Spear (Outbound Precision)
Hunts high-value, high-intent prospects by extracting actionable intelligence from public and semi-public data sources.

The Magnet (Inbound Attraction)
Filters inbound registrations and identifies accredited or highly relevant prospects using AI-driven vetting.

Together, these systems transform sales and outreach into a predictable, intelligence-driven process where:
AI performs the data grunt work → humans perform the conversations and conversions.

11.2 Operation SPEAR – Outbound Intelligence Engine (Nailedit)

11.2.1 Mission Brief

Source: Daily city permit feeds (Chicago, New York, San Francisco, Los Angeles).

Objective: Convert raw construction permit records into CRM-ready leads for NailedIt.

Tools: Python, Pandas, ChatGPT, Grok, Gemini.

Every construction permit is effectively a “breadcrumb” pointing to a potential developer, architect, contractor, or investor.

11.2.2 SPEAR Workflow

1. Data Extraction

Use scraping tools or existing datasets (developer-built scraper).

Export permit feeds into CSV.

2. AI Structuring (via Gemini or ChatGPT depending on size)
AI identifies:

Company names

Roles (developer, architect, main contractor)

Suggested CEO/decision-maker

Predicted emails & phone numbers

Drafts intro letters

Outputs CRM-ready formatted data

3. Human Validation (Jan)

Verify decision-makers

Check email/phone validity

Remove false positives

Ensure data matches company websites and LinkedIn

4. Outreach Execution

Email OR LinkedIn

Phone call to company if personal number is unavailable

Update all actions in Zoho

5. Zoho Sync

Move leads into correct stages

Set next follow-up date

Add call/email notes

11.2.3 Field Lessons from SPEAR

AI struggles with ambiguous names and multi-contractor projects

CRM (Zoho) filters out bad emails — human review required

Phone number accuracy always requires manual judgment

AI massively increases speed, but human intelligence closes deals

11.2.4 SPEAR SOP Summary Table

Step

Owner

Output

Scraping

Developer/Tools

Raw permit data

AI Processing

Gemini/ChatGPT

Structured CRM-ready data

Validation

Jan

Cleaned, verified listings

Outreach

Jan

Email/LinkedIn/Phone logs

Follow-up

Jan

Updated stages + notes

11.3 Operation MAGNET – Inbound Vetting Engine (Levenstein.net)

11.3.1 Mission Brief

Goal: Fill a room with only accredited or high-fit prospects.

Use Case: Events such as SiGMA, Singapore roundtables, Dubai investor sessions.

Results: 80+ registrants → AI screening → 58 confirmed accredited / high-value leads.

AI acts as a “bouncer” — filtering out low-value or irrelevant registrants before outreach begins.

11.3.2 MAGNET Workflow

1. Raw Registrant Intake

Export event sign-ups into CSV or spreadsheet

Feed into Gemini (best for large text)

2. AI Vetting Engine
AI performs:

LinkedIn profile reading

Biography interpretation

“Accredited Investor Probability” scoring

Fit indicators (finance experience, AUM, job role, credibility markers)

Categorizes into:

Invite

Review

Decline

Generates short “context briefs” for personalized outreach

3. Human Verification (Erik + Jan)

Review AI scoring

Approve final invitations

Ensure investment regulatory controls

Assign outreach tasks

11.3.3 MAGNET Results

Vetting time reduced 10×

Higher-quality conversations from the beginning

AI-generated briefs improved personalization

Conversion rate increased due to relevance

11.3.4 MAGNET SOP Summary Table

Step

Owner

Output

Data intake

Jan

Registrant export

AI Screening

Gemini

Ranked profile list

Verification

Erik

Final invite list

Outreach

Jan

Personalized outreach

Tracking

Jan

Zoho investor pipeline updated

11.4 Human Intelligence Factor — The Core Lesson

AI is the analyst.
Humans are the closers.

Key principles:

AI cannot replace human judgment, intuition, or follow-up persistence

Telemarketers / callers are essential (ensuring messages land)

Programmer built the permit-scraper, but AI removed the need for programmers in later steps

The real formula for success:

AI + Human + Feedback Loop = Conversion

11.5 Where Magnet & Spear Apply

Pipeline

Magnet

Spear

Explanation

NailedIt

No

YES

SPEAR extracts clients from city permits

CMFDH

YES

YES

Events use Magnet; investor hunting uses Spear

Leon Recovery

Limited

Limited

Used selectively for NGOs, lawyers, journalists

11.6 Daily Requirements for Jan (Magnet/Spear Tasks)

Jan must check:

New SPEAR datasets (permit extractions)

New MAGNET datasets (event registrations)

Import and validate leads

Convert AI results into Zoho entries

Perform outreach per SOP

Log all email, LinkedIn, and phone actions

Report daily intelligence highlights to Nick

12. Appendix – Prompting & File-Handling Instructions

12.1 Dropbox Path & NailedIt Prompting Instructions

Path:
C:\Users\erikm\Nickolasteam Dropbox\Erik Diskin\ChicagoAccounting\venture\nailedit\procedure\prompting instrucitons

Jan (and Erik) should:

Read this document before any new scraping or mass prospecting run.

Follow its recommended prompts and formats.

12.2 Using Gemini vs ChatGPT

Use Gemini when:

Input text is very long (large HTML pages, big CSV-like blocks).

You need to process many leads at once and extract:

Names

Companies

Roles

Emails/phones (if present)

Use ChatGPT when:

Drafting:

Outreach email templates.

LinkedIn approaches.

Summaries of calls or weekly reports.

Building SOPs, checklists, and documentation like this.

Always split input into manageable chunks, do not push giant text blocks in one go.

12.3 Example Outreach Template (CMFDH)

Base LinkedIn connection message:

Hi [Name],
I manage Crypto Money Fund Dollar Hedge (https://www.levenstein.net/), a regulated crypto-derivatives fund with audited ~60% annualized returns over 6 years. Thought it’d be good to connect and exchange insights on digital-asset strategies.

Email version can add:

One sentence of context (where you found them).

One sentence of call to action (e.g., “Happy to share our strategy deck or schedule a brief call next week.”).