Table of Contents

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Understanding the Need for Maintenance

Scaling a cold email system isn't "set it and forget it." It requires ongoing care and specific roles.

📋 Key Roles Needed:

• Lead Operator: Manages lead flow, adding/removing leads, and deploying A/B variations.
• CRM/Reply Manager: Handles inbox responses, CRM updates, and follow-ups. </aside>

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Scaling effectively requires dedicated roles. One person shouldn't handle everything.

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Preparing to Scale

Before scaling, clearly define your goals and calculate the resources required.

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Lead Gen Jay's Cold Email Calculator

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🧮 Calculating the Scale:

Use the formula to determine how many mailboxes and domains you'll need:

Emails needed per day ÷ emails per mailbox per day = required mailboxes
Mailboxes ÷ mailboxes per domain = required domains

Example:

• Emails to book 1 call: 200
• Desired daily calls: 50
• Emails per mailbox/day: 25

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Calculate your key metric (emails per call) first, then scale accordingly.

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Interactive Calculator Example:

| Metric                      | Your Input |
| --------------------------- | ---------- |
| Emails per call (J number)  | 500        |
| Desired calls per day       | 10         |
| Emails per mailbox per day  | 50         |

**➡️ Results:**
- Emails/day: **5,000**
- Mailboxes needed: **100**
- Domains required: **25**

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Importance of Data Tracking

Effective scaling depends on accurate measurement and tracking.

🎯 Essential Metrics to Track:

• Emails required per booked call (critical)
• Reply rates & positive reply rates
• Conversions from email to booked call
• Closed deals from booked calls

🔗 Using UTM Parameters for Tracking:

• Purpose: Identify lead source clearly in analytics/CRM.
• Simple example:

yourdomain.com/bookcall?utm_source=INST

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Always use at least one UTM parameter to attribute leads clearly.

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