Warm Lead Generation System - AJ Cassata

AJ Cassata walks through a warm outreach system that reactivates your existing contacts, past leads, and social followers through segmented email and SMS campaigns. Split your database into buckets: reach out to former prospects with personalized check-ins, and send value-first messages to lower-intent leads. Use CRM tools, automation platforms like GoHighLevel, and AI to scale responses and book meetings.
Chapters
That's going to help you attract better employees. Because if I was going to go out and get a job as a salesperson, I would want to be looking at a company that's going to provide me the most warm leads and the most inbound opportunity, rather than me having to chase and just do only cold outbound. And yeah, a lot of the lower level stuff, just like the initial messaging that can be done with automation and even AI.
Hello and welcome. Today we've got a great system to share with you from a long term systemology supporter, AJ Caseata from Revenue Boost. And while I've been on his podcast a couple of times, we thought it'd be good to flip the roles and have him share one of his most important systems. He's a lead generation and sales strategist and we're going to be taking a look at his warm outreach lead generation system. I think. Here's the thing, probably all businesses need more leads and oftentimes they're sitting on huge untapped resources just by simply reactivating past clients and leads. And what's the best way to reach out to those past connections? I think it's through personalized marketing that scales and we can do that now by leveraging AI. That's a big part of what we'll be diving in today. We'll actually look at AJ's system. So first things first. Just like to welcome you to the call, aj.
Yeah, thanks for having me.
Dave said, well, maybe just to start, if you can give us a little bit of context around this system and maybe give us an idea on what type of business do you think would be perfect for this sort of lead generation system?
Yeah, absolutely. So I think this is really a lead generation system every business should have because it's really about making use of your existing database. Right. Every business owner, even if you're a smaller business, you still have a database of past leads, past clients, past prospects who haven't converted, maybe some followers on social media. We could talk kind of about the different angles to it, but it's really, it really works for any business type that has a database. Right. So it's definitely more suited for if you're a little bit more of an established business, if you're starting a new business, this isn't really going to be a good fit. But if you're established, you know, you have some, some, you know, past pipeline, past data, people following your company on social media, there's so many ways to just make use of all that that most people overlook. So most People, most business owners, we usually wait for. I feel like a lot of business owners approach lead generation in a very reactive way. Right. Like waiting for leads to reach out to them, following their content, checking out their ads, visiting their website. And that's fine, of course. Right. But there's all of those. All of the people in your market that are interested in what you do and have maybe been checking you out, but haven't went and raised their hand yet. Right. So this is kind of about capturing the earlier part of the buyer's journey. Because, you know, it's been said that around 3% of any market is ready to buy your solution right now. Right. But beyond that 3%, there might be 10% of it. Who's, you know, in the market, has checked you out, you know, engaged with you on social media, had a call with your team in the past or become a lead before, but haven't converted. And there's all that opportunity if you can actually start to have conversations with them rather than just waiting for people that are all the way ready to buy. So it's really something every business owner should do because the way I look at it is everyone's sitting on some sort of gold.
Yeah. Perfect. And is this something that would trigger this campaign, or is it maybe a campaign that runs all the time or you do it every month or every couple of months? Like, how do you think about when this system should run?
Yeah. So there's two. There's two aspects to it. There's definitely a periodic, periodic, periodic. Run the system periodically. And then there's also just. You can set up. You can set up a system where this happens in real time. So I'll give you a couple examples.
There's a.
We say warm outreach. There's a few different, like, levels to it. Yeah. So if we're just thinking about warm outreach as, you know, reaching out to people who have had some kind of contact with your business before or in your sphere. Right. There's people who follow you on social media. There's people who visit your website. There's people who have become leads, opted in for something before. And then there's people who are even a few steps closer where they've had a sales conversation with your company before. Maybe they've, you know, had a call but didn't sign up with you. Maybe they're even a past client and you just haven't really reactivated them in a while or seen if they need any. Any further help. Right. So the way I would look at is look at, like, different buckets of these people and create campaigns for each. So when I say that it's automatic or automated in real time as well as periodic, if I'm working with a client, you know, and they haven't done this before, we'll start with just a periodic campaign. So one of our clients, they have, you know, they've had years and years of past, just past leads that haven't converted yet, and they've never done anything with it, right? Because the guy is like, he's the, he's a, he's a founder, led sales. He's the solo salesperson. His company probably like a lot of people listening. So he's really just focused on the new leads that come in as well as managing the rest of his business. He's not really sitting and going back to leads for three years ago, you know, three months ago, let alone three years ago. Right. So if you haven't really made use of your past data, this is definitely something where you just want to do this in bulk and catch up, right? Reach out, you know, launch a campaign to reach out to past leads, social followers, past booked calls, all of that. And then something that you would just do, you know, every. Could be every month, every quarter. Kind of depends on the source. And we can talk about, like, how you would approach different sources differently, but then it should also be automated because.
So while you do this in bulk to just kind of get an extra boost of leads and, and sales conversations every so often, it's also something where you do want to reach out to people in real time. So if someone follows you on social media, you can have a campaign where, you know someone's reaching out to them and just saying, hey, you know, thanks for checking us out. Anything I can do for you, anything that you're looking for in particular, right? So you do want to, you do want to capture all those leads in real time. Because when someone's just checking you out or download something that's. That's a hot lead, right? You know, they might not be booking a sales conversation, but they have intent and you can, you can move them forward further and move them closer to becoming a client if you do proactively reach out to them. But that would really be like the, the step two. So that's why I say first things first is just at least do this periodically and just, you know, have the habit of doing this once a month, once a quarter for each of the sources. And then you can get a little bit more fancy and set something up where it's automated and it's happening in real time.
Yeah, perfect. And are there any particular tools that are required for this or. I mean, we've just recently moved to HubSpot and that's great for consolidating records and having all of the communication and touch points in a single source of truth. But I'm wondering. Yeah. Are there any particular tools that you're using to kind of get the system off the ground?
Yeah, so I would definitely just start with your CRM wherever you already have your data stored, you know, because you can, you know, I mean, I don't think HubSpot has texting capabilities. Right. But it probably integrates with something similar for that.
It's got integration. Yep.
Yeah, for sure. So, and then if you use something like we use GoI level, which has SMS built in, but definitely start with your CRM. So when I'm saying reach out, you know, reaching out over email or SMS is the easiest way because that's a little more scalable. And if you don't have a sales team, then you can just, you know, reach out to everyone on your list at the click of a button. Right. Even better is if you can call some of these leads. But that really would normally not really the highest ROI for the business owner. That's no more. If you have a sales team or a salesperson who has, you know, a couple hours a day, they can start to get in touch with old leads. But calling is great if you do have the resources. But I would just start with, yeah, using your CRM. If you don't have a CRM, you can just get a really simple email marketing tool. A tool I recommend is instantly, and it's instantly AI and it's really simple, really easy to use. And that's something where you can just load up a couple hundred emails and just reach out to them referencing however you, you know, however you guys last left off. That's if you're doing it in a more automated way. There's. So there's two types of outreach. There's the automated outreach. Right. Where you can even leverage AI as well. And then there's the personalized outreach. So this kind of depends a little bit on your deal size. The client I mentioned before who was a consulting business, who I said had like years and years of just past leads he hadn't spoken to in a while, he was selling a program that's 5k a month. It's a business consulting program on recruiting and hiring. So in his case, some of his deal sizes are even a lot bigger. And you Know, for some of his best clients, I would say, hey, you know, don't even send him an automated email, reach out yourself, reference, you know, the last conversation you had and have a little more of a personalized approach. Right. So I would basically, if you're looking at all, if you're looking at this mountain of data you have, right, past leads, past calls that have never converted and even past clients that you just think there could be an opportunity to sell something again, I would group them between what is the highest priority, you know, what is, what is possibly worth, what are the hottest leads or what is potentially worth the most to your business and the very cream of the crop leads. It's worth reaching out with a personal touch and just sending them an email out of your Gmail, texting them, calling them, whatever or whatever it is. If you were in, chatting with them on LinkedIn, whatever the communication channel was, I would start there.
So yeah, I would definitely have that personal approach because that's going to get you the highest response rate because then you can mention, hey, we spoke six months ago, how's it going? How did that project turn out for you? Whatever it is, right. I would take like the top 10% of your leads and do that and then everyone else, it could be more of an automated email through your CRM or sending out an SMS blast to reactivate them as well. And if you're using social media, if you heavily have like a pretty big social media following and, and you engage with a lot of leads on there, then you could of course reach out through those channels. And there's different automation tools for each social media channel as well.
Yeah, perfect. And generally like, what's the message? That it'll probably depend on the interaction and how much love you want to give it. But is there a particular, like, what's your first step in this system? Once you kind of go, well, these are the leads that I've got access to and you sort them out into buckets and think a little bit about what is most likely to convert or what are the highest priority leads and you might separate them and then where do you go from there?
Yeah, good question. So I would say if we want to group, if we want to group all of it into just two buckets where the message is quite different. There's previous prospects where you've had a sales conversation so they've actually entered your pipeline, actually checked out your offer, had a call with you, may didn't sign up.
Or, you know, they did sign up for you, but now you think there's opportunity to sell something else. So like past clients and then there's people who haven't, haven't yet had a sales conversation, but they've shown some intent, they have visited your website, they've downloaded something from you, or they just follow you on social media. So with the previous sales conversations that haven't converted, you'd want to have a message more that's just checking in on how things are going with them since you last spoke and just seeing if they've solved the problem yet. Right. Because at the end of the day, if someone entered your pipeline in the past and they never became a client, then likely they still have the problem. Right. Like the problem that they came to solve probably didn't just disappear. Right. Probably if anything got worse. So whenever we're reactivating our past pipeline, we're always just trying to find. We're not trying to reach out to them out of the blue and say, hey, like, buy this thing. We have this amazing promotion. It can be a little bit, you know, it can come off a little bit cold. Right. Especially if you haven't talked to someone in a while. So it's more just about checking in on how things have been going since you've last spoke and just seeing if they've solved the problem.
Right.
So in my case, you know, we do a lot of. So our main service is actually just generating leads for B2B businesses through cold email. So, you know, businesses come to us to get help with their lead gen and their sales. If I'm reaching out to past leads that I haven't converted, I would just be saying, hey, we spoke six months ago about, about your lead gen. You were trying to get the company into whatever revenue this was. How's that going? Did you end up solving that? I've got a couple new things working on. I'd love to share them with you if you're, if you want to hear them. Right. So it's very much not about selling but just more about touching on the problem and seeing if they've solved it or if they haven't, if they haven't, then, then it's an easy opportunity to say, hey, well, maybe it might make sense to hop on a call and, and just see what we got going on, see what we can see, what's changed since then. Right. So it's more just about. With past leads that are, that are in the sales process. It's about picking up where you left off and just seeing whether they've solved the problem or not. And if if you're reaching out to people who haven't had a sales conversation with you, but they're just kind of in your sphere, social followers, previous opt ins, people that have visited your website but haven't, you know, haven't actually done anything, then it's more just about, you know, creating a sales conversation by just really offering value. So at that point, like they haven't really spoken with you and there's no context on what service they need or what they might need help with. But it's more about just trying to get a conversation started by offering value. Right. So an example of that would be we have a Facebook group, it's called B2B Sales and Marketing Secrets. And this has been a big source of warm leads for us. We have about 10,000, you know, entrepreneurs in there and you know, it's been a great source of revenue for us, but I would say 80, 90% of the revenue and customers we've gotten from the Facebook group hasn't come from people that have like viewed the content and then booked a call with us. It's been from this proactive reach outs. Right. So the Facebook group has been a great place for us to kind of create warm leads and then reach out to people and say, hey, you know, welcome to the group. How's it going? Was there any particular reason you joined the group? So that's really good, right? You can kind of try to find out what they might be looking for. If someone's followed you on social media or downloaded something, they are trying to solve something. So with these, you know, with, with all the leads that are just have that lower intent, you really just want to find out what they're, what they might be looking for and then offer help. Right. So in our case in the Facebook group example, we say, hey, you know, what, what is it you're looking for? Did you join the group for particular reason? They might say, I need help with my sales or I'm looking to hire a salesperson or I'm looking to generate more leads. And then we would just offer resources, offer more free value and then just kind of start to ask some questions around like, you know, if they, if they want to hop on a call to explore our paid services.
So for all of the.
So to sum that up, you know, there's two types of warm leads. There's people that have had a sales conversation with you and people that haven't yet entered the sales process but have shown some intent. The ones that have, the ones that are just following you on social Media or haven't really started the sales process yet, you're just trying to find out what their intent is and just really offer lots of value and help them out. And the people that have entered the sales process, you're just trying to kind of pick up where you left off and just see if they have solved the problem or not.
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Yeah, and picking the channel. I think.
I heard you there. It was however they contacted you or whatever the channel is that you already have open. So if you're in social media or you're messaging through LinkedIn or you're sending email or you're texting, whatever the channel is, you pick up where you left off or whether the message was last left as far as let's say existing clients and then for new people, I'm assuming it's also how did they come into your world? And then that helps to open up which channel you'd communicate through.
Absolutely. You're always going to have the highest response rate if you, if you speak to someone where they found you or where you've had a conversation in the past because you just know that they're active there. Right. Like I know some people that barely use their email and they're, you have a better chance of reaching them on like LinkedIn or Facebook. And I know some people that are on their email all day and they don't check their social media, you probably do as well. Right. So people have their communication preferences. So it's always good to kind of pick up where you know that they're, they're active. So in the example of the Facebook group for us, you know, I had a, just a full time salesperson every day just talking to people in Facebook and just reaching out to them on Messenger. That's not to say you can't reach out other channels as well. Of course there's, you know, like email is Always going to be a good bet for everyone. You can always assume anyone, you know, uses their email, right? For the most part. But.
So for example, you know, we would collect emails from our Facebook group and we would put them as part of mass marketing campaigns and reactive campaign reactivation campaigns as well. So it's not to say that you can reach out to them another place I would just say the go to would be where, you know, they're active and how they engaged and found your brand.
Yeah, perfect. And then you open up those conversations and move them from there. So like my systems brain clicks into gear here and I start to think a little bit about, well, how can this be systemized? And I could imagine a rolling campaign every quarter or something like that, where you've identified a couple of different buckets and you effectively go and shake the tree with past leads. Or maybe it's every six months, depending on how long you want to leave it. So then you have had enough time elapsed that it makes sense that you're just checking in on someone and then equally probably a system to catch new people as they come into your world. Almost like a setter rather than a salesperson, but having an assistant either manually doing it and taking a little bit of a look and qualifying leads and then doing some sort of outreach or there's probably some automated steps that you could add in there as well. I don't know if you have any insight on perhaps some of the automated process that might work for capturing new leads as they come in to kind of warm them up or identify the highly qualified leads to chat with.
Yeah, absolutely. And that's definitely the right way to think about it. Just like rolling campaigns as well, as well as, you know, periodic once a month or once a quarter, I would say for the past pipeline, once a quarter is a really good, really good reactivation campaign. You could even do it once a month. It depends how much data you have, you know, and how established the businesses and how many new leads are coming in. But I love that you said shake the tree because that's exactly. It's the same phrase I use with my clients. It really is like you're shaking a tree and you're just seeing what, what comes out of it. And you always get something. When you spend time doing this or you have your team spend time doing this, there's always going to be something that comes out of it. Which is why I think it's such a cool system to talk about today, because anyone can take this. Even if, like, even if there's still some gaps they have or they're still not sure the right tech or tools, like anyone can go reach out to past leads today and they'll get something out of it. Right? Because again, these people came to you for a reason and if they haven't bought your thing, they haven't, they probably haven't solved the problem. Right. Some of them might have bought something from a competitor, but most of these people still have had the problem and they just got distracted or never actually had a conversation with you. So yeah, like anyone can follow this this week and, and get something out of it, which is pretty cool. But as far as your question about automations, definitely ways to do it. So in terms of rolling campaigns, you would just want to set something up for each source. So for example, if we're looking at, you know, well, just in my case with the Facebook group, how we did it was we would get emails from people that joined the Facebook group because they would have a form to fill out when they joined the Facebook group. And then we connected that to our email marketing tool which was go high level. And immediately they'd be part of, you know, three to four email sequence where we just say, hey, this is what the group's about, this is what you can expect. Here's a couple goodies for joining. And then we would just ask them a question to start a conversation in the email and we'd also put a link to our Facebook messenger so we can say, hey, if you want to chat more around how we can help you make the most out of the group or even get some more free stuff, then just message me here.
So that was where everyone in the group was not only in the group now where our setter could reach out to them, but they were also getting automated emails and the ones that actually were looking for some help, they had a way to reach out to us and book a call. And you could really do that for, for any source. So I mean, not always. You're not always connecting email on social media so you would have to use a tool for that. There's tools like manychat which are good for Facebook and Instagram automation. There's tools like Expanding, which is good for LinkedIn automation. So if you do get a lot of leads or you do any marketing on LinkedIn, you can have a campaign set up on Expanding where every time someone follows you or connects to you, they get an automated message to start the conversation. And I would normally have it where once someone actually replies, you don't automate for the communication. I look at automation as a way to just start the conversation and kind of get people to raise their hand. But once someone, once you have a warmly coming in, who's, who's chatting, it's better to talk to them as a human or to have a team member talk to them because then it's, you know, adding more of that personal touch, really seeing how you can help. And then yeah, really it's more of a setting conversation at that point. So I would just use automation to kind of start to start the conversation and separate out who the hand raisers are and then have someone else, you know, take over to actually have a sales conversation.
Yeah. So I'm imagining really to create consistent lead flow, it's about stacking numerous of these strategies and just have them running all of the time. And for sure adding in certain channels also that can be scaled. I know, I mean we're going to lean a little bit more just into the warm outreach strategy. But there are other strategies that continually put new people in the funnel with paid strategies and running ads. I don't know if there are any other particular strategies that you're fond of when you're like, hey, yes, you stack these three or four and then you get quite consistent lead flow.
Yeah. So definitely, you know, getting those three to four is the first priority. So just just to make it really actionable. Get a system in place to reach out to past clients. Get a system in place to reach out to people who've had a sales conversation with you past calls. Get a system in place to reach out to leads like opt ins. So whether you, let's say that you have resources on your website, people opt in for, let's say you have some sort of group or community like mine where we're collecting emails or if you're doing paid ads, like those are tons of opt ins as well that you know, are just like, we all know how it goes, right. Most people who opt in don't actually end up converting. So that's tons and tons of opportunities. So I would first just get a automated system in place for all of those past opportunities. And actually just a, a fun fact in terms of the, because you mentioned paid ads, this is a great way to get a lot more profit in value out of your paid ads. Right. Because most people who go through an ad and will sign up won't actually end up taking the next step. Right. Like we all know that in a marketing funnel people drop off at each step. So let's just reach out to all of them. Right. Because then we can recoup a lot of that. I heard this. Maybe you've heard of Cole Gordon, his company Closures IO?
Yes, I've heard.
Yeah, they're really big multi age figure sales coaching and recruiting company and I don't know the, the exact, stat, but it was something around 70, 80% where he said that. So basically their main acquisition channel is a webinar funnel. They run paid ads to a webinar and that's where the majority of their sales comes up, comes from. But I was at a Mastermind last year in LA and heard that basically they were saying that 80% of 70 to 80% of the sales that they get from their webinar funnel for are from people who haven't even went to the webinar. They basically are running ads to the webinar and then as soon as someone opts in, they put in their email and phone number. They would get an email and then a call from the sales team to then, hey, do you want to book a call and expedite this process and actually hear what we do? So most of their sales from the webinar funnel weren't even coming from people that actually made it to the webinar. Which makes a lot of sense too because, you know, sometimes maybe the highest value or the most sophisticated buyers aren't going to always sit through a marketing funnel or spend time going through all the content. So sometimes those actually could be the better leads. Right. If they haven't really like went through the whole funnel, but they've at least, you know, expressed some, some interest. So I think it's a cool story because it shows you how much value there is in all of these leads that again, we don't have to wait for everyone to raise their hand and come to us. We can reach out to people that have shown some interest but just, you know, got a little bit lost along the way.
Yeah, perfect. Yeah, I think there's some good insight there. Is there anything that we haven't covered that you think, ah, I'd like to kind of share that just sort of in closing.
I think, you know, I gave the example about, you know, our, I gave the example about our Facebook group and also about LinkedIn, but I think whatever social channel you're on, look at that as an opportunity. Right. So anyone who's following you on social media. So I mean we all like, I've met tons of people that have really big social media followings and don't actually monetize it that well in their business. And I've met people that have a very pretty small following and audience on social media, but they monetize it really well. So this is a huge way to get a lot more value out of your social media. If you feel like you have a lot of people engaging with your posts following you, but you're just not actually seeing that convert to a lot of sales, it can be frustrating, but just reach out to them, right? Either, you know, at least, at least if it's just you and your team doing sales, you can set up more of an automated thing, but if you have sales team, then you can at least have a team of people reaching out and adding more of a personal touch. But this is a huge opportunity as well, because like I said from, from our Facebook following, most of the sales we made were from people that we reached out to, not that people that, not the people that you know, eventually became warm enough where they just booked a call with us. So I would definitely take advantage of that. And there's even tools that can scrape posts of people who have commented or likes. So on LinkedIn, for example, you know, I can. There's tools like expanding, where you can upload a post and say, hey, I'd like, I'd like the LinkedIn profiles of everyone who liked or commented on this. Right? And then you can reach out and say, hey, you know, I saw that you commented on this post. You know, what was it that interested you in this topic? Right? So I would definitely say, you know, I think most people here are at least doing something on social media. Even if you only have a thousand followers, that's a thousand. That's a thousand potential customers, right? They didn't just follow you on accident, right? So I think that's also a pretty, pretty missed opportunity. But once you, once you set up all this in place, it's going to just help you convert and get so much more value out of your existing leads. Then you can look more at, okay, how do we bring new leads in? And now that, you know, if we're doing paid ads or SEO or we're doing some new content marketing initiatives, now at least we know that all of the leads that are going to come in, we're going to extract as much value as we can and get a lot more sales than we would have in the past, right? So the cool thing is once you cover these bases, you'll be a lot more confident to, you know, spend money on marketing, to bring new traffic in, because you'll just know that you'll get so much more out of it because you kind of got all the back end pretty covered.
Yeah, perfect. I think that makes perfect sense. I'll grab like, I'll pop a link through to revenue boost so people can kind of dig in a little bit more about your work. But I think what I like most about your approach is it's quite systematic and you think in terms of systems and that's really what it's about. You think about the leads that you need to have flowing into the business to keep enough lead flow to keep everybody busy. So that's from the marketing perspective. And then you have the sales team off the back of that to catch those leads and then maximize it and thinking in terms of systems to make sure that they happen consistently and on appropriate cadences. So yeah, I think you're, you're right on point.
Yeah, for sure. And also, you know, if you have a sales team, they'll be happy for this is more opportunity for them to make money because you know, we've all had salespeople where they're kind of twiddling their thumbs. Maybe the leads are, maybe there's not enough lead flow one month and they're less busy. Well now they can go back to previous leads and all these other sources and yeah, it's a whole lot of opportunity that I think a lot of businesses are sitting on. I mean at the end of the day, even if I think a good, a good sales conversion rate would be 30% like most people, if they, if they converted one out of every four, three or four clients, they'd be happy. But that's still 70% of leads that again had had a problem but we just never solved it. Right. So definitely, yeah, definitely a low hanging fruit for a lot of businesses. And I'm glad we could come and talk about it today.
Yeah, I think one last thing I think that jumped into my head was you really could plug. It's this team member in to make the most of your sales team by having a setter or someone that's going through and prepping all of this to try and flip the dynamic. So rather than the sales person having to do a lot of outbound and feeling like they're chasing, if you've got that setter in between organizing, qualifying, booking in, then the salesperson can focus the most amount of time on what they do best, which is chatting to qualified leads and ensuring there's a good fit.
Yeah, 100%. And that's going to help you attract better employees. Right. Because if I'm, if I was going to go out and get a job as a salesperson. You know, I would want to be looking at a company that's going to provide me the most warm leads and the most inbound opportunity, rather than me having to again like chase and just do only called outbound. Right. So you're going to be able to attract better people if you have more resources to help them in sales. And yeah, like a lot of, a lot of the low level stuff, you know, just like the initial messaging that could be done with automation and even AI. I got a buddy that builds like an AI bot for actually doing the reactivation campaign, meaning after people respond, he would have an AI that's actually chatting back and forth and booking them in on the calendar. So he was doing this for like local businesses, like real estate companies or, you know, pest control, where, I mean, especially a lot of these local businesses, some of them are sitting on thousands and thousands of old leads and they're not going back to call them or text them. So, you know, that can, that whole process can be done even with, with AI if you just put a little bit of time or hire an expert to do it for you.
Yeah, love it. We might have to have a part two where we dig into some of these AI tools and how to use those strategies. So. But aj, thank you so much for your time.
Yeah, thanks for having me.
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