Podcast
The Ops Experts Club Podcast
Hosted by The Collab Team · EN
Welcome to the Ops Experts Club Podcast!
What does it take to run 7 and 8 Figure privately launched businesses? It takes a lot more than one entrepreneur - it takes a team of people who can get granular enough to push the overall vision forward. Aaron, Terryn and Savannah have supported big name entrepreneurs such as: Pete Vargas III, Pace Morby, Keith Yackey, Dr. Dharius Daniels, Steve Harwood and more. What allows entrepreneurs like them to scale, is a team like this. The Collab Team has been under the hood and in the trenches will all sorts of businesses and learned a lot of lessons and gained a lot of insights into what works in entrepreneurship and today.
These conversations will let you in on the operations secrets, details and just fun stories of some majorly successful companies operating today. Come meet the people behind the people with The Ops Experts Club Podcast!
P.S. Curious of how some of the biggest names have scaled their business to the next level? Check out some of our BEST content on this topic by going here...plus it's FREE! :) https://www.foundationsthatscale.com/level-up
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40episodes
Episodes
Newest firstAll episodes
116. Stop Blindly Paying Invoices
Yesterday00:18:12Summary readySummary: 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
Summary115. Why Training Matters More Than Hiring
1w ago00:19:43Summary readyIn 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
Summary114. Are You Hiring Full Time When Fractional Would Work Better?
2w ago00:17:14Summary readySUMMARY: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
Summary113. 9 Questions That Reveal Every Gap in Your Team
3w ago00:21:42Summary readySUMMARY: 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
Summary112. Is AI Going to Replace Your Bookkeeper? Here Is the Honest Answer
4w ago00:22:16Summary readySUMMARY: 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
Summary111. The One Meeting That Fixes Almost Everything
Apr 3000:22:47Summary readySUMMARY: 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
Summary110. Why You Keep Hiring the Wrong People
Apr 2300:21:00Summary readySUMMARY: 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
Summary109. Why Your People Are Busy But Nothing Is Getting Done
Apr 1600:22:10Summary readySUMMARY: 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
Summary108. The SOP That Could Save Your Business Thousands
Apr 900:21:41Summary readySUMMARY: 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
Summary107. The Hidden Cost of Your Next Big Idea
Apr 200:19:40Summary readySUMMARY: 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