Every Monday on Zoom. KC and Andrea together. 30 minutes max. Same structure every week.
Each of them shares one win from the previous week. A great conversation, a call they booked, a prospect who opened up. Start positive every time, even if the week was tough. This builds morale and trains them to look for what is working, not just what is not.
You say: "Before we look at numbers, I want one win each from last week. Anything that went well, big or small. KC, you start."
Review each setter's previous week totals from their EOD reports. Go through each metric. No judgment, just facts. You are looking for patterns, not punishing bad weeks. Read KC's numbers, then Andrea's. Keep it even-handed.
| Metric | Target | KC | Andrea |
|---|---|---|---|
| Conversations started | 15/day | ___ | ___ |
| Follow-ups sent | 15/day | ___ | ___ |
| Rapport calls booked | see ramp | ___ | ___ |
| Rapport calls ran | ___ | ___ | ___ |
| Sales Zooms booked for May | ___ | ___ | ___ |
Set targets for the coming week. Each setter should be able to say whether the target feels realistic based on her current pipeline. If she thinks it is too high, hear her out. If she is just avoiding it, push back. During ramp, both setters are on the same schedule below.
Important: Targets that are too unrealistic cause setters to give up entirely. Start achievable, then raise the bar as they improve. KC is already taking her first practice rapport calls. Andrea may be a step behind on the ramp and that is fine. Track them against where they each are, not against each other.
Each setter walks you through her current pipeline. Who is warm, who needs a follow-up, who is ready for a rapport call but has not been moved yet, who went cold. This is where you spot the people they are stuck on or avoiding.
Pick one DM conversation or one recorded rapport call to walk through with the group. Could be a win, to reinforce good behavior, or a teaching moment that is general enough not to single anyone out. Save anything that would embarrass a setter for the private one-on-one.
End every huddle with one specific focus. Not five things. One. Clear and actionable. It can be a shared focus for both, or one each if they are at different stages.
Examples: "This week, move every qualified prospect to a rapport call within 2 messages of confirming they want help. Do not wait." / "This week, follow up with every guide opt-in from the past 10 days." / "This week, tighten your booking ask. Always give two time options, never leave the day open."
Wednesday is the mid-week pulse. Are they tracking toward the weekly target or already behind? If behind, problem-solve now while there is still time to recover.
Friday is the close-out. Did they hit? If not, what happened and what is the plan? This is also where you guide them to own their outcome. "Do you think you can catch up? What would that take?" You are not telling them to work the weekend. You are letting them arrive at it.
If one setter is ahead and one is behind, the behind one hears about it here, privately, warmly, and directly. Never in the Monday huddle.
Once a month, extend the Monday huddle and add these two items:
You run three threads. One team group chat with you, KC, and Andrea together for daily EOD reports, the Monday reminder, and general logistics. Then two private one-on-one threads, one with KC and one with Andrea, for the Wednesday and Friday check-ins and any sensitive feedback. Coaching and corrections stay in the private threads, never the group.