Most AI consultants don’t struggle with tools.
They struggle with conversations.
You meet interesting people. You have good calls. You exchange ideas in DMs.
Then… everything lives in your head, in random notes, or gets lost completely.
Traditional CRMs don’t help here.
They’re built for deals, pipelines, and pressure — not for warm outreach, curiosity, or relationship-led growth.
This framework was built for a different phase.
It’s a minimal Notion database designed for:
- AI consultants
- Automation Builders
- Solo operators
…who are exploring positioning, testing use cases, and building momentum without becoming an agency or a salesperson.
This is not about closing faster.
It’s about seeing patterns, nurturing the right conversations, and letting referrals emerge naturally.
Below, I’ll show you the exact structure I use to manage warm outreach, and how to use it as a research lab for your future offers.
A Minimal Notion System for AI Consultants
Purpose
Track human conversations, not deals.
Designed for warm outreach, referrals, and relationship-led growth.
🗂️ DATABASE CORE
Database name: Warm Outreach
Philosophy:
Curiosity → Resonance → Small Experiments
(Not sales funnels.)
🧩 ESSENTIAL PROPERTIES
🔹 Name
Type: Title
Person or brand name.
🔹 Relationship Type
Type: Select
- Creator friend / peer
- Student
- Course creator / coach
- Founder / entrepreneur
- Agency owner
- Audience contact
🔹 Warmth Level
Type: Select
- Strong
- Warm
- Lukewarm
- Cold-ish
Controls tone & timing.
🔹 Primary Use Case Angle
Type: Multi-select
- Content Repurposing
- Lead Capture & Nurture
- Personal Brand AI
- Client Onboarding Automation
- Creator Operating System
Tracks what resonates, not what you pitch.
🔹 Observed Pain / Signal
Type: Text
What problem they already feel.
🔹 Current Status
Type: Select (ordered)
- Not contacted
- Light conversation
- Active conversation
- Problem acknowledged
- Exploring solution
- Test project proposed
- Test project running
- Paused / Not now
- Closed
Conversation-based pipeline.
🔹 Outreach Angle
Type: Text
The one-liner you’d actually say.
🔹 Last Touch
Type: Date
Last interaction.
🔹 Next Action
Type: Text
Single concrete step.
🔹 Follow-up Date
Type: Date
Turns the DB into a reminder system.
🔹 Notes / Context
Type: Text
Human context, preferences, history.
🔁 REFERRAL MECHANIC (BUILT-IN)
🔹 Referral Source
Type: Relation → same database
Who introduced this person.
🔹 Referred By (Text)
For external or indirect intros.
🔹 Referral Potential
Type: Select
- High (connector)
- Medium
- Low
- Unknown
Identifies network hubs.
🧱 CORE VIEWS
🧩 Pipeline (Kanban)
- View: Board
- Group by: Current Status
Visual conversation flow.
📅 Follow-ups (Calendar)
- View: Calendar
- Date: Follow-up Date
Never drop warm conversations.
🔄 OPERATING LOOP
Weekly (30 min):
- Review Pipeline
- Pick 3 warm contacts
- Send value-first message
- Update Status + Next Action
Daily (5 min):
- Check Follow-ups
- Send light nudge
🧭 KEY RULES
- Move cards only when they move
- No pitching before “Problem acknowledged”
- Referrals happen after value, never before
- This is a research lab, not a CRM
🎯 OUTCOME
- Cleaner conversations
- More natural referrals
- Clear signal on what to productize
- No burnout, no pushy selling
This system won’t magically get you clients.
What it will do is something more valuable early on:
- bring clarity to your conversations
- surface what people actually care about
- reveal which use cases spread naturally
- and help you grow through relationships, not pressure
If you use it consistently, you’ll start noticing something interesting:
Your best opportunities won’t come from cold outreach or funnels, they’ll come from context, trust, and timing.
That’s the real leverage.
Use it as a foundation.
Evolve it as your positioning sharpens.
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