Strategic operations at Rayse
Lean team. Growing pipeline of MLS partners rolling out the Rayse platform to their member real estate agents. No SOPs, no playbooks, no operating cadence. Four workstreams I scoped and shipped over 18 months.
Workstream 1
Operating backbone
Mon / Wed / Fri cadence, 3-tier escalation, project archetypes, retros that updated the templates.
Workstream 2
Repeatable launch system
12 MLS launches + 2 masterclasses on a consistent timeline with measured conversion gates.
Workstream 3
AI workflows
Reporting, partner comms, and project tracking moved into LLM-assisted flows.
Workstream 4
Vendor consolidation
Two aggregators down to one. ~$50K/year off the vendor stack with zero partner gaps.
Operating backbone
Mon/Wed/Fri cadence
3-tier escalation
Founders running on tribal knowledge and ad hoc execution. No system underneath.
- Operating cadence. Mon/Wed/Fri rhythm with clear inputs and outputs per session.
- 3-tier escalation framework so issues stopped landing on the CEO's desk by default.
- Project archetyping so new work could be scoped against repeatable templates.
- Notion portfolio with multi-views by partner, by stage, by owner.
- Retro process that fed back into the templates each cycle.
Result. Issues routed and resolved without defaulting to the CEO. New work scoped against repeatable templates instead of starting from scratch each time.
Deep dive
Walk through the full Ops Playbook
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Repeatable launch system
12 MLS launches
2 masterclasses
40%+ registrant→attendee
60%+ attendee→login
Partner launches were happening but not predictably. I instrumented two conversion gates nobody was tracking: registrant-to-attendee on launch day, attendee-to-login on the platform after.
- Comms sequence planned backward from launch day to build the funnel.
- Cross-functional orchestration with each partner's marketing lead on announcement emails, audience lists, and reminder timing.
- Standardized launch KPIs defined against the platform's existing reporting so every launch was measured the same way.
- Post-meeting follow-up sequence to move attendees from interest to logged in.
- Real-time quality signal. When numbers lagged, we could pinpoint why mid-launch (a partner who hadn't sent the announcement, a slipped reminder, a wrong audience list) and intervene before it compounded.
Result. Hit 40%+ registrant-to-attendee and 60%+ attendee-to-login targets across launches. 12 MLS launches end-to-end on a consistent timeline.
AI workflows
LLM workflows
Human review
Team spending more time on admin than on partners. AI as leverage, not as replacement.
- LLM workflows for partner reporting. Structured inputs, structured outputs, human review before send.
- Stakeholder communication drafting with style controls so the voice stayed consistent.
- Project tracking and meeting synthesis so the team spent more time on partners and less on admin.
Result. Recurring admin tasks pulled off the team's plate without losing quality control.
Vendor consolidation
~$50K/yr saved
2 → 1 MLS data aggregators
Paying two MLS data aggregators in parallel. No clean read on whether we needed both.
- Feed-usage by brokerage pulled from both aggregators to see who was actually using which feed.
- Cost-per-feed layered in so the spend tied back to actual coverage, not headline contract terms.
- Quality analysis on feed completeness, refresh cadence, and field-level accuracy where the two vendors overlapped.
- Consolidation plan ranked by partner coverage risk, walked through with the founder and integrations lead, then migration and contract termination executed.
Result. Cut from two aggregators to one with zero partner gaps. ~$50K/year out of the vendor stack and a cleaner integration footprint.