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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49episodes
Episodes
Newest firstAll episodes
105. The Quarterly Evaluation Framework That Actually Works
Mar 1900:19:39Summary readySUMMARY: In this episode of the Ops Experts Club, Aaron & Terryn break down the value of quarterly employee evaluations and how a simple framework can help leaders stay aligned with their teams. They discuss the "555" evaluation method from the Entrepreneurial Operating System (EOS), which focuses on three key areas: how well team members embody the company's core values, how they're performing in their primary responsibilities, and their progress on major quarterly projects ("rocks"). This structure creates clarity around expectations while keeping evaluations quick, consistent, and productive. The conversation also highlights how regular check-ins prevent role confusion, uncover growth opportunities, and create a healthier feedback culture. Instead of evaluations being stressful or one-sided, the 555 model encourages open dialogue—allowing both leaders and team members to share what's working, what isn't, and how to improve. The result is a simple but powerful system that helps teams stay aligned, accountable, and focused on long-term growth. Minute By Minute: 00:00 Introduction and Personal Insights 02:51 Taking Back Mondays: A New Approach 05:37 Quarterly Evaluations: Importance and Implementation 11:20 The 555 Model: Core Values and Key Roles 16:55 Rocks and Performance Indicators: Measuring Success
Summary104. If Your Team Is Overwhelmed, You Probably Need Systems
Mar 1200:20:00Summary readySUMMARY: 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
Summary103. Operational Excellence: How SOPs Protect and Scale Your Business
Mar 500:19:13Summary readySUMMARY: In this episode, Aaron and Terryn Turner unpack why Standard Operating Procedures (SOPs) matter, even though they're not the most exciting part of running a business. They explain how SOPs protect teams from knowledge gaps when someone is unavailable, reduce chaos during handoffs, and increase a company's long-term value—especially when preparing for growth or a potential sale. The hosts emphasize that well-documented processes make work repeatable, reduce risk, and allow others to step in with confidence. They also walk through what makes a strong SOP: a clear goal, required tools and access, step-by-step instructions, and short walkthrough videos paired with checklists. The conversation covers practical ways to store and use SOPs (like tying them into task management tools), auditing them annually so they don't go stale, and building an ongoing "playbook" by having teams document a few critical processes each quarter. The takeaway: start small, be consistent, and treat SOPs as compounding operational leverage for your business. Minute By Minute: 00:00 Introduction to SOPs and Their Importance 02:49 Creating Effective SOPs 05:26 Utilizing SOPs in Daily Operations 07:55 Maintaining and Auditing SOPs 10:50 Building a Playbook for Your Business
Summary102. How Visionaries Build Offers That Don't Burn Out
Feb 2600:18:57Summary readySUMMARY: 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
Summary101. How to Keep Ops from Getting Stale (and Recruit Better Teams)
Feb 1900:23:48Summary readySUMMARY: 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
Summary100. What's Choking Your Revenue Growth?
Feb 1200:15:54Summary readySUMMARY: 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
Summary99. From the Ops Experts Archives: Growing People Beyond Hiring
Feb 500:22:10Summary readySUMMARY: This episode is a replay from a previous season of Ops Experts, but the conversation remains just as relevant today. Aaron Hovivian, Terryn Turner, and Savannah Newton dive into what it really means to invest in people beyond hiring—focusing on onboarding, culture, and long-term team development. Rather than treating recruitment as a finish line, the discussion emphasizes building systems and environments that help people grow once they're inside the organization. The team explores practical ways leaders can develop their people, including intentional onboarding, clearly communicating company culture, using tools like EOS and the Vision Traction Organizer, and creating shared learning experiences through book clubs, mentoring, and team huddles. The core takeaway: strong operations aren't just about processes—they're built by developing people in a way that's clear, repeatable, and aligned with where the company is going. Minute by Minute: 00:00 Introduction and Setting the Stage 02:34 Investing in People: Onboarding and Development 08:34 Communicating Company Culture and Vision 12:17 Mentoring and Developing Future Leaders 17:27 Creating a Learning Culture through Book Clubs and Huddles
Summary98. Tracking Numbers That Actually Move the Business Forward
Jan 2900:20:48Summary readySUMMARY: 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
Summary97. When Every Idea Can't Be a Yes
Jan 2200:17:19Summary readySUMMARY: 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
Summary96. The 5 Core Systems Every Operations Leader Must Own
Jan 1500:21:48Summary readySUMMARY: 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
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