The Ops Experts Club Podcast

Episode 95: Building Scalable Operations in High-Growth Businesses
Host: The Collab Team (Aaron, Terryn, Savannah)
Date: January 8, 2026

Episode Overview

In episode 95, the Collab Team dives deep into what it truly takes to build scalable operations for 7 and 8-figure businesses, particularly in the fast-paced world of online entrepreneurship. Drawing from over a decade of hands-on experience supporting high-profile visionaries like Pedro Adeo, Pete Vargas, Pace Morby, and others, Aaron and Taryn focus on the operator’s journey: moving beyond being a task-taker to becoming a strategic force that makes critical decisions, manages teams, and shepherds visionaries through chaos. They share vivid stories from the trenches, provide actionable frameworks, and highlight the unique pressures and mindsets required to succeed behind the scenes in high-growth companies.

Key Discussion Points & Insights

1. The Nature of High-Growth Operations (02:29 - 03:18)

• Chaos is Normal: Scaling fast requires operators who can handle chaos and unpredictability brought by visionaries (“hair on fire” leaders).
• Anecdote: Pedro Adeo’s 31 Days of Wisdom Challenge
  • Intense month-long launches require massive preparation, automation, but also flexibility: “...You always end up having to work something, right?” (B, 02:47).

2. The Operator’s True Value – Moving Beyond Task Execution (05:01 - 07:37)

• From Doer to Owner: The real leap for operators is transitioning from being a task-taker to owning operations at a strategic level.
  • “How do I move from just being a task taker to actually owning operations?...that’s really what visionaries want.” (C, 04:51)
• Delegate, Don’t Bottleneck: Delegate where possible; free up your capacity to think globally about the business.
  • “Once you can identify the team…the task and delegate the task…you can free up your time to be [a] global thinker.” (B, 06:49)

3. Structuring for Scalability: Frameworks and Buckets (10:31 - 11:41)

• Frameworks Over Brand-Specifics: The operational frameworks they use apply across any business model.
  • Use communication tools, project management, accountability meetings, and clear chains of responsibility.
• Buckets for Pain Points: Every operational pain point should have a “bucket”—a category/system for resolution.
  • “...creating buckets for each one of the pain points that you come into...” (C, 09:30)

4. Ownership and Team Management (11:41 - 14:51)

• Operators as Team Managers: Visionaries want operators who take initiative not only with tasks but also with managing people day-to-day.
  • “Most visionaries do not want to manage team, right?...if anybody asks questions, they roll up to this operator and that operator is able to make decisions.” (C, 11:44)
• Right People, Right Tasks: Deploy team members according to their pay scale and skillset for maximum efficiency and ROI.
  • “No one can do everything…how do I make sure the right people are doing the right things based upon their pay scale?” (C, 13:09)

5. The Art of Humble Pushback (16:52 - 19:41)

• Lead the Leader: Operators should not blindly execute—they need to ask “What’s the root problem?” and “What are the implications?”
  • “...what's the pain point? Because I think a lot of times people start treating symptoms rather than getting to the root.” (C, 14:53)
• Memorable Story – Affiliate Tech Stack Switch:
  • Pedro wanted to switch affiliate platforms quickly for an expansion, but Taryn paused the rollout to highlight downstream consequences (loss of control over finances, communication breaks, operational headaches).
    • “‘Whoa, whoa, whoa…if we move to that, they’re going to control the cart…have we thought through the implications?’” (C, 16:55)

6. Communication and Looking Ahead (19:55 - 21:22)

• Avoid People-Pleasing Traps: Operators often want to keep visionaries happy, but must resist saying ‘yes’ too quickly—otherwise they risk being blamed when things go wrong.
  • “...very tough, because a lot of operators…I do think are people pleasers…But the danger can be…when it goes wrong, you're the guy they blame.” (C, 19:55)
• The Power of Pausing: It’s okay—and responsible—to ask for time to research before committing to a solution.
  • “It’s very, very important for you just to tell people if you don’t know…‘Hey, let me do some research on that and get back to you by this time.’” (C, 21:08)

Notable Quotes & Memorable Moments

• On Operator Mindset:
  • “You are the peace in the storm. The visionary is going to cause plenty of storm, plenty of chaos. If they're a good visionary, they're out there like breaking the waves and pushing the work behind them.”
    – Aaron (C), 08:08
• On Delegation:
  • “If you start being the one to do the task, people will always be looking for you and at you about the task and to do the task.”
    – Taryn (B), 06:49
• On Strategic Pushback:
  • “What Visionary is paying you for as an operator is honestly, for some humble pushback, because they're not thinking through the end game.”
    – Aaron (C), 18:09

Timestamps for Key Segments

• [02:28] Pedro Adeo’s High-Growth Launches: Stress, Burnout, and Opportunity
• [05:01] Main Topic: How Operators Move from Task-Takers to Strategic Owners
• [06:44] Wisdom on Delegation & Avoiding the “Doer” Trap
• [09:30] Building Buckets for Pain Points; Standardizing Problem Handling
• [11:41] The Operator as Team Manager and Decision-Maker
• [14:53] Leading Up: Operators as Trusted Advisors, Not Order Takers
• [16:52] The Importance of Pushing Back—The Case of the Affiliate Platform Switch
• [19:55] Avoid People Pleasing—Think of Downstream Impacts
• [21:08] The Power of Pausing Before Acting

Final Recommendations from Hosts

• Operators looking to level up should check out resources like Ops Experts Academy for deeper learning.
• Become the “person behind the person,” focusing on systems, speed, and margin—but never lose sight of communication and the courage to push back for the greater vision.

Tone & Language

The episode is fast-paced, friendly, slightly irreverent, and deeply practical, capturing the “in the trenches” reality of modern digital business operations. Banter and stories frame hard-won lessons in a relatable, conversational tone, with plenty of actionable wisdom for both new and seasoned operators.