Redial & Recycle Rules Worksheet
Print one sheet. Fill it in with whoever owns your campaigns. This is an operations habit, not a promise that more attempts will produce more conversations. None of this is legal advice. From Dan Hanna and the Straton team · stratoncrm.com
What counts (write your definitions)
A dial attempt is:
A conversation is:
A promised callback is:
If two agents would score the same call differently, rewrite the definitions.
Cap and spacing for this cycle
A cycle is one pass through the list before you rest, re-verify or remove the record.
| List or rank | Max dial attempts this cycle | Min gap after no-answer | Min gap after voicemail | Min gap after gatekeeper |
|---|---|---|---|---|
| Best / A (fresh, verified, right-fit) | ||||
| Middle / B | ||||
| Filler / C |
Why these caps?
After the cap (no conversation yet)
| List or rank | Action (rest / re-verify / remove) | How long before it can return | Owner of that decision |
|---|---|---|---|
| Best / A | |||
| Middle / B | |||
| Filler / C |
“Keep them in the hopper” is not an action. Pick one.
Promised callbacks override the cadence
If the contact asked for a specific time, that time wins. Record:
- Owner:
- Date and time:
- Time zone:
- Reason for the call:
Who can override the redial rule besides a promised callback?
What must live on the contact after every attempt
- Outcome (no answer, voicemail, gatekeeper, conversation, do not contact, wrong number)
- Short note, if the next person needs context
- Attempt count for this cycle
- Next allowed date, or a scheduled callback if they asked for one
A cadence never overrides a do-not-contact request. If they ask you to stop, record it and take them out of the campaign.
Two-week test log
Leave the rule alone for two weeks. Track the same lists, same team, same script.
| Week | List | Attempts | Conversations | Next steps booked | What you'd change (one thing) |
|---|---|---|---|---|---|
| 1 | |||||
| 2 |
One decision for Monday
What are we changing this cycle (cap, spacing, after-cap action, or nothing)?
Owner: Date:
Ready? Book a walkthrough, or read No Answer Isn't a Plan: Write a Redial Rule Before You Recycle the List.
— Dan Hanna, founder, Straton CRM