The Ops Experts Club Podcast

SUMMARY: In this episode, Aaron and Terryn dive into a critical topic for visionaries and operators alike: How fast can you start making money from a new hire? They explore the complexities of hiring, onboarding, and setting realistic expectations for return on investment (ROI) when bringing new team members into your business. From navigating the financial strain of hiring to balancing the need for experienced doers versus raw talent, Aaron and Terryn share practical insights on aligning new hires with your company's culture and goals.   Key takeaways include the importance of a robust onboarding process, creating standard operating procedures (SOPs) to streamline delegation, and understanding your business's financial capacity before hiring. They emphasize the value of patience, leading by example, and leveraging tools like the Gap Analyzer to identify team gaps and delegate effectively. Whether you're hiring for a new venture or scaling an existing one, this episode offers actionable strategies to ensure your new hires contribute to your bottom line without compromising your company's unique vision.     Minute by Minute: 0:00 Introduction 2:14 How quick can I start making money off this person? 4:23 Hiring cheap vs going for experience 7:15 Replicating yourself and delegating 9:56 The thing about rushing somebody in 12:00 Do you have the funds to hire someone yet? 15:47 Laying out systems and processes 19:48 Be patient

SUMMARY: In this episode, Aaron and Terryn tackle the critical topic of "The Need for Speed" in growing a coffee shop business. Aaron and Terryn dive into the challenges visionaries face when pushing for rapid growth while managing teams effectively. They explore the delicate balance between driving speed in business operations and setting realistic expectations for new hires to avoid burnout and turnover.   The hosts emphasize the importance of creating repeatable systems and a strong onboarding process to help new team members succeed. They discuss how entrepreneurs, often solopreneurs at heart, must transition from a "whatever it takes" mindset to building clear, replicable processes that allow teams to thrive. From hiring the right talent to fostering a positive culture, Aaron and Terryn share insights on avoiding the "negative undertow" of frustration and insecurity that can derail a business.    Packed with actionable advice, this episode is a must-listen for coffee shop owners and entrepreneurs looking to scale without sacrificing team morale. Learn how to hire the right people, set them up for success with proper training, and create a culture that retains talent. Visit CoffeeExpertsAcademy.com for expert guidance on building systems that drive growth.     Minute by Minute: 0:00 Introduction 3:30 The evil twin of speed 6:20 Let's not undervalue culture 8:40 A good onboarding plan helps the team get there quicker 11:26 Capacity: more important than speed

SUMMARY: In this episode, Aaron and Terryn tackle a common challenge for entrepreneurs: staying focused on what drives the most revenue. With 33-34 clients under their belt, the duo dives into the art of avoiding "shiny object syndrome" and keeping the main thing the main thing. They discuss how visionaries often get distracted by new ideas or peer influence, pulling resources away from proven revenue streams like Collab's bread-and-butter retainers—helping businesses identify team gaps, create SOPs, recruit, and onboard effectively.   Terryn shares strategies for grounding visionaries, emphasizing the importance of data-driven decisions over gut instincts. From using the EOS Vision Traction Organizer (VTO) to align new ideas with your core focus, to leveraging rocks to assess team capacity, they explore practical tools to filter out noise and prioritize high-ROI initiatives. The hosts also highlight the value of respectful pushback, maintaining a change log to track past experiments, and using decision-making matrices to quantify the value of new ideas.   Tune in for actionable insights on how to stay laser-focused on your best money-makers, balance visionary enthusiasm with operational reality, and build systems that ensure sustainable growth.    Minute by Minute: 0:00 Introduction 4:06 What visionary says the MMM is vs the data 6:27 Vision traction organizer 13:42 You need to cut out all the noise 20:25 Mondays can be tough

SUMMARY: In this episode, Aaron welcomes back OG co-star Ben Clatterbuck to dive into the art and science of building a high-performing operations team. With Terryn taking a break, Ben steps in to share his extensive experience managing diverse accounts at Collab, from high-level retainers to project blocks, across brick-and-mortar and online education businesses.   The conversation tackles a common pain point for visionaries: operational frustration. Ben and Aaron explore why some operations teams click instantly, while others struggle to find momentum. They break down the two types of visionaries that often create strain—the hands-off leader who delegates without direction and the micromanager who smothers progress. The solution? Clear roles, responsibilities, and accountability.   Ben and Aaron emphasize the importance of communication, trust, and simplicity to transform operations from a pain point into a smooth flywheel. Whether you're a visionary struggling with a skeleton crew or an operator seeking clarity, this episode offers actionable advice to get your team firing on all cylinders.   Tune in for a sneak peek into what makes operations thrive and how to avoid beating your head against the wall. For more on Collab's Gap Analyzer or to connect with the team, visit gapanalyzer.com   Minute by Minute: 0:00 Introduction 3:16 Frustration with the current ops team 5:39 There's two types of visionaries 11:50 It's all about reporting 18:55 Staying organized operationally

SUMMARY: In this episode, Aaron and Terryn tackle the critical question: How many team members do you really need? They dive into the challenges of hiring and scaling, emphasizing the importance of metrics over gut decisions.   Key insights include maintaining labor percentages (10-12% for online businesses, 18-22% for brick-and-mortar), inventorying team time with tools like the Gap Analyzer (available at gapanalyzer.com), and planning methodically for growth to avoid over-hiring. The hosts stress tracking labor costs, consolidating roles where possible, and ensuring your team aligns with your vision for scaling, all while sharing practical examples from their work with 7-, 8-, and 9-figure entrepreneurs.   Terryn and Aaron wrap up with actionable takeaways: get clear on your profit and loss metrics, use data-driven tools to assess team efficiency, and plan for growth with precise resource projections. Listeners are encouraged to reach out on social media for industry-specific advice or free resources, making this episode a must-listen for entrepreneurs looking to optimize their workforce and scale smartly.   Minute by Minute: 0:00 Introduction 4:42 The two different ways you can hemorrhage money because of your team 8:28 Should contractors be part of your labor percentage? 15:28 When you're in massive growth mode 18:02 Recap

SUMMARY: In this episode, Terryn and Aaron dive into the critical topic of cleaning up your business's financial back of shop. From understanding your numbers to avoiding common pitfalls, they explore why many visionaries feel anxious about their finances and how to overcome it. Key discussions include the importance of aligning contracts with financial clarity, implementing systems to manage payments, and conducting tech stack audits to eliminate wasteful spending. Learn practical steps like establishing a payment cadence, assigning ownership to expenses, and choosing the right bookkeeping professionals to ensure your books are tight. Whether you're a solopreneur or scaling fast, this episode offers actionable insights to build a solid financial foundation and make confident, data-driven decisions.   Tune in to discover how to butter both sides of your financial bread and drive cash flow through smarter systems!   Minute by Minute: 0:00 Introduction 4:02 It gets real weird talking about numbers 7:43 When you've paid and when you need to pay 11:04 What is your process for paying people out? 15:19 The things to consider with contracts 19:49 Payments recapped   

In this episode: In this episode, Aaron and Terryn unpack the complexities of hiring decisions: when to hire, who to bring on board, and how to do it effectively. They explore the pros and cons of hiring internally versus engaging an agency, emphasizing the importance of aligning hires with your budget and growth goals. From building a leadership team of “leader-doers” to navigating the pitfalls of overhiring, they share practical strategies to avoid costly missteps, like the dreaded scenario of letting go of new hires due to poor planning.   The conversation also covers the financial realities of hiring, with insights on labor ratios (10-15% for online businesses, 18-22% for brick-and-mortar) and the hidden costs of onboarding. Aaron and Taryn discuss the benefits and challenges of working with agencies, offering tips on setting clear expectations and incentivizing performance to ensure a strong return on investment. They also touch on the role of virtual assistants (VAs), stressing the need for strong leadership and clear deliverables to maximize their value while avoiding risky delegations, like handing over sensitive financial controls.   Tune in to learn how to hire strategically, manage budgets wisely, and build a team that fuels sustainable growth. For more resources, including a free 30-minute video on EOS tools, drop “EOS” or “Traction” in the podcast's social channels. Catch The Ops Experts Club next week for more insights to elevate your operations!   Minute by Minute: 0:00 Introduction 2:40 Do we hire internal or go outside?  5:29 Don't hire the wrong leader 10:06 We need more revenue to build more team 13:31 Hiring an agency vs FTE 19:56 Offshore hiring

In This Episode: In this inspiring episode of The Ops Experts Club, Aaron and Terryn sit down with Brett Swartz, founder of Capital Gains Tax Solutions and author of the Amazon bestseller Building a Capital Gains Tax Exit Plan. Brett shares insights from his book and his passion for helping entrepreneurs and investors achieve financial freedom through innovative tax strategies. He also dives into the power of goal setting, drawing from his and his wife Melanie's mission-driven approach to life, family, and business.   Key Highlights: The Book: Building a Capital Gains Tax Exit Plan: Brett discusses his Amazon bestseller, co-authored with industry titans like Kevin Harrington (Shark Tank), Don Winter (DLP), and CPA Tyler McBroom. The book blends Brett's expertise in the Deferred Sales Trust—a strategy to defer capital gains taxes and replace the 1031 exchange—with stories of entrepreneurship, real estate investing, and mentorship. It offers practical guidance on building a tax-efficient exit plan and assembling a dream team for family-office-style wealth management. Deferred Sales Trust (DST): Brett explains how the DST empowers business owners and real estate investors to defer taxes on multi-million-dollar exits, unlocking capital to multiply freedom and impact. The book highlights real-world applications, from multi-family properties to mobile home parks, making it a must-read for entrepreneurs and investors. Goal Setting and Living on Mission: Brett shares his and Melanie's intentional approach to goal setting, rooted in their faith and family values. With five kids (ages 6-14), they prioritize a clear family mission, including a bold goal inspired by Don Winter: “1,000 extraordinary days in 100 unique locations” before their kids turn 18. Brett emphasizes defining a clear vision, building systems, hiring coaches, and embracing grit to sustain momentum. He advocates for a growth mindset over a goal mindset, citing John Maxwell and Craig Groeschel to underscore the power of momentum in achieving lasting success. Practical Advice for Aspiring Wealth Builders: For listeners not yet part of the wealth transfer wave, Brett offers actionable steps: clarify your calling, write down and visualize goals, seek mentorship, and implement systems to track progress. His journey from Cheesecake Factory to financial freedom post-2008 crash exemplifies the resilience needed to build a legacy. This episode is a must for entrepreneurs, real estate investors, and operations professionals looking to scale their businesses, plan for tax-efficient exits, and live with purpose. Brett's heartfelt story, practical strategies, and infectious passion make this a motivating and actionable conversation. Connect with Brett Swartz: Website: capitalgainstaxsolutions.com for a no-cost consultation (ideal for those with multi-million-dollar gains). More Resources: brettswartz.com for access to Brett's book, YouTube content, and podcast Build It to Billions. Book: Building a Capital Gains Tax Exit Plan available on Amazon.   Minute by Minute: 0:00 Introduction  1:27 Building a Capital Gains Tax Exit Plan 3:46 A journey that started in real estate 6:09 Here's how you get started with deferred tax 9:50 A solution to share with others 14:20 The deferred sales trust 16:16 Goal formation

SUMMARY: In this episode, Aaron and Terryn dive into the all-too-common struggle of "death by meetings" and share actionable strategies to reclaim your time and boost operational efficiency. Fresh off a whirlwind week of coast-to-coast travel and back-to-back meetings, Aaron and Terryn unpack the challenges of meeting overload and offer practical tips for business leaders, visionaries, and ops professionals alike.   From identifying when a meeting is truly necessary to defining clear deliverables and roles, they explore how to streamline communication and avoid the trap of endless, unproductive calls. Learn how the CoLab team leverages tools like Asana, Voxer, and Loom to cut down on unnecessary meetings, delegate effectively, and keep projects moving forward. They also discuss the importance of honoring the chain of command, respecting team downtime, and using structured systems like Level 10 meetings to foster accountability without micromanaging.   Key Takeaways: For Visionaries: Honor the chain of command by funneling ideas through your ops lead or executive assistant to avoid overwhelming your team. For Operators: Strategize rather than execute every task—delegate deliverables to the right team members to prevent burnout. For All Teams: Use automation and async tools (like voice memos or screen recordings) to share updates and reduce meeting fatigue. Pro Tip: Stick to a cadence like weekly Level 10 meetings to ensure accountability and clarity without derailing your team's focus. Tune in to discover how to escape the meeting marathon and create a more productive, intentional workflow for your business. Perfect for anyone looking to optimize operations and make every minute count!   Minute by Minute: 0:00 Introduction 2:09 How does one avoid death by a thousand meetings? 4:55 Who takes away deliverables from meetings? 11:12 How to avoid the meeting all together 16:35 Honor the chain of command 19:18 If you're gonna do a meeting, do it with structure 23:11 Action items from this conversation

SUMMARY: It's that time of year again—quarterly rocks season—and the team is here to break down how to turn your big, hairy, audacious goals (BHAGs) into manageable, bite-sized steps that drive your business forward.   In this episode, Aaron and Terryn explore the cyclical nature of setting and achieving quarterly rocks. They unpack the essentials of effective rock-setting using the SMART framework—specific, measurable, attainable, realistic, and time-bound—and share practical tips to avoid common pitfalls like overloading your rocks or mistaking KPIs for actionable projects. From the importance of annual planning (whenever it fits your business cycle) to the power of “rock parties” for team alignment, the hosts emphasize collaboration, accountability, and tracking progress with milestones. They also tackle visionary tendencies—like stacking too many ideas into one rock—and offer strategies to keep your team on track without letting “‘the blame game” derail your efforts.   Expect actionable insights rooted in the Entrepreneurial Operating System (EOS) from Gino Wickman's Traction, blended with the Ops Experts' own twists on running Level 10 meetings and rock reviews. Plus, a reminder to celebrate your wins—because as Aaron admits, even visionaries need a nudge to pause and applaud their team's hard work.   Minute by Minute: 0:00 Introduction 5:03 Making S.M.A.R.T. rocks 10:53 Everyone should be bringing ideas regarding rocks 14:22 How do people stay on track with their rocks? 19:20 Follow through matters + don't forget to celebrate

SUMMARY: In this lively episode, Terryn and Aaron dive into the dynamic tension between visionaries and operators in the world of business. The duo explores how the differing perceptions of time and execution create a "time-space continuum" that can either fuel success or spark chaos. From the visionary's lightning-fast ideas to the operator's methodical planning, they unpack real-world examples—like a client meeting earlier that day—where these two mindsets collide. The conversation covers the pitfalls of rushing ideas to market, especially in the online education space, and the importance of balancing speed with quality to avoid burnout and brand damage. With practical insights, like using bullet points for visionaries and asking “What can I stop doing?” to prioritize, Terryn and Aaron offer strategies for fostering collaboration between these essential roles. They even entertain the idea of a "SWAT team" for quick-turnaround projects, ensuring visionaries get their dopamine hit without derailing the operation. Tune in for a blend of humor, relatable stories, and actionable advice to bridge the gap between big ideas and flawless execution.   Minute by Minute: 0:00 Introduction 1:51 Where are we at with that? 3:52 The danger of speed in the online education space 7:47 Visionary and operator, polar opposites 13:05 Working through implementing an idea 18:03 It's never cost you less than right now 20:17 What can I stop doing?

SUMMARY: In this episode, Aaron and Terryn dive into the exciting world of working with high-profile clients and the growing trend of branded community apps. The two discuss the evolution of online communities, as Aaron and Terryn explore how visionaries like Jon Acuff, Darius Daniels, Brandon Turner, and Natasha Graziano are leveraging custom apps to connect with their audiences.   The hosts break down the pros and cons of moving from social media platforms like Facebook groups to fully branded community apps, highlighting the benefits of control, push notifications, and seamless upsell opportunities. They discuss popular platforms like Kajabi, Circle, and Mighty Networks, sharing real-world examples from their current builds and offering insights into key features like gamification, tiered memberships, and live engagement tools. Along the way, Aaron and Terryn emphasize the importance of mapping out a clear customer journey to ensure long-term value and retention—whether through live Q&As, coaching, or celebrating member wins.   Packed with practical tips and behind-the-scenes stories, this episode is a must-listen for visionaries and operators looking to build thriving, results-driven communities. Plus, stick around for a shoutout to Winston and Moose, Terryn's furry co-stars of the show! Tune in to discover how to meet your audience where they are and take your community to the next level. Have questions about platforms like Circle, Kajabi, or Mighty Networks? Drop us a message on socials—The CoLab team is here to help you bring your vision to life!   Minute by Minute: 0:00 Introduction 3:27 Working with Michael Junior 5:24 Communities coming together in apps 8:22 The benefits of push notifications in branded apps 10:49 Recurring revenue within your platform 13:13 Gamification and badges 17:07 Continuing to deliver value to your members  

SUMMARY: In this episode, Aaron and Terryn dive into the dynamic interplay between visionaries and operators, exploring how great ideas can either propel a business forward or get lost in the "vortex of no return." They unpack the common pitfalls when visionaries broadcast bold concepts to their teams without clear ownership or follow-through, leaving operators scrambling to pick up the pieces. From frustrations over unassigned tasks to the chaos of shifting priorities, Aaron and Terryn break down why ideas often end up in the "lost and found" basket—and how to fix it.   Tune in for practical strategies to bridge the gap between vision and execution, including the power of org charts, accountability tools like the GAP Analyzer, and the EOS Delegate and Elevate framework. The hosts share insights on assigning ownership, setting realistic timelines, and fostering clear communication to ensure new ideas gain traction without derailing ongoing work. They also offer a heartfelt nod to visionaries, encouraging them to align their big-picture thinking with team capacity and express gratitude for the doers and managers who bring their dreams to life. Whether you're a visionary with a game-changing idea or an operator keeping the engine running, this episode is packed with actionable advice to streamline collaboration, prioritize effectively, and turn inspiration into results. Plus, get bonus tips on project management and tracking progress to keep every idea on the radar. Join Aaron and Terryn for a lively, insightful discussion that'll help your team move the ball forward—together.   Minute by Minute: 0:00 Introduction 1:45 The lost and found of business owners 8:01 Who should I be talking about this with? 11:16 How soon can that be done if we want to do it right? 15:15 For best results, set expectations 20:13 Creating a form for project task lists 21:38 Quick recap

SUMMARY: In this episode of The Ops Experts Club Podcast, we reflect on our recent conversation with Cody Barton—an operations powerhouse known for his partnership with Pace Morby and his ability to scale businesses beyond real estate. We dive into Cody's journey from running high-level real estate operations to leveraging his expertise as a strategic business partner across multiple industries. Join us as we unpack the key takeaways from our discussion, including the power of transferable skill sets, the importance of knowing your strengths (and weaknesses), and how Cody's innovative approach to business ownership creates long-term success. We also explore the common gaps we see in operations, sales, and organization—and how businesses can avoid getting stuck in outdated processes. If you're looking to sharpen your operational chops or rethink how you approach growth, this episode is for you!   Minute by Minute: 0:00 Introduction 2:59 Learning it's okay to change up what you do 9:13 Did you get done what you need to get done? 13:59 Considering organization and tech 17:03 The usefulness of The Gap Analyzer Tool

SUMMARY: In this episode, Aaron and Terryn dive into a critical question for growing businesses: When should you outsource? They explore the key indicators that signal it's time to bring in external expertise, whether your business is scaling too fast, your internal team is struggling, or you need to tap into specialized skills. Drawing from real-world experiences—like their work with industry leaders such as Pedro Adao and insights from Michael Tucker of Nehemiah Davis' Circul of Greatness—they break down the benefits and pitfalls of outsourcing. Learn how to avoid becoming overly dependent on external vendors, negotiate for knowledge-sharing, and strategically integrate outsourced expertise into your operations.   Minute by Minute: 0:00 Introduction 2:20 When to outsource 7:48 Helping people transition from one mode of business to another 11:39 Don't become overly dependent on who you're outsourcing to 20:24 What is an agency? 24:05 Funnel Hacking Live FOMO

SUMMARY: In this episode, we welcome Cody Barton, CEO of Scale with Pros, for an insightful conversation about business growth, leadership, and the power of strategic partnerships. Cody shares his journey from working alongside Pace Morby to carving his own path in the entrepreneurial world. He discusses the importance of identifying businesses with strong marketing and sales but struggling with operations and finance—areas where his expertise lies. Through Scale with Pros, Cody and his team step in to provide structure, improve efficiency, and ultimately help businesses scale sustainably. Throughout the episode, Cody delves into key lessons learned from working with small businesses, including the importance of change management and prioritization. He explains his "impact-effort" framework, a tool for evaluating which business changes will have the greatest effect with the least resistance. Using real-world examples, such as his work with "The Plant Guy," Cody highlights the growing pains that come with implementing new systems in companies that previously relied on outdated processes. His ability to streamline operations while allowing founders to focus on their strengths is what makes Scale with Pros a game-changer for many entrepreneurs. Cody also shares: Valuable insights on leadership development and fostering growth within teams The strong internal structures businesses need to thrive Recruiting the right people Improving financial oversight Creating sustainable workflows And More! If you're an entrepreneur looking to scale your business or struggling to balance operations, this episode is packed with practical strategies and firsthand experiences that can help guide you in the right direction. Tune in to hear more about Cody's unique approach to business scaling and his vision for helping small businesses reach their full potential.   Minute by Minute: 0:00 Introduction 3:05 What is Scale with Pros 6:39 The team of Scale with Pros 11:11 Everything's going to take significantly longer 20:50 All businesses are inherently the same 28:59 On becoming the best version of yourself

SUMMARY: In this episode, Aaron and Terryn sit down with marketing powerhouse Michael Tucker, Chief Marketing Officer at Circle of Greatness. Michael shares his journey from humble beginnings to leading high-impact virtual events for top entrepreneurs like Nehemiah Davis. Michael dives deep into the art of over-delivering, the power of communication in leadership, and his strategies for sourcing top-tier talent globally. From building high-performing teams to streamlining operations for visionary leaders, this conversation is packed with insights for anyone looking to scale their business with smart marketing and operational excellence. Tune in to hear Michael's story, his biggest challenges, and the lessons that have shaped his success in the fast-paced world of digital marketing and virtual events.

SUMMARY: In this episode we sit down with Matt Long, Chief Business Officer of Lindywell, to explore the incredible journey he and his wife, Robin, have taken in building a thriving digital wellness business. From humble beginnings in a small apartment to leading a membership-based fitness platform with its own custom-built app, Matt shares the key milestones, challenges, and lessons learned along the way. We dive into: ✔️ The transition from in-person Pilates to a thriving online business ✔️ Why moving to a membership model was a game-changer ✔️ The evolution of Lindywell's app and the strategic decisions behind it ✔️ Lessons on sustainable growth and avoiding burnout in business ✔️ The power of testing, learning, and making calculated bets Whether you're a solopreneur, a spouse supporting a visionary, or an operator looking to scale a digital business, this episode is packed with insights on sustainable growth, smart decision-making, and building a business that lasts. Tune in now!   Minute by Minute: 0:00 Introduction 5:41 Moving to a membership model 7:30 Moving to an app based business 10:17 Limitations that lead to building your own platform 16:43 Not every idea is a good idea 19:48 Finding new people 25:54 It can be life giving to build up your team

SUMMARY: In this episode we sit down with Jordan Linscombe, co-founder of Something New, a thriving brick-and-mortar bridal and formalwear boutique in Colorado Springs. Jordan and his wife, Mindy, have built a business that blends exceptional in-person experiences with a strong online presence—something rare in today's digital landscape. Jordan shares the inspiring journey behind Something New, from its humble beginnings in 2008 to scaling into an 18,000-square-foot space with a dedicated team. He dives into the key operational strategies that fueled their growth, the power of knowing when to outsource, and the pivotal moments that shaped their success. We also explore the challenges of running a brick-and-mortar business in an evolving market, the importance of timing in entrepreneurship, and how Something New navigated the unprecedented hurdles of 2020. If you're an entrepreneur looking to balance passion with smart operations, this episode is packed with valuable insights.   Minute by Minute: 0:00 Introduction 3:16 The genesis of a bridal boutique 8:47 Putting in the time early on 13:23 Wrong timing and missing the signs 21:21 Moving from bridal into coaching

SUMMARY: In this episode of The Ops Experts Club Podcast, we tackle two key aspects of running a successful operation: staying engaged in your role and the art of effective recruiting. Join us as we discuss strategies to maintain excitement in your work by delegating effectively, creating space for new challenges, and fostering growth opportunities within your team. We also take a deep dive into recruiting—exploring best practices, the nuances of hiring overseas, and how to honor applicants throughout the process. From sifting through resumes to conducting meaningful interviews and leveraging tools like personality assessments, we break down what it takes to find the right fit. If you've ever wondered how to recruit top talent without overpaying or how to stay inspired in your day-to-day operations, this episode is packed with actionable insights you won't want to miss.   Minute by Minute: 0:00 Introduction 3:48 The trick to staying engaged in your ops work 6:51 The CoLab method of recruiting 12:56 “We'll just hire a VA to do that” 17:05 Things to look for in VA searches

SUMMARY: In this episode we dive into the critical role of company culture in team development and operational excellence. Our discussion explores how intentional onboarding, clear communication of company values, and fostering a learning culture can set your team up for success. Key highlights include: The overlooked importance of onboarding and teaching both the tools and the company-specific methods for their use. How to articulate your company's unique culture to attract and retain talent in a competitive landscape. Practical strategies for creating growth opportunities, including professional development budgets, book clubs, and leveraging tools like the Vision Traction Organizer (VTO). The power of micro-niching and building a passionate, aligned team even in specialized or niche industries. Ideas for celebrating your team, building connection in virtual environments, and empowering leaders at every level of the organization. Whether you're an entrepreneurial leader, an ops expert, or part of a growing team, this episode offers actionable insights to strengthen your company culture and ensure your team thrives. Don't miss the chance to elevate your leadership and create a workplace that truly stands out!   Minute by Minute: 0:00 Introduction 3:47 Important steps in company culture 7:16 Vision traction organizer 12:05 Mentoring the 3rd level 15:02 The right ways to mentor your team

SUMMARY: In this episode of The Ops Experts Club Podcast, we dive into the transformative power of the Gap Analyzer and how it helps businesses optimize team performance and identify opportunities for growth. Discover how this versatile tool provides role-specific insights into daily, weekly, and monthly tasks, enabling leaders to craft clear job descriptions, streamline responsibilities, and even prepare for transitions. We explore how to combine the Gap Analyzer with concepts like Delegate and Elevate to align team members with their areas of brilliance, enhancing satisfaction and productivity. Learn strategies to retain top talent by fostering roles they excel at and enjoy, aiming for the "80% sweet spot" where employees thrive. The discussion also highlights how quarterly evaluations, such as the 5-5-5 framework, keep teams engaged and ensure alignment with organizational goals. Whether you're tackling culture challenges, refining KPIs, or reshuffling responsibilities for efficiency, this episode offers actionable insights for creating a happier, more effective workplace. Stay tuned for practical tips and tools, including ways to assess gaps, improve your organizational culture, and keep your best players in the right seats on the bus. Don't miss this deep dive into building stronger teams and driving sustainable growth!   Minute by Minute: 0:00 Introduction 4:14 What you can do with the Gap Analyzer 9:18 What to do with bad culture 13:54 5-5-5 17:18 Knowing when its time to FILL gaps 20:19 Are my products still relevant

SUMMARY: In this episode of The Ops Experts Club, we explore the transformative power of a robust operating system for your team. Whether you're leveraging EOS, creating a custom "U10" framework, or blending best practices, the key is having a clear plan that fosters trust and alignment across your organization. The team breaks down why businesses lose momentum when they lack a defined vision and mapping process, leading to fatigue, confusion, and even team turnover. Discover actionable strategies to create an annual and quarterly planning cadence that keeps your team engaged and your goals on track. From practical tips for running effective meetings to the value of in-person annual planning, this episode offers invaluable insights for leaders looking to scale without becoming the bottleneck. Plus, learn how to delegate effectively, avoid "whiplash fatigue," and keep your team focused with defined priorities like client, product, and team development. Whether you're a visionary or in ops, this episode will help you create the clarity and accountability your team needs to thrive. Resources: Access tools and frameworks at Planning2024.com. Tune in to learn how to turn planning into your superpower and build a high-trust, high-performance team.   Minute by Minute: 0:00 Introduction 4:52 Your team needs an operating system 14:30 Annual planning meeting 20:12 Don't forget about your products while trying to make money 24:09 Recap

SUMMARY: In this episode, the Ops Experts team dives into the complexities and challenges of managing tech migrations for growing businesses. Tackling the allure of "all-in-one" solutions and the risks of chasing the latest tech trends, the conversation focuses on the importance of strategic planning, customer journey mapping, and cost analysis when upgrading or consolidating tech stacks. The team highlights real-world examples, from CRM switches to API compatibility issues, revealing the hidden costs of poorly planned migrations and the need for careful evaluation of each tool's impact on customer service and fulfillment. They discuss key tips for operators, including commitment to chosen systems, mapping customer touchpoints, and understanding the financial implications of automation tools like Zapier. If you're an operator facing pressure from a visionary to adopt the latest tech, or if you're considering a shift to streamline operations, this episode offers insights into making the right tech choices to ensure a seamless customer journey and stable operations.   Minute by Minute: 0:00 Introduction 6:08 Migrating all tech to one platform 10:28 Grass is not always greener with technology  14:00 Have you mapped out your customer journey?

SUMMARY: In this episode of The Ops Experts Club Podcast, we sit down with Nineveh Madsen from SupraHuman, who shares her unique journey from broadcast journalism to tech and finally to operations, where she made a transformative impact. Nineveh details how her operational insights helped SupraHuman pivot from a brick-and-mortar gym to a fully virtual fitness service just before the pandemic struck, allowing the business to thrive online. She discusses her approach to operations as more than just processes—it's about architecture, optimization, and scalability. Drawing from her background in SaaS, Nineveh explains how she “productized” SupraHuman's services, overhauled their tech stack, and applied critical operational methodologies that support sustainable growth. We explore the importance of strategic tech stack selection, specifically her use of HubSpot across various departments, and how she designed workflows that integrate with their customer service and coaching teams. Nineveh also emphasizes the vital role of RevOps in driving revenue growth, cautioning against quick-fix tools and the “shiny object” trap, which can lead businesses into inefficiencies. For anyone looking to scale operations thoughtfully, this episode offers valuable lessons on the intersection of technology, process, and sustainable growth. Minute by Minute:   0:00 Introduction 6:06 Nineveh's history with the company 10:43 A lot of great marketers don't understand the back end 23:43 A bottom up approach vs top down 27:37 How much is too much change to an organization?

SUMMARY: In this episode of The Ops Experts Club Podcast, we delve into the transformative impact of heart-first leadership and retention. Guest, Dan Tau, joins to discuss the true value of people and how recognizing each individual's unique journey can create meaningful connections and a lasting impact. Dan shares a personal story of compassion and support during challenging times, illustrating how a heart-first approach in business and life can lead to trust, loyalty, and ultimately, success. From reminding clients of their initial commitments to crafting flexible payment options that keep them engaged, Dan and Aaron explore the "4C" approach to client relationships: Commitment, Confirmation, Concession, and Catch-Up. They highlight how valuing people above all—seeing each individual as an asset worth investing in—fosters a community of engaged clients and raving fans. Whether you're a visionary business owner or a team leader, this episode offers powerful insights on balancing empathy with accountability, rekindling clients' motivation, and building a sustainable, people-centered business that can have higher retention numbers.   Minute by Minute: 0:00 Introduction and collections vs retention 5:46 Dan Tau on “heart first” 11:48 How fragile a customer's yes is 15:36 The power of face to face 19:47 What is the ideal payment plan? 25:48 The difference between retention and customer support

SUMMARY: In this episode of The Ops Experts Club Podcast, we tackle a familiar challenge in growing organizations: team members hired under the “whatever it takes” mentality. Our hosts dig into the pitfalls of this versatile yet chaotic approach, where talented individuals juggle multiple tasks without clear job descriptions or defined responsibilities. We explore practical strategies to help teams shift from scattered efforts to focused roles, starting with tools like the Gap Analyzer and Delegate & Elevate. These frameworks offer insights into each team member's strengths and help leaders clarify roles, set priorities, and foster accountability. Listeners will gain valuable tips on establishing structured weekly meetings, conducting meaningful check-ins, and creating specific job descriptions that align with both the company's goals and individual skills. Whether you're a visionary struggling to streamline your team's efforts or an ops professional working to introduce accountability, this episode provides actionable advice for building cohesive teams that thrive on purpose and clarity.   Minute by Minute: 0:00 Introduction 4:24 The whatever it takes team 14:10 What Savannah likes about the “delegate and elevate” tool 22:00 Giving internal employees an opportunity to shine

SUMMARY: In this episode of The Ops Experts Club, Kimberly Remedies shares her transformative journey from being a student of the Rainmaker Family program to becoming the operational backbone of the company. Kimberly reflects on the rapid growth of Rainmaker Family, detailing how she stepped into a critical leadership role as COO, navigating the challenges of scaling systems, building teams, and streamlining operations during a time of massive expansion. She highlights the crucial role of data-driven decision-making, effective use of contractors, and the shift to building in-house teams for sustained success. Kimberly also discusses the balance between visionary leadership and the operations team's structured execution. From establishing scorecards for tracking performance to growing an in-house marketing and sales force, Kimberly provides invaluable insights for anyone looking to scale their business without losing sight of long-term sustainability. This episode is packed with actionable advice on how to leverage both contractors and internal hires to achieve business growth, create operational frameworks, and support visionary entrepreneurs in building a strong foundation for success.   Minute by Minute: 0:00 Introduction 4:38 Kimberly's history with The Rainmaker Family 10:28 Internal vs contractor teams 18:18 When is it the right time to pull the plug? 26:20 The power of weekly updates

SUMMARY: Hey, Ops Experts! In this episode, we dive deep into the latest community-building tools from platforms like Kajabi, Circle, and Mighty Networks. Our hosts explore Kajabi's new "Communities" feature, which integrates seamlessly with their course offerings, creating a unified space for both learning and engagement. We discuss its game-changing capabilities like Zoom integration, group challenges, and progress tracking. We also look at Circle and its community-first approach, offering an intuitive interface with channels and spaces that make it easy to switch between courses and community groups. Plus, we explore how Mighty Networks provides robust tools for scaling and monetizing communities with multi-level paywalls, seamless course integration, and live streaming. Tune in to hear how each platform compares and which might be the right fit for your business!   Minute by Minute: 0:00 Introduction 1:32 Kajabi's community 6:48 Circle 12:52 Mighty Networks

SUMMARY: In this episode of The Ops Experts Club Podcast, the team dives into tools and platforms designed to streamline the coaching industry. With a focus on improving operational efficiency, they explore how virtual coaching and info products evolved, making way for platforms that automate various tasks such as payments, scheduling, and client management. The conversation touches on three coaching platforms—Simply Coach, Delenta, and Paperbell—each tailored for different business sizes and needs. The hosts discuss their experiences implementing these tools for clients like Dr. Dharius Daniels, Daryl Griggs, and 100X. Simply Coach offers a solid starting point for small teams but lacks certain automations that growing companies require. Delenta, by comparison, provides more robust automation features, including self-selecting coaches and billing integration, ideal for companies scaling up. Meanwhile, Paperbell stands out as a beginner-friendly, streamlined platform, particularly suited for solo coaches and small coaching businesses. Listeners will gain insights into the practicalities of setting up a coaching program, automating tasks, and choosing the right platform to maximize efficiency and client engagement. Whether you're a new coach or managing a large team, this episode offers valuable advice on leveraging technology to improve coaching operations.   Minute by Minute: 0:00 Introduction to coaching software 3:36 Simply Coach 10:28 Delenta 14:43 Paperbell 

SUMMARY: In this episode Aaron, Terryn, and Savannah sit down with Stephen Diaz, CEO of The Rainmaker Family, to explore his remarkable journey from wedding photography to building a multi-million dollar brand. Stephen shares how The Rainmaker Family empowers moms to achieve time freedom, financial abundance, and a lasting legacy through eCommerce. Stephen opens up about the challenges of creative entrepreneurship, scaling operations, and releasing control—key factors in transforming his business from burnout to exponential growth. The conversation touches on the power of systems like EOS, the art of scaling a business without losing creativity, and the importance of empowering others to lead. Stephen and his wife Chelsea have truly turned their passion for freedom and family into a thriving business that not only changed their lives but the lives of countless other families. From practical advice on scaling a brand using platforms like Amazon to insights into creating viral marketing content, this episode is packed with actionable takeaways for anyone looking to grow their business. Tune in for an inspiring and insightful discussion on scaling operations, leadership, and creating a lasting impact.   Minute by Minute: 0:00 Introduction 4:31 Stephen's story and The Rainmaker Family 12:11 From avoiding ops to truly valuing ops 16:03 Actually releasing tasks to people on your team 18:43 If you don't want to have to create ads all the time

SUMMARY: In this episode, we dive into the world of calendar scheduling tools, discussing the pros and cons of popular options like Calendly, Koalendar, and OnceHub. Terryn and Savannah share their personal experiences and insights into the features, pricing, and usability of these platforms, helping you find the right tool to streamline your scheduling process. We kick things off with a deep dive into Calendly, a favorite for its simplicity and robust free version, perfect for individuals and small teams. We explore how it helps avoid the back-and-forth of scheduling emails, and when it makes sense to upgrade to the paid version for advanced features like round-robin scheduling and form integrations. Next, we take a look at Koalendar, a newer player with a cute koala logo but fewer free features. Despite its appealing branding, we uncover some limitations that may make it less attractive compared to other options. Finally, we explore OnceHub, formerly known as ScheduleOnce, known for its advanced features like workflow automation, high security, and a comprehensive free version. We discuss why it could be a powerful tool for larger teams or those needing advanced scheduling capabilities, despite some nuanced pricing details. Tune in to learn which scheduling tool might be the best fit for your needs, and avoid common pitfalls when choosing a solution for your business.   Minute by Minute: 0:00 Introduction 2:05 Calendly 8:58 Koalender 14:34 Once Hub

SUMMARY: In this episode of The Ops Experts Club Podcast, we dive into the world of visual funnel builders and how they can revolutionize project management and team collaboration. Join us as we explore tools like Lucidchart, Miro, and Whimsical, and discuss how they can help visually map out complex processes—from email marketing sequences to project ownership and customer journeys. Our hosts share insights on the pros and cons of each platform, their experiences working with these tools, and how visual builders simplify communication across teams, from tech support to customer service and copywriters. Discover the importance of staying organized in fast-paced environments and how these tools ensure everyone is on the same page—literally. Whether you're a perfectionist who loves tweaking every arrow or just need a quick way to onboard new team members, this episode will help you find the right solution for your team's needs. Plus, hear our tips on how to leverage these tools for personal projects, including planning the perfect family vacation! Tune in to level up your organizational game and get ahead in your next launch or team project.   Minute by Minute:   0:00 Introduction and follow up on Shelly Khalil 7:52 Visual funnel builder tools 9:32 Lucid Charts 13:08 Miro 18:30 Whimsical - the hub for visual collaboration 

SUMMARY: In this episode of The Ops Experts Club Podcast, we sit down with Shelly Khalil, an extraordinary operations expert and a key force behind the rapid growth of Pedro Adao's companies. Shelly shares her journey from being an office admin to navigating the whirlwind growth of the 100X Academy and managing large-scale events with minimal resources. She talks about the challenges of handling operations in a fast-paced environment, the importance of maintaining boundaries while serving with heart, and the dynamic partnership between her husband Ramie and Pedro in their financial planning firm, Fortress Financial. Shelly also reflects on the incredible transformation she's witnessed in people's lives through the events she has helped orchestrate, sharing how the team's dedication to hospitality and customer service has set them apart. Tune in as Shelly, Aaron, Ben, and Savannah discuss the realities of building operations from the ground up, the power of resilience, and the lessons learned from running an operations team that balances both structure and flexibility in a high-growth environment. This episode is filled with insights on leadership, operations, and the art of thriving in chaos, making it a must-listen for anyone looking to scale their business while keeping their values intact. Don't miss out on Shelly's incredible story and the wisdom she imparts for both current and aspiring operations professionals!   Minute by Minute: 0:00 introduction 3:50 When Shelly met Aaron 10:38 The hardest operations aspect to get a grip on 20:19 Building up boundaries in the workplace

SUMMARY: In this episode, we dive deep into the world of text message marketing and the evolving landscape of regulations that have transformed how businesses connect with their audience. Since COVID-19, texting has become a powerful tool in marketing, but with new rules, like the elimination of short codes and the introduction of double opt-ins, the industry has faced major changes. We discuss the benefits and challenges of text marketing, including compliance issues, cost considerations, and platform choices. You'll hear about various tools and strategies for effective text marketing, including Easy Texting, Joined by Text, Community, and Twilio, each with its own strengths and weaknesses. We explore the pros and cons of each platform, the costs involved, the ease of use, and the ways businesses can optimize their SMS campaigns to maximize ROI. Whether you're a small business owner looking to engage your audience or a larger enterprise seeking robust, integrated solutions, this episode provides a comprehensive overview to help you navigate the dynamic world of text message marketing. Tune in to learn about the current state of SMS marketing, how to stay compliant, and how to choose the best tools for your business needs!   Minute by Minute:   0:00 Introduction 6:13 In the beginning there was EZ Texting  9:52 Join By Text 12:21 Community, the fancy option 18:39 What the Twilio, yo

SUMMARY: In this episode of The Ops Experts Club Podcast, the team dives into their favorite productivity tools, each bringing a unique solution to the table. From the noise-cancelling magic of Krisp, ideal for professionals working in noisy environments, to the versatile and open-source streaming software OBS, perfect for solo presenters and content creators. The discussion also highlights ClickUp, an all-in-one project management tool that stands out for its extensive free features and workflow automation, making it a strong contender against more established platforms like Asana and Monday. The Ops Experts Club members explore how these tools enhance efficiency, improve communication, and streamline processes, making them essential for any business or individual looking to up their productivity game.   Minute by Minute:   0:00 Introduction 4:05 Krisp, helping our appearance in meetings 8:19 One of Ben's favorites, OBS 15:37 ClickUp as an alternative to Monday and Asana

SUMMARY: In this episode of The Ops Experts Club Podcast, hosts Terryn and Savannah interview Adriana Lane, an experienced professional with a rich background in technology and operations. Adriana discusses her journey through various industry-disrupting companies, such as Yelp, Uber, and a cannabis payment startup, sharing insights into how these roles shaped her approach to business operations and leadership. Adriana emphasizes the importance of problem-solving in leadership, recounting a pivotal learning moment from a past manager that transformed her approach to managing teams and business challenges. She also discusses her current role with Pace Morby and Cody Barton, expressing excitement about the potential to turn their umbrella company into a household name through strategic branding and operational excellence. Throughout the conversation, Adriana highlights the importance of adaptability, communication, and long-term vision in overcoming hurdles and driving company success. She advocates for a solutions-oriented mindset and the value of tracking trends over time to identify operational efficiencies. The episode provides listeners with valuable lessons on leadership, problem-solving, and the impact of innovative thinking in the operations world.   Minute by Minute: 0:00 Introduction and get to know Adriana Lane of Manifest U 4:01 How Adriana got started in operations 7:40 It's all in how you say it 12:30 The sudden focus changes that happen with work 14:19 The best ways to communicate with your team 16:25 A shared appreciation for Asana 18:06 Good advice for younger operations pros  

SUMMARY:  In this episode of The Ops Experts Club Podcast, join hosts Terryn, Savannah, and Ben as they dive deep into the world of landing page builders. With so many options available, how do you choose the right platform for your business? They explore popular tools like ClickFunnels, WordPress, Wix, Squarespace, and Weebly, discussing their features, pros, cons, and ideal use cases. Ben starts off with ClickFunnels, a widely used platform for building landing pages quickly and easily. He shares insights on its pricing tiers and functionality, highlighting its simplicity and ease of use for newcomers. However, he also points out limitations in customization and features like the affiliate program and CRM capabilities. Next, Savannah and Terryn delve into WordPress, a versatile platform with endless customization possibilities through plugins. They discuss its suitability for membership sites and the importance of having a knowledgeable tech team to manage its complexities. Savannah also shares her experience with Wix and Squarespace, comparing their ease of use, pricing, and features. She emphasizes the user-friendly nature of Squarespace and its seamless integration with Google Workspace, making it a favorite among small businesses. Finally, they touch on Weebly, recently acquired by Square, which offers unique advantages for businesses using Square as their point of sale. They explore its functionality and how it integrates with Square's ecosystem.   Minute by Minute: 0:00 Introduction and the value of a retention specialist 10:31 The many ways to make landing pages starting with Click Funnels 19:09 The Wordpress blog 24:21 Wix  and Squarespace and Weebly with Savannah

SUMMARY: In this episode of The Ops Experts Club Podcast, hosts Aaron, Terryn, and Savannah interview Dan Tau, a customer retention specialist for Pedro Adao, to explore the challenges and strategies of retaining customers, particularly in online entrepreneurship. They discuss the importance of nurturing the initial "yes" from customers and the potential fragility of that commitment, especially when customers face personal doubts or financial difficulties. Dan shares his experiences and insights, emphasizing the need for a compassionate, heart-centered approach in customer retention. He recounts stories of turning potentially negative situations into positive outcomes by listening to customers' concerns, understanding their circumstances, and offering flexible solutions. The conversation also highlights the importance of having dedicated retention specialists who can handle sensitive issues with empathy and understanding, distinguishing retention efforts from collections, which can often feel impersonal and harsh. Savannah and Terryn add their perspectives on the operational aspects of customer support and retention, underscoring the value of having a structured team approach. They stress that while customer service can handle initial complaints, having a retention specialist to escalate more complex cases ensures that customers receive the attention and care they need, which in turn benefits the company by fostering loyalty and potentially increasing future sales. This episode provides valuable insights for businesses looking to improve their customer retention strategies by focusing on human-centered interactions and thoughtful, personalized solutions.   Minute by Minute: 0:00 Introduction and retention not collections 8:17 Reminding people of the value 10:16 The operations to retention connection 15:28 Turning angry people into happy people  19:01 The learned habit of listening first 22:39 The experience of working with Collab Team

SUMMARY: Join hosts Terryn, Savannah, and Ben in this episode of The Ops Experts Club as they explore some of the coolest tools designed to enhance your operations workflow. From making your emails more readable to optimizing your copywriting process, discover tools that can save you time and improve your productivity. Highlights: Hemingway App: Learn how this free app helps you write clearer, more readable emails by highlighting adverbs, passive voice, and complex sentences. Perfect for ensuring your messages are easy to understand and act upon. Jasper: Explore the advanced features of this AI-driven copywriting tool, which simplifies the writing process with user-friendly templates and tone adjustment options. Ideal for anyone looking to streamline their content creation without extensive input. Grammarly: Savannah introduces Grammarly as a comprehensive writing assistant that combines features of Hemingway and Jasper. With tone customization, correctness checks, and browser plugins, Grammarly helps refine your writing across various platforms, whether you're drafting emails or social media posts. Tune in to hear practical insights and firsthand experiences with these tools, and find out which one might be the best fit for your operations needs. Whether you're a seasoned professional or just starting, these cool tools will help you communicate more effectively and efficiently.   Minute by Minute: 0:00 The structure of creativity 6:55 Copy Cool Tools 8:07 The free Hemingway app 12:27 The Apple version of ChatGPT? 19:17 Grammerly

SUMMARY: In this episode of The Ops Experts Club Podcast, hosts Terryn and Ben interview Mason Williams, the founder of Evandigital Content. Mason shares his journey from a creative intern to a seasoned video producer and content creator, emphasizing the crucial balance between creativity and operational efficiency. He discusses the challenges of managing creative processes under tight deadlines and how structured planning can alleviate issues like writer's block. Mason highlights the importance of integrating creativity within operational parameters, using analogies like music and boxing. He also delves into the dynamic world of social media content creation, stressing the significance of consistency and the art of distilling long-form content into impactful short videos. Mason provides practical tips on handling vast content libraries, ensuring quality while meeting deadlines, and the importance of having a cohesive message.  Tune in for valuable insights into digital content creation, managing client expectations, and mastering the balance between creativity and structure.   Minute by Minute: 0:00 Introduction and creatives who understand ops 2:55 What if you're not feeling very creative? 6:56 How Mason got started in video creation 8:40 The power of reels today 15:35 How do you know what makes for good content? 17:57 The mindset of a Youtube audience

SUMMARY: In this episode of The Ops Experts Club Podcast, hosts Terryn and Ben discuss the resurgence of webinars, comparing tools like Zoom, Zoho, GoToWebinar, and EverWebinar. They highlight the cost-effectiveness and features of these platforms, emphasizing the importance of making webinars engaging and interactive. Terryn and Ben delve into the strategic value of webinars in modern marketing, noting their ability to showcase expertise, engage audiences, and drive sales. This episode provides essential insights into product design, customer engagement, and effective marketing strategies.   Minute by Minute: 0:00 Value ladders and things learned from Scott Benham 8:51 The comeback of webinars 10:56 The unholy pricing of Zoom webinars 12:26 More reasonably priced options for webinars  24:04 Storage isn't the only thing you pay for 

SUMMARY: In this episode of The Ops Experts Club Podcast, Aaron and guest host Drew dive deep into the art of recruiting with special guest Catherine Shue. Catherine shares her hands-on approach to filtering through resumes and LinkedIn profiles, revealing the keywords and experiences she looks for in potential candidates. They discuss the importance of understanding the specific needs of the hiring executive and how Catherine tailors her search to find the perfect match. Listeners will gain insights into the nuances of recruiting for various roles, the significance of candidates' tenure at previous jobs, and the importance of company culture fit. Catherine also shares some of her most challenging interview experiences and how she adapts her approach to ensure effective communication with candidates. From identifying red flags in the application process to the value of investing in long-term employee growth, this episode is packed with practical tips and strategies for successful recruitment. Whether you're a hiring manager, recruiter, or job seeker, you'll find valuable takeaways to enhance your approach to the recruitment process. Join us for an engaging conversation that covers everything from initial screenings to second interviews and the critical onboarding phase, ensuring that you're well-equipped to find and secure the best talent for your team.   Minute by Minute:   0:00 Welcome guest host, Drew and hiring and recruiting 7:19 What Catherine is looking for when it comes to recruiting 15:56 Things to look for in communication 19:55 She's had more than a couple awful experiences  

SUMMARY: In this episode of The Ops Experts Club Podcast, we sit down with Jessica Peavy, the dynamic digital marketing specialist at Unmutable, to explore her diverse journey within the company. From managing book launches and handling marketing strategies to her current role in digital marketing, Jessica shares the evolution of her responsibilities and how she found her sweet spot. Jessica opens up about the challenges and triumphs of working with family, particularly with her brother and Unmutable's owner, Caleb Peavy. She delves into the nuances of balancing creativity with operational efficiency, setting clear expectations, and maintaining productive client relationships. We also discuss the art of managing multiple hats in a fast-paced environment and the importance of adaptability in the ever-changing landscape of digital marketing. Jessica offers insights into how Unmutable approaches projects, fosters creativity, and aligns ideas with client goals. This episode is packed with valuable lessons on the importance of setting boundaries, the power of collaboration, and the significance of continuous learning. Whether you're a digital marketing enthusiast or a project management pro, Jessica's experiences and tips will inspire you to find balance and joy in your professional journey.   Minute by Minute: 0:00 Introduction and welcome Jessica Peavy! 3:23 Ascending from a creative to an operations manager 9:08 This kind of marketing takes the most creativity 18:23 Learning to reign in clients' creative ideas with something more practical 24:08 A piece of advice for starting out Jessica

SUMMARY: In this engaging episode of The Ops Experts Club Podcast, hosts Aaron, Terryn, and Savannah sit down with Scott, a seasoned operations expert, to delve into his unique professional journey. Scott shares his fascinating story of transitioning from working with renowned leadership guru John Maxwell to partnering with dynamic entrepreneur Pedro Adao. Discover how Scott navigated these two distinct worlds, driven by a combination of divine guidance and strategic decision-making. He recounts the serendipitous encounters and pivotal moments that shaped his career, including the unexpected way he connected with Pedro and the lessons learned along the way. Scott emphasizes the importance of embracing challenges, simplifying complexities, and fostering team growth. Listen as he reveals his philosophy on making oneself irreplaceable, then gradually training and empowering others to take over, ultimately ensuring sustainable success for the organization. Join us for an inspiring conversation that highlights the power of purpose, the value of perseverance, and the impact of thoughtful leadership. Whether you're a seasoned professional or just starting out, Scott's insights are sure to resonate and inspire. Tune in to learn how you too can simplify the complex, build effective teams, and achieve lasting impact in your career.   Minute by Minute: 0:00 Introduction and looking to receive 8:57 John Maxwell and looking for a problem 14:14 Simplify the complex 19:09 Be humble enough to recreate yourself

SUMMARY: In this inspiring episode of The Ops Experts Club Podcast, hosts Savannah and Terryn dive into the fascinating world of chatbots and AI with RJ Redden, the mastermind behind Black Belt Bots. RJ shares her journey from a young first grader helping kindergartners learn to skate to becoming a renowned expert in leveraging technology to create epic client experiences. RJ's passion for awakening people to the potential within their grasp shines through as she discusses her early love for connecting people to their dreams and the power of technology. She recounts her first encounter with chatbots, her excitement about AI, and how she combines these tools to help clients create personalized and engaging experiences. RJ's storytelling takes us on a journey from her childhood, painting a vivid picture of her unique upbringing in a unicorn-painted school bus, to her present-day role as a bridge between visionaries and technical experts. She emphasizes the importance of using imagination and creativity to solve problems and make clients' lives better. Listeners will gain valuable insights into how RJ approaches her work, the importance of staying curious, and the joy of making technology accessible to everyone. This episode is a must-listen for anyone interested in the intersection of operations, technology, and visionary thinking. Key Topics Covered: RJ's early experiences inspiring and teaching others The transformative power of chatbots and AI in marketing and client engagement The journey of starting Black Belt Bots and creating impactful solutions RJ's unique childhood adventure living in a unicorn-painted school bus The importance of being a bridge between visionaries and technical experts Overcoming the hurdles of perfectionism in software development The role of imagination and creativity in problem-solving Making technology accessible and user-friendly for clients Minute by Minute: 0:00 RJ, a weird niche genius with computers 4:05 But how did she get there? 7:56 Another tool to learn or something to push us forward 9:43 RJ's first chatbot 15:28 A super hero origin story 22:20 Letting go of the perfectionism of development 23:49 To be the bridge of vision and operations 26:25 Serve and invite 27:12 A message for the beginning bot builder

SUMMARY: In this episode of The Ops Experts Club, Ben and Savannah sit down with Alex Rodriguez, a former educator turned marketing professional. Alex shares her unique journey from teaching to working in a dynamic marketing role, highlighting how the skills she honed in the classroom—such as communication, organization, and adaptability—have seamlessly translated into her new career. The conversation explores the unexpected advantages and challenges educators face when pivoting to different fields, emphasizing the importance of viewing career changes as natural progressions rather than setbacks. Alex dives into her experiences at Kingdom Real Estate Investors and her current company, discussing how she designs coursework, creates marketing content, and manages brand voice. She also reflects on overcoming imposter syndrome, the vital role of flexibility, and the surprising complexities of social media management. This episode offers valuable insights for anyone considering a career change, especially educators looking to leverage their teaching skills in new arenas. Join us for an inspiring discussion on the power of pivoting and the diverse applications of an educational background.   Minute by Minute:   0:00 A-Rod from Wuhan back to the states! 5:04 How teaching skills translated into new roles 9:34 Learning I can't do everything 14:34 What is brand voice anyhow? 23:13 Plans to go back to China and some wisdom on chapters and seasons

SUMMARY: In this exciting episode of The Ops Experts Clubs Podcast, hosts Terryn and Savannah sit down with Kellie Hanno, the dynamic project manager of Manifest U. Kellie shares her unique journey from healthcare to the fast-paced world of real estate media management, offering a treasure trove of insights into startup life and project management. Join us as Kellie discusses her multifaceted role at Manifest U, a media company serving the brands of real estate moguls Pace Morby and Cody Barton. Learn about the diverse responsibilities she juggles, from developing info products and running memberships to managing customer service and marketing operations. Kellie dives deep into the tools that keep Manifest U running smoothly, including Kajabi, Kaep, and the strategic shift from Discord to Kajabi's community feature. She also reflects on the essential skills she's transferred from her healthcare background to her current role, emphasizing the importance of clear, concise communication in driving business success. This episode is packed with valuable advice for anyone involved in startups, project management and more. Whether you're looking for tips on improving customer experience, managing a growing team, or navigating the challenges of a rapidly evolving company, Kellie's experience and insights are sure to inspire and inform. Tune in for a rich conversation about overcoming hurdles, embracing growth, and the relentless pursuit of creating raving fans in the world of real estate media.   Minute by Minute: 0:00 Introduction and welcome to the show Kellie Hanno 4:51 Working with Kajabi's new platform feature: Community 7:52 The path that Kellie took 10:59 How a startup feels now vs then 17:07 A piece of advice from Kellie today to Kellie 3 years ago 18:38 Has a background in healthcare helping in operations?

SUMMARY: In this episode of The Ops Experts Club Podcast, we dive into the world of productivity tools, uncovering three gems that can revolutionize your workflow. Join us as we explore OBS Studio, a versatile software ideal for video recording and live streaming, not just for gamers but also for educators and entrepreneurs. Learn how OBS Studio's flexibility and simplicity can enhance your digital content creation and streaming experience. Next up, we unravel the mysteries of LastPass, a password management tool that simplifies secure password sharing and storage. Discover how LastPass streamlines password management across teams, ensuring efficiency and security without the hassle of manual updates. Lastly, we introduce Fathom for Zoom, a game-changing meeting recorder that seamlessly captures and organizes meeting transcripts and recordings. Explore how Fathom for Zoom revolutionizes post-meeting workflows, making it effortless to share recordings and extract key insights. Join us as we uncover the potential of these productivity powerhouses and unlock new levels of efficiency in your daily operations!   Minute by Minute: 0:00 Welcome everyone 2:05 OBS Studio 13:11 Password sharing with LastPass 24:06 Recording meetings with Fathom for Zoom

SUMMARY: Join hosts Aaron, Terryn, and Ben as they delve into the intricate world of business operations with special guest Josh Bear, the COO of WAG. In this compelling episode of The Ops Experts Club Podcast, Josh offers an insider's perspective on how WAG manages a diverse portfolio of businesses and provides invaluable insights into their innovative approach to entrepreneurship. The conversation kicks off with Josh providing an overview of WAG's unique business model, which involves managing businesses for clients across various industries. From running Amazon stores to venturing into solar and trucking, WAG serves as the operations team behind these enterprises, allowing clients to leverage their expertise while sharing in the profits. As Josh shares his journey from the Army to becoming a key figure in the business world, listeners gain a deeper understanding of the strategic decision-making process behind WAG's expansion into new industries. Josh's personal story underscores the importance of adaptability, resilience, and the pursuit of a meaningful legacy in the face of challenges. Throughout the episode, Josh offers candid insights into the complexities of managing multiple businesses and the importance of proactive leadership. From navigating regulatory hurdles in the trucking industry to leveraging YouTube for business growth, Josh provides practical advice for aspiring entrepreneurs and seasoned professionals alike. Tune in to gain exclusive insights from one of the industry's brightest minds and discover how WAG is redefining the art of business operations one venture at a time. Don't miss out on this episode of The Ops Experts Club Podcast!   Minute by Minute: 0:00 Introduction 2:32 What is WAG? 5:36 Choosing the different industries that WAG is involved with 8:05 Where to spend time when you work with 17 different companies 9:52 The surprising complexity of the trucking industry 14:24 From Youtube into all of this

SUMMARY: Join us in this episode of The Ops Experts Clubs Podcast as we delve deep into the world of franchising with industry expert Jon Osterson. With over a decade of experience in non-food franchising, Jon shares invaluable insights and strategies that have proven to be game-changers for entrepreneurs looking to break into the market. In this conversation, Jon discusses with the team the importance of niche specialization and how it can be a strategic advantage in the competitive landscape. From the challenges of food-related ventures to the allure of non-food franchises, Jon sheds light on why certain industries thrive under franchising models. With anecdotes and real-world examples, Jon and the hosts explore the dynamics of franchise ownership, including the significance of system adherence and the role of processes in ensuring success. Whether you're a seasoned entrepreneur or someone contemplating franchise ownership, this episode offers practical advice and actionable steps to navigate the franchising journey effectively. Tune in to discover how franchising can be a lucrative opportunity, the role of systems in business success, and why established franchises hold sway in the eyes of lenders like the SBA. Don't miss out on this insightful discussion that could reshape your approach to entrepreneurship and franchising!   Minute by Minute: 0:00 Intro + welcome Jon Ostenson 4:07 What is non food franchising? 6:10 Growing sectors for franchises 9:32 Profitability concerns in coffee and the food industry as a whole 15:30 How do you get started with owning your first franchise? 17:39 How does it work for entrepreneurs and franchising 21:30 A franchise being something you can run remote 23:19 Systems, the lesson from franchises 25:45 What does good profitability look like for a non food franchise