What is a seasonal dispatch cadence and why does it matter?

A seasonal dispatch cadence is a repeatable plan that links direct mail, CRM, and field work to measurable revenue. It makes results provable by combining clean data, tracked mail (unique URL/QR), and onsite logs so you can measure leads, contact quality, follow-up rate, and onsite completion.

How do I set up the 1-week immediate blueprint?

Start with four actions: nightly data hygiene (validation and scoring), enforce a 24-hour first-contact SLA with a second attempt at day 3, trigger direct-mail batches when a seasonal label is applied with unique URL/QR, and surface scheduled visits and outcomes on a live dashboard.

Which tools and connectors work for this playbook?

Common options include PostcardMania for mail, HubSpot or a lean CRM, ServiceTitan or Jobber for field logs, Zapier or Make for no-code links, and Python on AWS Lambda for serverless dedupe jobs. Google Sheets and QuickBooks can be used for lightweight audits and revenue mapping.

How should I track direct-mail responses and attribution?

Generate a unique campaign code, URL, or QR for each mail batch and capture redemptions in the CRM. Use that code to attribute visits and follow-ups and record the batch ID in campaign timelines for reconciliation.

What KPIs should I display on the dashboard?

Track a small set of daily KPIs: time to first follow-up ( =98%), follow-up completion (>=95% attempted calls), API success for onsite logging (>99%), and direct-mail lift (2-3x unique-code response vs baseline).

How do I maintain data hygiene and deduplication?

Run nightly email and postal validation, score contacts 0-100, queue cleanups for low scores, dedupe by phone/email rules, and keep webhook logs for each merge. Automate tasks to create correction work items when records fail checks.

How long should a pilot run and what should it measure?

Run a 30-day pilot to measure qualified leads, SLA adherence, onsite transparency, API success rates, and direct-mail attribution before scaling. Use the pilot to refine thresholds and owner responsibilities.

What controls reduce the main failure points?

Implement nightly two-way CRM to mail reconciliation with alerts on mismatches, enforce SLA and auto-escalation when missed, retain API and webhook logs for at least 90 days, and assign clear owners for each action with a published weekly dashboard.

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