What is the first step in the 6 step playbook?

Start with a results first map: define the desired outcome, map outcome to one workflow with one owner and a clear checkpoint, and track mappings in a simple Google Sheet or a JSON export from ServiceTitan.

How should I run a direct mail campaign for predictable response?

Build predictive lists from recent jobs lost bids and lapsed customers, run a two touch sequence such as postcard then postcard plus email within one week if no response, and track batch size scan rate QR click through rate and booked appointment rate.

How do I integrate mail SMS and email with ServiceTitan or other CRMs?

Centralize events in an automation hub and connect via API. Use Make or Zapier for simple wiring and Python or AWS Lambda for custom logic. Sync delivery and reply events back to the CRM in real time and use Google Sheets as a failover log for failed calls.

What are the recommended AI photo rules for field consistency?

Standardize photo angle distance inclusion of a branding card and a safety flag. Run a lightweight AI tagger at upload to classify before after safety and branding issues and auto create a single crew task plus a check back photo when a site fails.

Which KPIs should I include on a dashboard?

Track mail response rate follow up completion percent AI tagged issues resolved site consistency score and conversion to booked jobs. Keep charts simple with one number per row and a small trend sparkline for quick decisions.

How do I run a quick pilot to validate the system?

Start small with two mail sequences and five pilot sites, connect one automation hub, enable AI photo checks for pilots, check KPIs daily and review weekly. If errors appear roll back the change that added the most steps and simplify the rule.

What are practical integration and testing tips for systems people?

Map API endpoints for lead create delivery and reply. Log every webhook to a Google Sheet while testing. Build retries with exponential backoff and keep one owner per workflow who receives the weekly KPI email.

What tools are recommended for this playbook?

Common tools include PostcardMania for printing or an API batch process with Python ServiceTitan Jobber or HubSpot for CRM Make or Zapier for low code automation and AWS Lambda or Python for heavy transforms plus Google Sheets for failover logging.

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