Run Sheet · Hunt Visuals

1

First thing, every day

Sales. Work every conversation and the pipeline.

This is the weakest area in the business right now. Every day nobody works the pipeline is a day a warm lead goes cold. Start here before anything else.

Open every inbox and clear it.GoHighLevel conversations, Instagram DMs, Facebook, WhatsApp, hv@huntvisuals.com. Nothing stays unread.
Reply to every message that has no reply yet.Even if the real answer has to come from Lloyd, send something. "Let me check that and come back to you today" keeps it alive.
Work the 1. Sales pipeline from the top down.Hot Lead first, then Warm Lead, then New Lead. Hot leads get contacted first if we have not spoken in 5 days.
Move every opportunity into the stage it is actually at.The pipeline is only worth anything if it tells the truth. Nobody sits in the wrong stage overnight.
Follow up on the 3, 7 and 10 day rhythm.Most sales come from the follow up, not the first message. Set the GHL task reminder the moment you promise one.
Chase everyone sitting in Proposal Sent.Same for Yes (Not Yet). These are the closest people to buying and they get forgotten the most.
Rebook every No Show.A no show is not a no. Message them the same day and offer two new times.
Book calls straight into Lloyd's calendar.Do not ask him first. Book it, then tell him. He would rather have a booked call than a question.
Message like a person, not a company.Short messages. One point per message. Match the energy they give you. Reply fast so the conversation feels live.
Engage before you pitch.Reply to stories, comment on posts, warm people up. Do this after the hot leads are handled, not instead of them.

Send to Lloyd

Anything about price, scope or a decision only he can make. Never quote a number yourself, not even casually in a DM.

2

Every day, same time

Editors. Find out what each one is doing.

Nobody works in silence. You should be able to say what every editor is on right now without opening anything. Brief them directly. Ryan oversees the whole team and helps, but they are not his to manage.

Message every editor. Ryan, Eric, Yuri, Kai and Audrey.Then Polly and Vi on the cuts, and Ben on anything YouTube. Each one gets their own message, not a group ping.
Ask each one the same four questions.What did you finish. What is in progress. What is next. What is blocking you and when will it clear.
Update the Notion edit list so it matches what they told you.The tracker has to match reality. If it does not, nobody can trust it and Lloyd ends up asking anyway.
Write every blocker down clearly.Who owes what, and by when. A blocker with no name and no date is not a blocker, it is an excuse.
Chase anything sitting longer than 3 days.Every video should be finished within 3 days of being handed out. Past that, ask why and get a new date.
Put the checklist into Frame.io as comments.Screenshot it or paste the exact lines in. Same words, same feedback, every single time. They will stop making the mistake once they have read it ten times.
Check the editors are updating Notion themselves.The rule is that they mark it after every edit and every revision round. If they finish silently, the whole review loop stalls and you find out days later.
Check they have everything they need.Footage in Drive, access to Notion and Frame.io, the brief, the reference clip. Missing files are your job to unblock.
Flag anything stalled or at risk today.Not tomorrow. A problem raised early is a scheduling change. Raised late it is a missed client deadline.

Send to Lloyd

A deadline is going to be missed, or an editor has gone quiet and is not replying.

3

Before anything leaves the building

Review every edit properly.

Quality beats speed here every time. Nothing goes to a client with a mistake in it that we could have caught.

Only review edits the editor has marked ready.If they have not told you it is ready, it is not ready. Do not go digging through Frame.io folders guessing.
Run the Editor's Checklist on it yourself.Do not assume they ran it. That checklist exists because the same avoidable mistakes kept coming back.
Watch the whole thing, start to finish, sound on.Most mistakes are in the last ten seconds, because that is where attention drops. Never skim.
Check it against the brief and the client's brand.Right logo, right colours, right fonts, captions spelled correctly, right aspect ratio, audio levels even.
If it needs changes, put the notes in Frame.io with exact timecodes.Send it back to the editor. Do not fix it yourself, or they never learn and you become the bottleneck.
First drafts go to Lloyd before the client.If Lloyd has not seen a first draft for that client yet, he sees it first. After he has signed off on the style, you can send directly.
Approved work goes to the client's Drive Exports folder.Then send it in their WhatsApp Edits chat. All feedback lives in that chat, never in personal DMs.
Mark it off in Notion so it does not get edited twice.And pass it to Vi for posting if that client is on a posting package.
Rewatch the review training videos if you are unsure.If you cannot say why an edit is good or bad, watch them again before you approve anything.

4

Nobody goes quiet

Clients. Reach out before they have to.

This is the biggest gap in the whole business. Clients rarely leave because the work is bad. They leave because they felt forgotten between shoots.

Check every active client has heard from us this week.Not a delivery, an actual message. Anyone who has not gets one today.
Send proactive check ins. Do not wait to be messaged.How is the content performing, anything coming up we should film, anything you need from us.
Send results updates where we have numbers.Views, enquiries, bookings, ad leads. Clients who see results renew. Clients who see nothing assume nothing happened.
Update the 3. Delivery & Retention pipeline.Watch Renewal Due and At Risk closest. Anyone gone quiet for over a week moves to At Risk and gets flagged to Lloyd.
Make sure Vi has what she needs to post.Approved videos, captions, schedule, brand notes. Her briefs have to be specific, she does not write strategy.
Confirm the next shoot date is in the diary for every retainer client.No client should be without a next date. Book the videographer too if it is not Lloyd filming.
Check invoices and payments are up to date.Flag anything overdue to Lloyd rather than chasing money yourself.

Send to Lloyd

A client is unhappy, wants a refund, wants to cancel, or is asking for work outside what they paid for.

5

Mostly Thursday

YouTube. Turn one episode into two weeks of content.

Ben films and cuts the episodes and leaves his notes in Frame.io. Ryan is the only person who edits our own YouTube. Your job is making sure nothing stops moving between the two of them.

Read Ben's Frame.io comments on every finished episode.That is where the reel moments are marked. If an episode has no comments on it yet, chase Ben before you chase anyone else.
Turn those comments into a clean list for Ryan.One line per short. Timecode in and out, what the moment is, and why it works. Ryan should not have to interpret anything.
Every episode gives a trailer plus 4 to 6 shorts.If you genuinely cannot find four good moments in an episode, raise it on the team call. That is a filming problem, not an editing one.
Add every short to the Notion edit list with full details.Which episode it came from, format, caption direction, target post date. A row with missing details cannot be scheduled, so Vi will just skip it.
Make the thumbnail covers yourself.They have to match the website and the pinned post covers exactly. Gold headline type, dark filmic image, real footage. Never bright flat stock and never an AI image.
Mix the shorts across episodes when you schedule.Never run four from the same episode back to back. Interleave them so the grid looks varied and it does not feel like one recycled video.
Two episodes a month is the target.At 4 to 6 shorts each, that is a week to ten days of posts per episode. Two a month keeps the feed full without repeating.
Schedule finished episodes to YouTube oldest first.Strict date order. Never post a newer episode ahead of an older one that is sitting there ready.
Nothing goes out until the episode is complete and approved.Full episode signed off first, then the trailer, then the shorts. Not the other way round.

6

Only when a new client signs

Onboarding. Build their space, send the link, chase the board.

The client does most of this themselves now, on one page called their onboarding hub. It carries the welcome videos, the onboarding form, their brand uploads, their payment setup and every access step. Your job is to build their space before they arrive, send them their link, then chase them on the board until every step is green. Full detail in the onboarding SOP, and you can click through exactly what the client sees.

7

Last third of the day

Building. Make next week easier than this one.

If the whole day goes on firefighting, nothing ever gets better. Protect this time.

Write down anything you did twice this week.Doing something twice means it should be an SOP or an automation. Keep a running list.
Build or fix one GoHighLevel automation.In this order of value. Client check ins after delivery, then lead follow up sequences, then upsell triggers, then onboarding.
Update any SOP that has gone out of date.If you found yourself explaining a process to someone today, that process needs writing down.
Keep the client roster and trackers accurate.Statuses, contacts, shoot dates, package types. A wrong tracker sends the whole team the wrong way.
Ask for a new SOP whenever a task is unclear.Never guess and never invent a process quietly. Ask, then write it down so nobody has to ask again.

WK

Once a week, same slot, never moves

The team call. You and Ryan run it.

Everyone on one call, once a week, no exceptions. This is where problems get caught before they turn into client problems. These ticks clear on Monday, not overnight.

You and Ryan pick the slot together and put it in the calendar.Once it is in, it does not move. Send the invite to everyone so it lives in their calendar too, not just in a chat message.
Everyone on it. Ryan, Eric, Yuri, Kai, Audrey, Polly, Vi and Ben.Kai and Audrey included, so the whole team hears the same brief instead of it filtering down second hand.
Record it with Fathom, or send Lloyd the call link straight after.He will not always make it live, but he wants to be able to watch it back.
Go through the week's edits, good and bad.Show one that was great and say why. Show one that came back with notes and say why. Feedback out loud lands harder than feedback in Frame.io.
Walk the checklist through with them.Pick the two mistakes that came up most this week and cover them properly. Same words as the Frame.io comments so it reinforces.
Cover what is coming next week and who has capacity.Shoots landing, deadlines, holidays, anyone overloaded. Include the YouTube episode and its shorts.
Ask everyone what is slowing them down.Ask it directly and wait for a real answer. Then fix the thing, or tell them who is fixing it and when.
Write the notes and the actions straight after.Who is doing what by when. Put it where everyone can see it, not just in the chat.
Send Lloyd the Friday summary.Pipeline movement, edits shipped, clients at risk, YouTube progress, what you built, and the one thing you need from him.

Your week, then your day.

One thing finished by each day

The day, split three ways

Sales. Work every conversation and the pipeline.

Editors. Find out what each one is doing.

Review every edit properly.

Clients. Reach out before they have to.

YouTube. Turn one episode into two weeks of content.

Onboarding. Build their space, send the link, chase the board.

Building. Make next week easier than this one.

The team call. You and Ryan run it.

The lines you do not cross

What only he can answer