Podcasts about terryn

Summary: In this episode of the Ops Experts Club podcast, Aaron Hovivian and Terryn Turner talk through the importance of SOPs, recruiting, delegation, and building roles with clarity before hiring. They explain why businesses often feel pressure to hire quickly when things are on fire, but without clear standard operating procedures, org chart planning, and role expectations, new hires can end up walking into confusion instead of structure. The conversation highlights how SOPs help businesses become more repeatable, trainable, and scalable. Aaron and Terryn also discuss how AI can support SOP creation, as long as business owners proofread, simplify, and keep processes consistent. They explore how SOPs connect to delegate-and-elevate exercises, hiring decisions, overseas support, quality control, and future org chart planning. Whether you are preparing to hire, trying to remove tasks from overloaded team members, or building better systems for scale, this episode offers practical insight into creating processes that help your business grow without slowing down. To download the SOP template mentioned in the episode, visit: https://sop.opsexpertsacademy.com/ Minute-by-Minute: 00:00 Introduction to Ops Experts Club and Personal Insights 02:03 The Importance of Standard Operating Procedures (SOPs) in Recruiting 07:32 Leveraging AI for SOP Creation and Management 11:03 Evaluating Roles and Responsibilities in the Org Chart 14:28 Future Planning and Organizational Growth  

Summary: In this episode of the Ops Experts Club podcast, Aaron Hovivian and Terryn Turner discuss the importance of evaluating your team, auditing workflows, and asking the right operational questions before automatically assuming growth requires more hiring. Using examples from real businesses and clients, they explore how fast-moving companies can slowly drift into inefficient habits, outdated systems, and unnecessary labor costs simply because nobody has stopped to reassess how people are spending their time. From labor allocation and profitability to workflow optimization and operational blind spots, the conversation highlights why regular business audits are essential for sustainable growth. Aaron and Terryn also dive into the growing role of AI and automation inside operations. They share practical examples of how businesses are using automations, AI tools, APIs, and custom workflows to eliminate repetitive tasks, improve reporting, streamline customer management, and elevate team performance. Whether you're running an online business, managing a growing team, or simply feeling overwhelmed by operational complexity, this episode offers actionable insights on how to identify inefficiencies, better utilize your people, and create systems that scale more effectively. Want to evaluate your own operations and identify gaps in your business? Check out the free Gap Quiz or learn more about the full Gap Analyzer process at GapAnalyzer.com Minute-by-Minute: 00:00 Introduction to the Ops Experts Club 01:31 Evaluating Your People: The Importance of Asking Questions 04:52 Leveraging AI for Efficiency 09:04 Innovative Solutions: Streamlining Processes 14:00 Auditing Performance: The Role of Gap Analyzer 16:38 Conclusion and Key Takeaways

Summary: In this episode of the Ops Experts Club podcast, Aaron Hovivian and Terryn Turner unpack one of the most overlooked areas in business operations: vendor payments, contract management, and approval systems. They dive into the dangers of blindly paying invoices without proper checks and balances, sharing real examples of businesses that were unknowingly exposed to duplicate billing, disorganized contracts, and financial inefficiencies. From contract repositories and approval workflows to task management systems and AI-powered organization, the conversation breaks down practical ways operators can protect growing businesses from costly mistakes. Aaron and Terryn also explore the important role operations leaders play between finance, bookkeeping, HR, and leadership teams. They discuss why visionary entrepreneurs often need structured operational support, how trust and accountability are built within approval systems, and why organized documentation becomes critical as companies scale. Whether you're running a small online business or managing a fast-growing team, this episode offers actionable systems and operational insights to help you tighten up your backend processes and create better financial oversight. To learn more about operational audits, bookkeeping systems, and financial process support, visit Finance.TheCollabTeam.com Minute by Minute 00:00 Welcome to Ops Experts Club 01:20 The Importance of Systems in Online Business 02:16 Managing Contracts and Payments 04:57 Organizing Contracts and Approvals 09:15 Creating a Contract Repository 11:06 Approval Processes in Finance 14:40 Managing HR and Contractor Agreements  

In this episode of the Ops Experts Club podcast, Aaron Hovivian and Terryn Turner dive into the importance of investing in people through intentional training, leadership development, and company culture. They discuss how many businesses focus heavily on hiring but often overlook what happens after onboarding, leaving employees without the tools, support, or growth opportunities they need to succeed. From book clubs and online courses to annual planning sessions and continuing education, Aaron and Terryn share practical ways companies can create a culture that develops people instead of simply managing tasks. The conversation also explores the long-term impact of investing in employees, even when they may not stay forever. Through personal stories and real-world examples, they highlight how mentorship, accountability, and growth-focused leadership can improve retention, strengthen culture, and help employees reach their personal and professional goals. Whether you lead a small team or a growing online business, this episode offers actionable insights on building a workplace where people feel valued, supported, and motivated to grow. Minute by Minute 00:00 Introduction to Operations and Training 02:46 The Importance of Investing in People 05:33 Creating a Culture of Growth 08:08 Empowering Employees Through Education 10:48 Long-Term Employee Development 13:43 Navigating Employee Turnover 16:41 Conclusion and Final Thoughts

SUMMARY:Aaron and Terryn tackle one of the most expensive decisions entrepreneurs get wrong: hiring full time when fractional would serve them better. They run through a rapid-fire breakdown of common roles including executive assistants, finance team, customer support, and tech, and call out exactly when each one makes sense as a fractional hire versus an internal employee. They also get into the EA versus VA debate, why hemisphere matters more than most people think, and why piloting with a fractional expert first almost always sets you up for a smarter full-time hire down the road. Grab the free recruiting templates and interview questions at recruiting.opsexpertsacademy.com. Minute By Minute: 00:00 Introduction to Recruiting Challenges 03:05 The Benefits of Fractional Hiring 05:51 Understanding Executive Assistants vs. Virtual Assistants 08:48 When to Hire an Internal Finance Team 12:00 Customer Support: Internal vs. Fractional 14:58 Tech Roles: Fractional Hiring Insights 17:55 Final Thoughts on Hiring Strategies

SUMMARY: Aaron and Terryn walk listeners through the free Gap Analyzer quiz, a nine-question tool built from 12 years of being under the hood of dozens of businesses. They break down each question in real time, unpacking why things like labor percentage, tech stack bloat, and whether the right people are in the right seats matter more than most visionaries realize. It is a practical, no-pressure way to get an honest snapshot of where your business stands and what to fix in the next 90 days. Take the free quiz at gapanalyzer.com/gapquiz. Minute by Minute: 00:00 Introduction and Energy Check 01:13 Identifying Team Gaps 05:37 The Gap Analyzer Tool 11:09 Understanding Business Stages 16:33 Assessing Team Efficiency 20:30 Conclusion and Call to Action

SUMMARY: Aaron, Terryn, and finance specialist Tabby Kler dig into one of the most practical conversations happening in business right now: where does AI actually fit, and where do you still need real people? From using Claude to build reconciliation templates in seconds to turning a departing employee's entire email archive into a searchable company resource, they walk through real use cases that are saving time and elevating teams right now. Terryn breaks down why AI is less of a replacement and more of a general contractor relationship, and Tabby gets honest about why bookkeepers are not going anywhere just yet. The message throughout is clear: AI is only as smart as what you feed it, and the smartest thing you can do is keep great people focused on what only people can do. Minute By Minute: 00:00 Introduction to Ops Experts Club 01:31 Leveraging Technology and AI in Business 03:44 Organizational Strategies with AI 07:26 Automating Repetitive Tasks 09:33 Quality Control in AI Implementations 11:48 SOPs and AI Integration 13:57 Enhancing Communication with AI 16:24 The Human Element in Finance 20:04 The Future of AI in Business

SUMMARY: Aaron and Terryn make the case for the one thing that cuts through business chaos faster than anything else: a real operating system. They dig into EOS, the Entrepreneurial Operating System from the book Traction, and break down why visionaries who run on gut instinct and new ideas desperately need a consistent weekly meeting structure that holds everyone accountable to real numbers and real outcomes. From quarterly rocks to the visionary-integrator relationship, they walk through how a one-hour weekly meeting done the right way can replace the noise, the story time, and the constant fire drills that burn out teams and stall growth. Grab the free meeting templates and training at https://rocks.opsexpertsacademy.com. Minute By Minute: 00:00 Introduction to Chaos in Business 01:44 Calming the Storm: The Silver Bullet 03:44 Implementing an Operating System: EOS 07:34 The Importance of Consistency and Accountability 12:09 Metrics and Performance Evaluation 17:36 Empowering Teams and Visionaries

SUMMARY: Aaron, Terryn, and recruiting specialist Taylor Longden pull back the curtain on what a real recruiting process looks like from start to finish. From crafting the right job post and filtering through hundreds of applicants to asking the questions that actually reveal whether someone is the right fit, they break down every step The Collab Team uses to take the guesswork out of hiring. They also get honest about the mistakes visionaries make most often, hiring on gut instinct, stretching one role too thin, and posting in a way that quietly repels great candidates before they even apply. Grab the free job post template and interview questions at recruiting.opsexpertsacademy.com.   Minute By Minute: 00:00 Introduction to Terryn's Adventures 02:54 The Challenges of Recruiting 05:34 Crafting Job Descriptions and Posts 08:26 Navigating Applicant Selection 11:20 Interviewing Candidates Effectively 14:04 Understanding Tech Stacks in Recruitment 16:50 Budgeting and Industry Standards 19:29 The Importance of Company Culture

SUMMARY: Aaron, Terryn, and Brandon Turley pull back the curtain on one of the most overlooked tools in business operations: the internal audit. They dig into the Gap Analyzer, a tool the Collab team built to give business owners a clear, honest picture of how their team is actually spending time versus how they think they are. From uncovering overlapping roles and outdated job descriptions to surfacing real pain points straight from the boots on the ground, they break down why taking a 15-minute snapshot of your team can unlock better decisions, leaner operations, and smarter use of AI. If you have ever wondered what your people are actually doing all day, this one is for you. Minute By Minute: 00:00 Introduction to Ops Experts Club 01:04 The Importance of Internal Audits 02:43 Introducing the Gap Analyzer Tool 05:30 Understanding Team Dynamics and Time Management 08:16 Identifying Overlaps and Gaps in Roles 11:04 Leveraging AI for Operational Efficiency 13:44 Feedback Mechanisms and Continuous Improvement 16:39 Aligning Team Goals with Business Objectives 19:25 Conclusion and Final Thoughts

SUMMARY: Aaron and Terryn bring in Collab Team finance expert Stephanie Blodgett to tackle one of the messiest pain points hiding inside growing businesses: accounts payable chaos. From establishing a simple payment schedule to picking the right platform and building SOPs your team can actually hand off, they break down how to stop the financial fire drill and start running a process that scales. Stephanie also pulls back the curtain on chargeback disputes and why most businesses are leaving money on the table simply by not submitting a letter with their evidence. Minute By Minute: 00:00 Introduction to Financial Operations 03:06 Identifying Financial Pain Points 05:45 Establishing Standard Operating Procedures 08:28 Choosing the Right Payment Platforms 11:23 Scaling Financial Processes 14:15 Dispute Management and Best Practices

SUMMARY: Aaron and Terryn tackle one of the biggest Achilles heels they see with visionaries: the addiction to chasing shiny new ideas instead of doubling down on what already works. Before you blow up the playbook, they challenge you to get the right people in a room and do the real fact-finding first. Why isn't this working, and what small tweak could get it moving again? An object in motion stays in motion, and sometimes the smartest move is making what you already built actually work. Minute by Minute: 00:00 Thematic Dancing and Entrepreneurial Challenges 01:13 Creating vs. Doubling Down: The Entrepreneur's Dilemma 04:45 Assessing Existing Momentum 08:17 Gentle Tweaks vs. New Ideas 11:01 Repackaging for New Demographics 11:56 The Cost of New Ideas 15:08 Building Foundations for Scaling 18:25 Final Thoughts on New Ideas vs. Existing Success

SUMMARY: This episode dives into why traditional "pep talks" don't actually motivate teams, and what to do instead. Aaron and Terryn break down the reality that consistent motivation comes from clear, structured incentivization, not emotional speeches or reactive feedback. They explore how leaders can align team behavior with business goals by defining measurable outcomes, whether that's increasing revenue, improving profitability, or reducing operational waste. Through real examples, from profit-sharing models to cost-control incentives in service businesse, they outline a practical framework: set a clear goal, tie it to metrics, and build incentives that reward the behaviors that drive results. The conversation also highlights the importance of transparency, fairness, and growth paths in compensation structures, while reminding leaders that not all motivation is financial. Ultimately, this episode is about building systems that naturally drive performance, so leaders can scale without becoming the bottleneck.     Minute By Minute:  00:00 The Power of Motivation 02:55 Incentivizing Performance 05:30 Profitability and Growth 08:17 Creating Effective Incentives 11:25 Understanding Goals and Metrics 14:10 The Importance of Systems 17:01 Final Thoughts on Incentivization

Chris Holman welcomes back Pete Terryn, Director of Operations; AI Evangelist/Podcaster/Speaker, NuWave Technology Partners, and co-founder of the West Michigan AI Lab, Kalamazoo and Grand Rapids, MI. What were the big A.I. developments in 2025? What's the newest game changer for AI? What should businesses focus on regarding AI in 2026? What challenges or mistakes do businesses adapting to AI most often have a problem with? What's the first conversation leadership teams should be having before investing further in AI? » Visit MBN website: www.michiganbusinessnetwork.com/ » Subscribe to MBN's YouTube: www.youtube.com/@MichiganbusinessnetworkMBN » Like MBN: www.facebook.com/mibiznetwork » Follow MBN: twitter.com/MIBizNetwork/ » MBN Instagram: www.instagram.com/mibiznetwork/ Pete also shared this in a recent LinkedIn post: The hardest part of AI adoption right now isn't the tech (!!) It's the conversation. I feel bad telling leadership teams this… but it's true: AI adoption fails when companies don't help their people shift skills. Everyone needs to learn how to work with AI agents. That doesn't mean everyone needs to be technical. It means roles are changing. What I see working in the field right now --- - ICs learn to use AI agents as end users - SMEs learn to manage AI agents, making updates and training others - AI Operators learn to DESIGN AI agents, and systems of agents - AI Visionaries decide which AI agents to “hire” When this doesn't happen… it's an uphill battle until they do. Projects are half-used, misused, or quietly abandoned. AI transformation is a much more about people than the tech.

SUMMARY: In this episode of Ops Experts Club, Aaron Hovivian and Terryn Turner discuss the important shift from working in tasks to thinking in systems—a transition that helps move someone from an assistant role into a true operator role. They explain that task-based work is reactive and often overwhelming, while systems create structure, repeatability, and efficiency. By building processes for recurring work—like producing a podcast or launching a product—teams can ensure ideas move through a consistent workflow without relying on constant direction from leadership. Aaron and Terryn also highlight the importance of documenting processes as they are developed and using task management tools to manage responsibilities across a team. They introduce the Delegate and Elevate framework, which helps individuals categorize their work based on what they enjoy and what they are good at, making it easier to delegate lower-value tasks and focus on higher-impact responsibilities. Overall, the episode emphasizes that well-built systems allow operators to coordinate work effectively while freeing up visionaries to focus on generating ideas and driving growth.   Minute by Minute: 00:00 Introduction and Guest Appearance 01:54 Shifting from Tasks to Systems 07:37 Creating Effective Systems 11:16 The Importance of Documentation 15:13 Delegate and Elevate Process

In this episode of the Casual Cattle Conversations, Shaye interviews Tom and Terryn Drieling about ranch leadership on their Nebraska Sandhills ranch, where Tom has served as a ranch manager for about 10 years within a corporate ranch structure. They discuss how leadership sets workplace tone and impacts culture, profitability, efficiency, safety, and retention, emphasizing transparency, clear communication, attitude, and providing employees tools, autonomy, and support. Tom shares his shift from a default of anger toward more unbiased tone and open forums for crew input, along with accountability and continuing education requirements. Terryn highlights self-awareness, feedback, repair after poor interactions, and using stockmanship principles to assess energy and responses. They advise employees seeking better leadership to pursue education, ask curious questions, align around goals, and lead from any position, and they recommend resources such as universities/extension programs, podcasts, and paid options like Ranching for Profit.  Links & Resources Learn more about Red Angus here: https://redangus.org/ Learn more about At the Yards here: https://attheyards.com/  Learn more about CattleMax here: https://bit.ly/4aG7K5q 01:13 Meet Tom and Terryn Drieling 01:34 Why Leadership Matters 04:10 Tom's Ranch Manager Role 05:42 Culture Tone and Transparency 10:57 Accountability and Team Buy In 13:48 Traits of Great Leaders 15:21 Self Audit and Self Awareness 19:07 Leading Without the Title 24:34 Training and Learning Resources 29:05 Key Takeaways and Wrap Up 

SUMMARY: In this episode of Ops Experts Club, Aaron and Terryn break down what separates "flash-in-the-pan" visionaries from leaders who build long-term, sustainable success. They unpack how trends can fuel short-term growth, but lasting impact comes from choosing a large enough target market, designing a clear customer ascension path, and avoiding one-and-done offers. Using Dr. Dharius Daniels as a case study, they highlight how strong audience alignment, thoughtful offer progression, and public recognition of customers who level up can drive both loyalty and conversions without aggressive selling. The conversation also covers the importance of limiting chaos through strategic (not constant) pivots, using customer feedback to refine offers, and building confidence in one's position in the marketplace. Aaron and Terryn emphasize that sustainable visionaries don't chase every trend or partnership—they form intentional alliances that expand reach while staying aligned with their brand and audience. The core takeaway: long-term growth comes from clarity of niche, disciplined iteration, customer-led improvements, and partnerships that compound value over time. Minute by Minute:  00:00 Grand Opening in Belize 01:16 Visionaries: Flash in the Pan vs. Sustainable Success 05:28 The Role of Chaos in Business 07:35 Case Study: Dr. Dharius Daniels 12:30 Confidence and Value in the Marketplace 14:12 Strategic Alliances for Growth

SUMMARY: In this episode, Aaron and Terryn unpack why operations only feels "boring" when teams get stuck in loops or over-systemize without fresh challenges. They share how staying engaged in ops requires intentionally creating space for new problems to solve—delegating repeatable work, developing people underneath you, and continuously taking on new projects that re-engage your brain. The conversation emphasizes leadership responsibility: keep your team energized by aligning roles with what excites them while still accepting that some grind is part of building strong operators. They then deep-dive into recruiting—especially overseas hiring and VAs—breaking down a practical, human-first hiring process: real screening (not just keyword filters), staged interviews, trials, and personality fit. Aaron and Terryn outline where VAs work best (task-based ops, customer support, data work, marketing ops) and where they don't (high-risk or ultra-niche expert roles like ad buying or financial control). The episode closes with a framework for smart global hiring: match role complexity to talent level, design clear SOPs, be intentional about time zones and customer-facing communication, and structure your org so overseas support amplifies—not replaces—high-touch leadership roles.   Minute by Minute: 00:00 The Excitement of Operations 06:11 Engagement and Delegation in Leadership 11:36 Effective Recruiting Strategies 17:30 Navigating Virtual Assistance 23:05 Final Thoughts and Reflections

SUMMARY: In this episode, Aaron and Terryn break down why many businesses struggle to increase top-line revenue, even when demand, ideas, and opportunities are present. They explain that growth is often restricted by internal bottlenecks, not marketing or lead flow. When the wrong people are doing the wrong tasks, or leaders stay stuck in roles they've outgrown, the business becomes constricted. Instead of chasing more leads, the real solution is to evaluate how time is being spent across the team and make intentional shifts. They introduce the "Delegate and Elevate" framework, a simple exercise that helps leaders identify which tasks they should keep, delegate, or eliminate. By moving people into roles where they're both effective and energized, documenting processes, and resisting the urge to chase too many ideas at once, businesses can free up capacity and scale more sustainably. The conversation emphasizes that meaningful growth usually requires better role alignment, clearer priorities, and strategic team expansion, not just more hustle.   Minute by Minute:  00:00 Introduction and Setting the Stage 05:56 Utilizing the Delegate and Elevate Tool 14:00 Strategies for Revenue Growth

SUMMARY:  In this episode of Ops Experts Club, Aaron Hovivian and Terryn Turner break down how to build scorecards that actually drive performance, not just reporting. They walk through what to track, why it matters, and how to tie metrics directly to people and roles using EOS Level 10 meetings. The conversation emphasizes that numbers should tell a story, evolve as the business evolves, and align with company goals rather than existing just for the sake of tracking. Aaron and Terryn share real-world examples across marketing, sales, customer support, and operations, showing how role-specific metrics create clarity, accountability, and faster problem-solving. From email performance and lead quality to sales close rates and support ticket turnaround, this episode gives operators a practical framework for using scorecards to see what's really happening in the business—and to fix issues before they become costly problems.   Minute by Minute: 00:00 Introduction to Ops Experts Club 01:20 The Importance of Scorecards in Business 04:51 Tailoring Metrics to Individual Roles 09:39 Creating a Wish List of Metrics 12:15 Understanding the Story Behind the Numbers 16:51 Role-Specific Metrics for Marketing and Sales 20:21 Conclusion and Key Takeaways

SUMMARY: In this episode of the Ops Experts Club, Aaron Hovivian and Terryn dive into one of the hardest dynamics in business: telling a visionary "no." They break down why visionary ideas often create unintentional chaos, how simple-sounding requests can carry major operational lift, and why operations teams burn out when everything becomes a priority. The conversation introduces practical decision filters—like quarterly rocks, capacity limits, and tradeoff-based planning—to help teams make smarter decisions under pressure. It's a clear, tactical guide for visionaries and operators who want to move fast without breaking their teams or their execution.   Minute by Minute:  00:00 Introduction to the Ops Experts Club 01:03 Navigating the Visionary's Demands 02:56 Understanding the Visionary's Perspective 06:14 Prioritization and Decision-Making 09:08 The Importance of Rocks in Project Management 11:53 Scaling Custom Projects and Managing Chaos 15:06 Creating a Decision Matrix for Success

datum 11 januari 2026 gast: Johan Terryn. Een leuk gesprek met Johan over zijn nieuwe voorstelling, zijn podcast en zijn aanwezigheid. Ga kijken naar zijn voorstelling: Aanwezig. Zijn speellijst vind je op www.johanterryn.com.

SUMMARY: In this episode of Ops Experts, Aaron Hovivian and Terryn Turner break down the anatomy of a smooth-running business by outlining five core systems that operations leaders must own to support scale. They focus on how operators can cut through noise, support high-vision entrepreneurs, and move from reactive triage to proactive structure. The conversation centers on creating clarity, protecting focus, and building foundations that allow visionaries to move fast without breaking the business. The five systems covered include metrics and visibility, task and project management, internal communications, hiring and onboarding, and fulfillment. Aaron and Terryn explain how clear dashboards, disciplined project tools, defined communication lanes, repeatable hiring processes, and tight fulfillment systems reduce friction across teams and improve customer experience. The episode provides a practical framework for operators who want to regain control, create leverage, and build businesses that scale without chaos.   Minute by Minute:  00:00 Introduction and Daily Routines 02:02 The Anatomy of a Smooth Running Business 05:06 Metrics and Visibility 09:46 Task and Project Management 13:24 Internal Communications 17:13 Hiring and Onboarding 21:06 Fulfillment and Customer Experience

SUMMARY: In this episode, Aaron and Terryn unpack a pattern they see often with visionaries: the tendency to oversimplify operations. They dive into where simplification and automation actually make sense—and where cutting corners creates bigger problems down the line. From the realities of implementing AI, to the risks of offloading critical roles to low-cost hires, to the hidden cost of replacing historical team members, they outline how founders can make smarter decisions when they're feeling pressure around time, labor, or budget. The conversation also breaks down labor percentage benchmarks, seasonal workload considerations, and why keeping strong internal operators matters for speed, accuracy, and scalability. If you want a clearer approach to evaluating operational levers—what to automate, what to delegate, and what should never be minimized—this episode gives you the framework.   Minute by Minute: 00:00 The Importance of Operations in Visionary Roles 02:58 Simplifying and Automating Processes 05:55 The Role of AI in Operations 08:58 Understanding Labor Costs and Efficiency 11:56 Valuing Historical Team Members 14:58 Thanksgiving Reflections and Wrap-Up

SUMMARY: The episode centers on helping business owners get ahead of the holiday season instead of scrambling once it arrives. Aaron and Terryn mix humor with practical, forward-thinking guidance, covering everything from team culture to financial strategy. They discuss creative ways to celebrate with remote teams—such as virtual holiday parties where employees use DoorDash gift cards to share a meal together—and emphasize the value of simple appreciation gestures that don't require large budgets. They also highlight the importance of using Q4 intentionally from a financial standpoint. This includes making strategic business purchases before year-end, using generosity such as bonuses or charitable matching to reduce taxable income, and leveraging seasonal buying behavior through bundled offers or gifting features on platforms like Kajabi. The conversation closes with a reminder that offering time off can be one of the most meaningful gifts during the holidays, reinforcing the broader theme: be intentional, support your team, and use the season to strengthen both your culture and your bottom line.   Minute by Minute: 00:00 Introduction and Holiday Favorites 02:57 Preparing for the Holiday Season 05:53 Creative Holiday Engagement Ideas 09:04 Generosity and Team Building During Holidays 11:37 The Gift of Time and Appreciation

SUMMARY: In this episode, Aaron and Terryn break down the art and strategy behind annual planning—why it matters, how to do it well, and how to keep your team aligned for success. They share personal stories from early days planning with sticky notes in an attic to running structured multi-business offsites in Montana. Learn how to start small, scale your planning process, and create a rhythm that eliminates chaos and builds long-term clarity. Whether you're a solo entrepreneur or leading a full team, you'll discover actionable insights, templates, and mindset shifts to make your next annual planning session your most productive ever.   Minute by Minute: 01:07 – Welcome to Ops Experts Club 01:30 – Why Annual Planning Matters 02:40 – The Power of Offsite Planning 04:25 – Starting Small: Two People and Sticky Notes 06:27 – Building Scalable Habits for Growth 07:18 – Free Resources for Planning 2026 08:51 – Wins, Lessons, and Preparing Your Team 13:19 – Vision Time: Casting the Future 15:33 – Setting Quarterly Rocks That Actually Work 21:30 – Make It Fun: The Secret Ingredient to Great Culture

SUMMARY: In this episode, Aaron and Terryn dive deep into one of the hardest questions every entrepreneur faces: “When is it time to roll out something new?” Drawing from their decade of working side by side and coaching business owners across industries, they share practical insights on how to test new ideas without destroying what's already working. You'll learn how to count the cost, validate ideas on the cheap, manage risk, and know when to pivot or shut down a failing project. From the value of failure to the art of starting small and scaling smart, this candid conversation delivers both laughter and lessons for operators and visionaries alike. Whether you're running a $1M startup or a $40M operation, this episode helps you build with intention—and bounce back when things don't go as planned.   Minute by Minute: 00:00 – Introduction 02:20 – The Real Question: When to Roll Out Something New 04:00 – How Long Should You Stick with a New Idea? 05:10 – Why Founders Must Be Fully Bought In 06:00 – Counting the Cost Before You Build 07:20 – Testing Ideas Cheaply and Simply 10:00 – Pricing, Value, and the Power of Starting Low 13:00 – Seasons of Business: Knowing When to Go All In 16:00 – Knowing When to Pivot, Persist, or Pull Back 20:00 – Learning Through Failure and the Art of the Comeback

SUMMARY: In this episode, Aaron and Terryn tackle one of the most critical (and often overlooked) aspects of running successful operations: project plans. They share stories from launches gone sideways, explain why clear roles and timelines prevent chaos, and break down practical tools for keeping teams aligned—from simple Google Sheets to robust platforms like Asana. Along the way, they highlight the dangers of last-minute pivots, the importance of quality control, and why debriefs are essential for long-term success. Whether you're a visionary leader, a project manager, or part of a fast-moving team, this conversation will give you actionable ways to streamline your next big initiative.   Minute by Minute: 01:07 A rap battle, sports jokes, and setting the stage 02:23 Why project plans matter for digital teams 03:23 Contractor teams and the challenge of no clear leader 05:07 Physical teamwork vs. digital collaboration 06:29 Timelines, roles, and why launches get scrambly 07:20 Tools: from paper to Google Sheets to Asana 09:03 The beauty and chaos of project plans 10:01 Breaking down roles: strategy, marketing, and delivery 13:39 The role of quality control in complex projects 19:40 Debriefs, dials, and learning from each launch

What if the way we move through the world—our energy, awareness, and communication—has the power to shape how others move, too? This week on The Found Podcast, I'm sitting down with Terryn Drieling of The Good Movement Draws Good Movement Podcast to explore what she calls “good movement”—a principle inspired by her life on ranches in the Sandhills of Nebraska and rooted in stockmanship, connection, and emotional awareness. Terryn believes that, just like animals respond to calm, intentional movement, humans thrive when we learn to regulate our energy, validate others, and lead with love instead of fear. Through her coaching, podcast, and workshops, she helps rural folks improve communication, strengthen relationships, and reconnect with themselves—all while honoring the unique rhythms of small-town life. Our conversation dives deep into friendship, resilience, and the importance of self-understanding in order to create “good movement” in every relationship you're part of: at home, at work, and in your community. What You'll Hear in This Episode: How Terryn's ranching roots inspired her “good movement” philosophy. Why grit and resilience aren't the same and how to cultivate both. The difference between validation and agreement, and why it matters in relationships. How love- and trust-based communication creates deeper connection than fear-based compliance. The power of emotional awareness and self-regulation (and what animals can teach us about it). Terryn's personal story of friendship, healing, and mental-emotional growth through her cancer journey. Key Quote: “Good movement starts with us. When we understand ourselves, we can show up with more grace, compassion, and awareness—and that draws good movement from everyone around us.” Links: Visit Terryn's Website Listen to her podcast Connect on IG

SUMMARY: In this episode, Aaron and Terryn bring back the popular “Cool Tools” segment, spotlighting Zapier—the automation platform that connects apps and streamlines workflows. They dive into the never-ending debate of how to pronounce it, share real-world use cases, and highlight how businesses of all sizes can leverage it to reduce manual tasks, centralize data, and increase efficiency. From simple time-saving zaps to complex multi-step automations, they explore the benefits, pitfalls, and when it might be time to upgrade beyond Zapier. Whether you're new to automation or already experimenting with integrations, this episode will help you see what's possible.   Minute by Minute: 00:00 - Introduction 02:01 - Introducing “Cool Tools” and why they matter 03:32 - The great Zapier vs. Zapier debate 04:54 - What Zapier actually does and why it's powerful 06:39 - Stripe and CRM: a practical example of automation 07:41 - Zapier as a translator between disconnected systems 09:12 - From simple zaps to complex workflows 10:20 - Centralizing customer data across platforms 13:00 - When Zapier becomes costly and how to evaluate 21:00 - Tips, troubleshooting, and words of wisdom for Zapier users

SUMMARY: In this episode, Aaron and Terryn dive into one of the most common struggles for visionaries and business leaders: doing too much at once. From juggling too many initiatives to overwhelming your team with constant pivots, they break down why focus matters more than volume. They explore the power of quarterly “rocks,” the dangers of shiny object syndrome, and the importance of balancing ambition with team bandwidth. Whether you're leading a fast-growing business or trying to streamline operations, this conversation offers practical advice, accountability insights, and a few laughs along the way.   Minute by Minute: 00:00 Introduction 01:41 Why backend systems make or break your business 02:27 The cost of “too much” on teams and leaders 03:12 As goes the captain, so goes the ship 05:00 The hidden expense of endless initiatives 06:47 Why quarterly rocks keep you accountable 08:30 Leaders setting the wrong example with off-track goals 12:01 Rocks vs. job duties: knowing the difference 15:19 How to prioritize and assign rocks effectively 19:00 Shiny object syndrome vs. steady growth

SUMMARY: In this episode, Aaron and Terryn explore how entrepreneurs can break free from being the central “kingpin” of their businesses. Drawing on insights from Dr. Jim Bob Haggerston's entrepreneurial journey, they discuss the dangers of burnout, the importance of hiring and developing strong number twos, and the balance between skill and desire when building a team. The conversation also covers when to grow leaders versus when to hire them, why belief in the mission matters, and how to find easy on-ramps into adjacent businesses. For founders and operators alike, this episode offers practical advice on creating systems, building margin, and scaling sustainably.   Minute by Minute: 00:00 Introduction 02:00 Multiplying Resources Without Being the Kingpin 03:20 Finding the Frustration: What's Pissing You Off? 04:10 Dr. Jim Bob's Story: From Burnout to Systems 06:00 The Solopreneur Journey and Hiring the First Team 07:30 Growing Leaders vs. Hiring Leaders 08:50 The Power of a Strong Number Two and EAs 10:00 Building Systems for Scale and Communication 11:30 Skills vs. Desire in Next-Gen Leaders 14:00 Growing Culture From Within vs. Hiring Talent In 15:25 Belief in the Mission Over Just a Paycheck 18:00 Business Adjacency: Starting New Ventures the Smart Way 21:00 Final Takeaways: Systems, Margin, and Sustainable Growth

SUMMARY: In this episode, Aaron and Terryn dive deep into the importance of auditing your business before it breaks under pressure. From hidden subscriptions draining your bank account to financial blind spots, staffing inefficiencies, and customer fulfillment gaps, they reveal where visionaries often overlook critical cracks in their operations. Packed with practical advice, real client examples, and a reminder to drop the “sacred cows,” this conversation shows why fresh eyes and honest audits are essential for sustainable growth.   Minute by Minute: 00:00 – Introduction 02:00 – The Case for Auditing Your Business 03:30 – Technology Overload and Hidden Costs 05:50 – Cutting Subscriptions and Saving Thousands 11:00 – Why Third-Party Audits Matter 14:50 – Hiring vs. Delegating: The Real Bottleneck 15:45 – Customer Fulfillment Audits and Broken Funnels 17:00 – Missed Money: Failed Payments and Lost Revenue 18:20 – Avoiding Sacred Cows in Your Business 20:10 – Stress-Testing Before You Scale

SUMMARY: In this episode, Aaron and Terryn dive deep into the recruiting process—sharing the exact steps The Collab Team uses to help businesses find and hire the right people. From writing job descriptions and setting clear role expectations, to fishing in the right talent pools, to using tests and live-fire scenarios, they reveal the “secret sauce” of effective recruiting. The conversation also covers how to avoid common hiring mistakes, the importance of cultural fit, and how onboarding can make or break a new hire. Whether you're looking to make your first key hire or scale your operations with the right talent, this episode gives you a practical roadmap for successful recruiting.   Minute by Minute: 00:00 — Introduction 02:00 — Why Recruiting Matters for Scaling Businesses 03:41 — Defining the Role and Building a Strong Job Description 07:00 — Posting the Role: Where and How to Find Candidates 08:01 — Budget, Titles, and Attracting the Right Applicants 11:00 — Vetting Candidates: Interviews, Testing, and Live Scenarios 16:00 — The Challenges of Recruiting (and How CoLab Helps) 18:02 — Culture Fit, Kolbe Scores, and Avoiding Hiring Mistakes 20:00 — Keys to Effective Onboarding and Shadowing 23:18 — Buying Back Your Time: The ROI of the Right Hire

SUMMARY: Can you really take a vacation as a leader? In this episode, Aaron and Terryn dive deep into the operational and psychological barriers that often prevent entrepreneurs and team leads from stepping away. They explore the importance of intentional planning, strong SOPs, and trusting your team in order to take a true break. Plus, they reveal how stepping away can actually elevate your team and even help you identify tasks you no longer need to own. Packed with personal stories, practical frameworks, and some unexpected wrap talk, this is your permission slip—and playbook—for a real vacation.   Minute by Minute: 00:00 – Introduction 02:02 – Can You Actually Take a Vacation? 03:14 – Unplugging vs. Working While Traveling 05:31 – Frameworks for a Solid OOO Plan 08:07 – Payroll Example: Delegation in Practice 09:20 – Task Assignments and Using Tools Like Asana 12:28 – How Vacation Can Help You Delegate for Good 13:30 – Evaluating Your ROI on Time 14:46 – Releasing Control Can Lead to Growth 16:00 – Opportunities for Team Growth in Your Absence 21:45 – Leadership Teams and Spreading Responsibility 22:31 – Staying in Your Lane and Delegating Strategically 23:03 – Closing Thoughts

SUMMARY: In this episode, Aaron and Terryn dive deep into the world of building and scaling digital products. Whether you're transitioning off stage, looking to turn your expertise into a course, or exploring scalable ways to monetize your audience, this conversation delivers a realistic look at what it actually takes. From strategy and structure to fulfillment, pricing tiers, and the realities of launching at digital speed, the duo shares hard-earned wisdom from working with top names in the industry. You'll also hear real-world examples, implementation frameworks, and the all-important reminder to count the cost before you jump into the digital arena.   Minute by Minute: 00:00 Introduction 02:40 The Digital Sales Landscape 05:10 Strategy: From Stage to Digital Product 07:45 Funnel Hacking & Modeling What Works 10:00 Live Launch vs. Evergreen Delivery 11:45 Managing Time, Coaching Access, and Visionary Fatigue 13:20 Tiered Distribution & Certifying Coaches 14:20 Implementation Calls, Price Points & Selling Styles 16:10 When to Build vs. When to Sell First 20:00 Choosing the Right Team & Avoiding Vendor Fatigue    

SUMMARY: In this episode, Aaron and Terryn dive deep into a critical question that growing businesses often face: when is it time to move from agency or fractional support to hiring full-time team members? They explore the real costs—both financial and operational—of sticking with part-time help too long, the role of SOPs in smooth transitions, and how to approach hiring decisions with strategic clarity. Whether you're overwhelmed with part-time hires, approaching a growth phase, or managing team bandwidth issues, this conversation delivers clear, actionable insight. With plenty of practical wisdom from working inside dozens of client operations, this is your guide to scaling with intention.   Minute by Minute: 00:00 – Introduction 03:00 – The Big Question: When Do I Need Full-Time Help? 05:00 – Why Agencies Are Easy but Not Always Ideal 07:00 – SOPs: Your Secret Weapon for Smooth Transitions 09:00 – Start Small: VA or Part-Time Options First 11:00 – Look Inside First: Promoting Internally 13:00 – Offboarding with Strategy, Not Emotion 15:30 – Timing Is Everything: Don't Make Big Moves Mid-Launch 17:00 – Let the Metrics Guide You 18:40 – Hiring Operators: The Nuance of Timing and Trust 21:00 – Expectations + Communication = Success

SUMMARY: In this episode, Aaron and Terryn reflect on their recent conversation with Mark Zook, CEO of Staus and Horizon Structures, who brings a fresh perspective from the world of Amish-built physical products. They explore how Mark has grown and diversified by staying true to a core offer while seizing adjacent opportunities—whether business, customer, or partner-related. The hosts break down how entrepreneurs can grow responsibly by: Honoring the “magic” of what already works Identifying complementary revenue streams Using partnerships and affiliate models to expand without overextending If you're an operator or entrepreneur navigating growth, this episode will give you frameworks and real-world examples for how to scale wisely while protecting your core business.   Minute by Minute: 00:01 – Introduction 03:24 – Spotlight on Mark Zook: Amish Roots, Modern Business 05:00 – Building Two Brands: Staus & Horizon 06:58 – Finding Your Core Offer and Respecting It 08:10 – Don't Break the Juju: Staying Focused on What Works 10:00 – Leveraging the Customers You Already Have 11:45 – The Power of Partnerships and Staying in Your Zone 13:15 – Business Adjacent: Turning Experience into New Ventures 15:40 – Customer Adjacent: Tailoring Offers to Nearby Audiences 17:00 – Affiliate Strategies: Monetizing Your “No” List 21:00 – Why Affiliate Marketing Is a Win-Win 22:00 – Wrap-Up: Core, Customer, Business, and Partner Adjacent Growth

SUMMARY: In this episode,Terryn and Aaron dive into the critical topic of metrically measuring your team's performance using Key Performance Indicators (KPIs), a cornerstone of the Entrepreneurial Operating System (EOS). They explore how to create meaningful KPIs that align with job descriptions, org charts, and business goals to drive accountability and success.   This episode includes practical steps for building KPIs, starting with clear job descriptions that outline measurable outcomes. Terryn shares insights on using tools like the Gap Analyzer to inventory team responsibilities and identify gaps or overlaps, ensuring every role has 3-5 core duties tied to trackable metrics. They emphasize the importance of integrating KPIs into quarterly evaluations (like EOS's 5-5-5 framework) and scorecards to maintain clarity and focus.They also tackle common pitfalls, such as visionary leaders chasing KPIs without a clear purpose or overloading scorecards with too many metrics. From leadership-level scorecards tracking financials, sales, and customer support metrics to department-level KPIs, the hosts highlight the need for simplicity and relevance.   Tune in for actionable strategies to implement KPIs effectively, avoid “chasing the same hamster around the wheel,” and commit to an operating system that transforms your business. Visit gapanalyzer.com for tools mentioned in the episode, and join us next week for more operations expertise!   Minute by Minute: 0:00 Introduction 2:29 Starting with job descriptions 5:40 Are you gonna keep it on a scorecard? 8:56 What are the key factors behind KPIs? 13:16 What KPI's should end up on a score card 20:55 Bonuses tied to completing rocks

SUMMARY: In this episode, Aaron and Terryn dive into the fascinating world of oil and gas operations with special guest Greg Thomas, President of Delta Oil and Gas. Broadcasting from Fort Worth, Texas. Greg shares his journey from geology and finance to leading a thriving company with field offices in Breckenridge, Texas, and a geologic office in Boulder, Colorado. With a unique perspective on operational excellence, Greg reveals how his team has achieved remarkable 98% efficiency through the implementation of Standard Operating Procedures (SOPs) and Key Performance Indicators (KPIs), transforming the company over the past five years.   The conversation explores the universal truths of operations across industries, emphasizing the critical role of people in driving success. Greg discusses his approach to retaining talent by fostering loyalty through innovative incentives, such as allowing technical team members to invest in projects, aligning their success with the company's growth. Also discussed is the importance of institutional knowledge, the value of long-term employees, and strategies for keeping retirees engaged through consulting roles. Along the way, they touch on the challenges of managing visionary expectations, the pitfalls of micromanagement, and the delicate balance of performance-based pay structures.     Minute by Minute: 0:00 Introduction 2:26 Let's meet Greg Thomas 5:29 Layoffs during the rise and fall of oil prices? 8:09 Managing people and projects is the same  14:25 Performance pay structure based on KPIs 18:51 How can we all win 20:13 My team all wants to stay

SUMMARY: In this episode Ben steps in for Aaron, who's soaking up the sun in Belize, to dive into the art and science of client offboarding. Joined by Terryn, they explore the bittersweet moment when a client is ready to fly solo after a successful collaboration. The discussion covers the importance of a smooth offboarding process, from wrapping up projects and transferring assets to ensuring clear communication and maintaining a stellar reputation. They share practical tips, like using a 30-day notice period, creating shared drives for seamless file handoffs, and maintaining detailed SOPs and task migration lists. The team also reflects on common pitfalls, like ghosting clients or messy contract disputes, and emphasizes the value of leaving clients empowered and ready to succeed independently. Tune in for actionable insights on how to part ways professionally and why a good offboarding process is just as critical as a great onboarding one.   Minute by Minute: 0:00 Introduction 2:29 It's a sad day…off boarding time 5:13 Transitioning over 30 days 13:19 Asking what off boarding looks like up front 16:27 Horror stories from off boarding 20:34 Stick to the contract

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 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