Your Game Plan: Rotary and Real Estate
For: Chau Phan, Kenfoster Staffing · From: Tim · Starts: Tuesday, September 29, 2026
Chau, we run two lanes for now. Priority 1 is Rotary: your VA books market research calls with former Rotarians, and you hold them. Priority 2 is real estate agents. Bookkeeping, healthcare, mortgage and referrals come later, one at a time.
1. This week: Tuesday 9/29 to Saturday 10/3
Cold email (file 8)
- Tuesday. Ela: no more cold sends from GoHighLevel. Your bounce rate (emails that never arrive) is 11%, and GoHighLevel suspends sending at 5%.
- By Saturday 10/3. Chau: the sign ups, about 45 minutes. Text me 2 domain names and wait for my OK. Then buy them, sign up for Zapmail and Instantly, and text me the logins.
Rotary (files 1 to 3)
- Tuesday. Chau answers the blanks in file 3, section 9. Ela types them in the same day.
- By Thursday 10/1. Chau sends Ela the list: name, club, email, phone.
- The VA loads the names within 1 workday, then starts Email 1 and books every yes into your two weekly slots.
Real estate (files 6 and 7)
- No cold email yet.
- Robin: warm leads only. Cold calls and texts wait for the Do Not Call scrub (checking numbers against the do not call lists) and a registered texting number.
- Chau: get Richard's 20 hour a week contract signed.
2. Weeks 2 to 4: Monday 10/5 to Saturday 10/24
Rotary at the file 3 pace. Under 300 names, the VA starts everyone over 30 days. 300 or more, over 90 days. Example: 150 names is 8 starts a day and about 4 calls a week for you (2 hours), if 10% book. Each call is 15 to 20 minutes, recorded. Log the row within 5 minutes.
Every Friday. Ela sends you the seven Rotary numbers. You read them by Monday and bring them Tuesday. After week 2, your real booking rate replaces the 10% guess.
Inboxes warm up. I connect everything and warm the inboxes (sending slowly at first so Gmail and Outlook learn to trust them). Plan on about 2 to 3 weeks before the first cold send. I send new agent data every Friday by noon Pacific. Ela runs 12 test rows, then messages us both "Gate clear."
First small send, when I say the inboxes are ready. Mid to late October at the earliest: 300 agents a week, Email 1 on Tuesday, Wednesday or Thursday. Robin calls on Day 5 and Day 8. By hand, at 15 dialing hours a week, he can carry about 325 agents a week.
3. Days 30 to 90
Real estate ramps toward 1,500 a week, about 60 days to full volume. Step up only when last week's bounce is under 3% and Robin can cover the calls. Reaching 1,500 needs a dialer or a second caller. You pick, with me. It also needs more inboxes: 10 inboxes send about 1,500 emails a week, and each agent gets 3 emails, so 1,500 agents a week takes about 30 to 35 inboxes, which is 4 blocks. We start with 10 and add a block of 2 domains and 10 inboxes each time the numbers hold (file 8).
Friday scoreboard (file 7, Step 15). Ela fills it and marks every number past its limit in red. You read it by Monday. We fix red numbers Tuesday, starting with the next Tuesday group.
Offer A vs Offer B (file 6, section 8). If Offer B is a yes, half the agents hear A and half hear B. We wait until each offer has 3,000 agents through the full sequence, about 6 to 7 weeks after launch at full volume, later while we ramp. No clear winner by 6,000: Offer A.
Rotary targets (file 3). At 10%, 150 names is about 15 calls, 500 is 50, 2,000 is 200. Done when every name has had a call or finished the sequence.
4. Who does what
| Who | Job |
|---|---|
| Chau | Sign ups by 10/3. The Rotary list. Every Rotary call, and every real estate call: part one (getting to know them), then part two (the sales call). |
| Ela | Stops GoHighLevel cold sends. Builds both trackers. Checks the Rotary VA daily. Runs each week's real estate list and emails, answers email replies. Friday numbers. |
| Rotary VA | Sends every Rotary email, call and text. Books and reminds. Logs every touch. |
| Robin | Warm leads now. After the gates: every real estate call and text, books every yes he gets. |
| Reyna | Checks the work. She is the US based QA manager our emails promise. |
| Tim | Builds your cold email setup, free. Delivers the real estate data weekly. Coaches every Tuesday. |
5. Which file for which job
| When you need to... | Open |
|---|---|
| hold a call with a former Rotarian | file 1 |
| check the VA's Rotary emails, calls and texts | file 2 |
| check who does each Rotary step, or the pace | file 3 |
| hear agents' problems in their own words | file 4 |
| match an agent to their problems, by deals a year and side | file 5 |
| find the words for Robin's calls, texts and the emails | file 6 |
| check who does each real estate step, or the scoreboard | file 7 |
| do the email sign ups | file 8 |
6. What we decide Tuesday
- Offer B: yes or no to 5 free hours, and the price after.
- The 5 hour money back guarantee: what exactly does it mean? A full refund if the first 5 hours aren't worth it?
- The email page questions: Who answers replies, and how fast? Where do the lists come from, and are they cleaned? Is 1,500 a week emails or new people?
- Rotary: list source and size, RMB guests and dates, sender name and email, the VA's name, your two weekly slots.
- Real estate: postal address, Robin's callback number and dialing hours, your call slots.
- The legal read on cold calls and texts: who gets it, and by when.
- Your monthly revenue number: I'm just trying to understand your numbers. I believe you said $17,000 a month. When I add up the hours on your sheet, I get about 285 hours a week, which at $10 an hour is about $12,350 a month. Do we have something wrong? It may be clients on a different rate, fees, or people missing from the sheet. Let's line it up together.
- Client hours: one longtime client's hours differ between the sheet and what you've told us. Which is right?
- Still owed: the KPI sheet, call recordings, your top 5 clients and why.
- Upwork: are you on it? If not, why not?
7. How we know it's working
- Bounce under 3%, every week.
- Rotary: about 10% of people started book a call with you, until your real rate replaces that guess.
- Real estate yeses: 1% or more of agents started say yes to a call.
- Real estate calls: about 10 booked a week. By the fourth Friday after the first send: 10 or more, or 7 per 1,000 started while we ramp.
- Signed: 2 or more new real estate clients by that fourth Friday.
Tim