Skills › Knowledge Work Plugins › crm-autopilot › standing_mode.md

standing_mode.md

144 lines · small-business/skills/crm-autopilot/reference/standing_mode.md at 2574e29

Involves a person

Most marks come from matching words in the file, so treat them as pointers.

1# Standing Mode

3The scheduled sweep. This is what turns the skill from a tool the owner remembers to use into one that keeps the CRM current on its own.

5---

Standing Mode

The scheduled sweep. This is what turns the skill from a tool the owner remembers to use into one that keeps the CRM current on its own.

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7## What a run does

91. Pull everything since the last run — sent and received mail with external contacts, completed calendar events, new call transcripts

102. Resolve each to a contact and a deal

113. Log the activity

124. Extract structured fields and propose updates

135. Find deals that have gone quiet and draft the next touch

146. Refresh the next-step queue

157. Report what needs the owner

17Record the run timestamp so the next sweep knows where to start. Re-logging the same meeting twice is a visible error and it clutters the record the owner relies on.

19---

What a run does

Pull everything since the last run — sent and received mail with external contacts, completed calendar events, new call transcripts
Resolve each to a contact and a deal
Log the activity
Extract structured fields and propose updates
Find deals that have gone quiet and draft the next touch
Refresh the next-step queue
Report what needs the owner

Record the run timestamp so the next sweep knows where to start. Re-logging the same meeting twice is a visible error and it clutters the record the owner relies on.

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21## Extracting from a call transcript

23The highest-value input in this whole skill. A recorded sales call contains everything the owner would otherwise type from memory three days later, badly.

25Pull these:

27| Field | What to look for |

28|---|---|

29| Next step | What was agreed, and by when. Usually said in the last two minutes |

30| Owner of the next step | Whether it's on the owner or the customer |

31| Budget signal | Any number mentioned, even in passing |

32| Timeline | Dates, seasons, "before the end of the quarter" |

33| Objection | What they pushed back on. Often the most useful field |

34| Other people | Anyone named who wasn't on the call — they're usually a decision-maker |

35| Competitor mentioned | Who else they're talking to |

37**Quote the objection verbatim.** A paraphrase loses the thing that made it useful. "It's not the price, it's that we'd have to shut down the floor for two days" is a specific problem the owner can solve. "Had concerns about implementation" is not.

39Write the summary in three to five lines. The transcript stays available; the summary is what gets read.

41```

42Call summary — Ridgeline, Jul 27, 34 min

44Dana confirmed all six buildings, wants one plan not per-building. Budget

45signal: "we paid around 8 last time" (that was 2 units, not 6).

47Objection, her words: "the part I can't sell upstairs is another vendor

48changeover — last one was a mess."

50Next step: Ray sends the proposal by Wed. Dana loops in Priya (facilities

51director, wasn't on the call) before they decide.

52```

54Everything in that summary either changes what the owner does next or explains why the deal might not close.

56---

Extracting from a call transcript

The highest-value input in this whole skill. A recorded sales call contains everything the owner would otherwise type from memory three days later, badly.

Pull these:

Field	What to look for
Next step	What was agreed, and by when. Usually said in the last two minutes
Owner of the next step	Whether it's on the owner or the customer
Budget signal	Any number mentioned, even in passing
Timeline	Dates, seasons, "before the end of the quarter"
Objection	What they pushed back on. Often the most useful field
Other people	Anyone named who wasn't on the call — they're usually a decision-maker
Competitor mentioned	Who else they're talking to

Quote the objection verbatim. A paraphrase loses the thing that made it useful. "It's not the price, it's that we'd have to shut down the floor for two days" is a specific problem the owner can solve. "Had concerns about implementation" is not.

Write the summary in three to five lines. The transcript stays available; the summary is what gets read.

Call summary — Ridgeline, Jul 27, 34 min

Dana confirmed all six buildings, wants one plan not per-building. Budget
signal: "we paid around 8 last time" (that was 2 units, not 6).

Objection, her words: "the part I can't sell upstairs is another vendor
changeover — last one was a mess."

Next step: Ray sends the proposal by Wed. Dana loops in Priya (facilities
director, wasn't on the call) before they decide.

Everything in that summary either changes what the owner does next or explains why the deal might not close.

Raw lines 21 to 57

Involves a person before they decide :51

58## Finding quiet deals

60A deal is quiet when it has no activity in 14+ days, or its close date has passed and it's still open.

62Rank by what's at stake — value first, then how long it's been silent. An owner will act on three quiet deals and ignore a list of twenty.

64**Draft the next touch, don't just flag it.** A flag creates work. A draft removes it.

66Ground each draft in what actually happened last: the last exchange, what was promised, what was left open. "Following up on our conversation" is the generic version and it converts poorly. "You were going to check with Priya on the changeover timing — any word?" is a real message.

68Read [the shared voice profile](../../../shared/voice-profile.md) so drafts sound like the owner. Every one waits for approval.

70---

Finding quiet deals

A deal is quiet when it has no activity in 14+ days, or its close date has passed and it's still open.

Rank by what's at stake — value first, then how long it's been silent. An owner will act on three quiet deals and ignore a list of twenty.

Draft the next touch, don't just flag it. A flag creates work. A draft removes it.

Ground each draft in what actually happened last: the last exchange, what was promised, what was left open. "Following up on our conversation" is the generic version and it converts poorly. "You were going to check with Priya on the changeover timing — any word?" is a real message.

Read the shared voice profile so drafts sound like the owner. Every one waits for approval.

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72## The next-step queue

74Every open deal needs three things: an owner, a next action, and a date. Deals missing any of them are the ones that quietly die.

76Surfacing them is most of the value in a standing run:

78```

79No next step set — these are the ones that go quiet:

80 Fairmount Commercial USD 9,400 last activity Jul 11

81 Delta Park USD 22,000 last activity Jul 19

82```

84Two lines, and the owner can fix both in a minute.

86---

The next-step queue

Every open deal needs three things: an owner, a next action, and a date. Deals missing any of them are the ones that quietly die.

Surfacing them is most of the value in a standing run:

No next step set — these are the ones that go quiet:
  Fairmount Commercial   USD 9,400   last activity Jul 11
  Delta Park             USD 22,000  last activity Jul 19

Two lines, and the owner can fix both in a minute.

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88## The standing-run report

90Lead with what needs the owner. Never open with a list of everything logged — that reads as noise and trains them to skip it.

92```

93## CRM — since Monday

95### Needs you

97 3 follow-ups drafted on quiet deals — Ridgeline, Corwin & Bay, Delta Park.

98 Review and send?

100 Fairmount close date passed Jul 18 and it's still open. Push the date, or

101 mark it lost?

102

103### Logged automatically

104

105 11 emails · 4 meetings · 2 call transcripts across 9 deals

106

107### Proposed field updates

108

109 Ridgeline next step: proposal by Wed (from Thursday's call)

110 Corwin & Bay budget: ~USD 9,400 mentioned (from Tuesday's email)

111

112### No next step set

113

114 Fairmount USD 9,400 · Delta Park USD 22,000

115```

116

117The owner reads the first section and acts. Everything below it is there for when they want to check.

118

119---

120

The standing-run report

Lead with what needs the owner. Never open with a list of everything logged — that reads as noise and trains them to skip it.

## CRM — since Monday

### Needs you

  3 follow-ups drafted on quiet deals — Ridgeline, Corwin & Bay, Delta Park.
  Review and send?

  Fairmount close date passed Jul 18 and it's still open. Push the date, or
  mark it lost?

### Logged automatically

  11 emails · 4 meetings · 2 call transcripts across 9 deals

### Proposed field updates

  Ridgeline    next step: proposal by Wed (from Thursday's call)
  Corwin & Bay budget: ~USD 9,400 mentioned (from Tuesday's email)

### No next step set

  Fairmount USD 9,400 · Delta Park USD 22,000

The owner reads the first section and acts. Everything below it is there for when they want to check.

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121## Cadence

122

123Daily is usually too often — there isn't enough new activity and the report becomes noise the owner stops opening.

124

125Twice a week or weekly fits most businesses. Match it to how often they actually talk to customers.

126

127Ask once at setup, then leave it alone:

128

129```

130Weekly on Monday, or twice a week? Weekly works for most people — daily

131ends up being a lot of empty reports.

132```

133

134---

135

Cadence

Daily is usually too often — there isn't enough new activity and the report becomes noise the owner stops opening.

Twice a week or weekly fits most businesses. Match it to how often they actually talk to customers.

Ask once at setup, then leave it alone:

Weekly on Monday, or twice a week? Weekly works for most people — daily
ends up being a lot of empty reports.

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136## What standing mode must never do on its own

137

138- Change a deal stage. It drives forecasts the owner reports to other people.

139- Close or mark a deal lost.

140- Create a deal.

141- Send a follow-up.

142- Delete anything.

143

144Everything on that list gets proposed and waits. The point of a standing run is that the owner can ignore it for a week without anything irreversible happening.

What standing mode must never do on its own

Change a deal stage. It drives forecasts the owner reports to other people.
Close or mark a deal lost.
Create a deal.
Send a follow-up.
Delete anything.

Everything on that list gets proposed and waits. The point of a standing run is that the owner can ignore it for a week without anything irreversible happening.

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