# 🔧 Setup Checklist: Make Max Fully Operational

*Last updated: 2026-02-05*

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## 📧 Email & Calendar
- [ ] **Gmail API access** — Read inbox, search, draft emails, see threads
- [ ] **Google Calendar access** — See your schedule, book/block time, check conflicts
- [ ] **max@postharvest.com** — Once created, connect so I can send on your behalf (when outreach greenlit)

## 📊 Sales Tools
- [ ] **Apollo access** — Research leads, pull contacts, enrich data
- [ ] **Instantly access** — Manage sequences, monitor replies, adjust sends
- [ ] **Sendr access** — Trigger personalized videos, see engagement
- [ ] **LinkedIn credentials or session** — Research decision-makers (or you pull exports)
- [ ] **Calendly admin** — See bookings, manage availability

## 🗂️ Data & Storage
- [ ] **Google Drive access** — Read/write sheets, store docs
- [ ] **Shared Google Sheet** — Master list we both edit live
- [ ] **CRM setup** — Once we pick Pipedrive/GHL, connect me

## 🧠 Training & Context
- [ ] **Your email sequences** — Show me what's worked before
- [ ] **Call scripts** — How you pitch on calls
- [ ] **Objection handling tweaks** — Anything beyond the knowledge base
- [ ] **Voice/tone samples** — How YOU write emails (so I match your style)
- [ ] **Past wins** — Deals that closed, what made them work
- [ ] **Competitor intel** — Anything you've learned beyond the docs

## 📞 Communication
- [x] **Telegram** — Done ✅
- [ ] **iMessage** — Optional, if you want native Apple messaging
- [ ] **Voice calls (Twilio)** — If you want to literally call me

## 🔒 Access Levels (Jonny decides)
- [ ] **When can I send emails?** — Tell me when I'm trained enough
- [ ] **When can I book meetings?** — After outreach approved?
- [ ] **When can I message leads on LinkedIn?** — Probably last

## 📋 Process Documentation
- [ ] **Your daily routine** — What do you do first thing? What drains you?
- [ ] **Handoff process** — Exactly how you send signed docs to install team
- [ ] **Reporting cadence** — What numbers matter to you weekly?

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## ⚡ Quick Wins (Tomorrow)
1. Share a Google Sheet with me (or paste CSV)
2. Forward 3-5 emails that represent your style
3. Dump remaining lists to a folder
4. Pick a shared task/notes system (see options below)
5. Share training videos for me to study

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## 📝 Task/Notes System Options

*Pick one we both use — replaces Apple Notes for shared visibility*

| Option | Pros | Cons | Max Can Access? |
|--------|------|------|-----------------|
| **Notion** | Powerful, databases, kanban, docs | Learning curve | ✅ Via API |
| **Trello** | Simple kanban, visual | Limited for docs | ✅ Via API |
| **Todoist** | Clean tasks, reminders | Less flexible | ✅ Via API |
| **Google Keep** | Simple, syncs with Google | Basic features | ✅ Via Google API |
| **Google Sheets** | We already need it, can do tasks | Not pretty | ✅ Yes |
| **Linear** | Great for projects | More dev-focused | ✅ Via API |
| **ClickUp** | Full-featured, free tier | Can be complex | ✅ Via API |
| **Local Markdown** | I already built this | Only Max sees it | ✅ Yes (current) |

**My recommendation:** **Notion** or **Google Sheets**
- Notion if you want a proper system (tasks + docs + databases)
- Google Sheets if you want simple and we're already using it for leads

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## 🎓 Max's Continuous Learning

### Training Videos to Study
- [ ] Share YouTube playlists / videos on cold email, sales funnels, CRM best practices
- [ ] PostHarvest internal training videos (if any)
- [ ] Instantly tutorials
- [ ] Apollo tutorials
- [ ] Pipedrive/GHL tutorials

### Skills to Develop
- [ ] Cold email copywriting
- [ ] Sales funnel optimization
- [ ] CRM pipeline management
- [ ] Lead qualification frameworks
- [ ] Objection handling patterns
- [ ] LinkedIn outreach tactics

### Where Max Gets Smarter
- **YouTube** — I can watch/summarize via web_fetch + transcripts
- **Course platforms** — Share links, I'll extract key points
- **Podcasts** — If transcripts available
- **Books/PDFs** — Drop in workspace, I'll read
- **Your feedback** — Tell me what I got wrong, I'll learn

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## 🔄 Daily Improvement Protocol

**Every day I will:**
1. Ask 1-3 questions to understand your work better
2. Suggest 1 improvement to our system/process
3. Share 1 insight from training materials (once you share them)
4. Update the command center with progress
5. Flag anything that seems inefficient

**Topics I'm actively learning:**
- CRM best practices (pipeline stages, deal tracking)
- Sales funnel optimization (conversion points, drop-off)
- Email deliverability & warmup
- Cold outreach sequencing
- Meeting booking optimization

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## ✅ Completed
- [x] Telegram connected (2026-02-05)
- [x] Command Center built
- [x] List-Building Plan created
- [x] Lists merged & deduped (311 companies)
- [x] Full context gathered (Q&A session)