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
95. Building Scalable Operations in High-Growth Businesses
Jan 800:22:44Summary readySUMMARY: In this episode of Ops Experts Club, Aaron Hovivian and Terryn Turner discuss the critical difference between being a task taker and truly owning operations. Using real-world examples from high-growth launches, they explain how operators support visionary leaders by creating structure, managing teams, and thinking through the downstream impact of decisions—especially during fast-paced seasons like January. The conversation focuses on delegation, automation, and root-cause thinking, emphasizing that strong operators protect systems, speed, and margin. Rather than reacting to tasks, operators are challenged to lead with clarity, push back when needed, and act as the stabilizing force that allows visionary ideas to scale without chaos. Minute by Minute: 00:00 Navigating the Post-Holiday Vortex 03:05 The Role of Operators in Visionary Businesses 06:14 Transitioning from Task Taker to Operations Owner 08:54 The Importance of Delegation and Automation 11:51 Managing Systems and Decision-Making 14:54 Identifying Pain Points and Root Causes 18:07 The Value of Strategic Pushback 20:59 Building Effective Communication and Research Skills
Summary94. Hire Fast or Hire Slow? How to Know the Difference
Dec 2500:22:58Summary readySUMMARY: In this episode, Aaron Hovivian and Terryn Turner unpack a critical hiring mistake many growing businesses make: treating every hire the same. They explain why some roles require speed while others demand patience. When teams are drowning, burning out, or relying on excessive overtime, especially in lower-cost or entry-level roles, waiting for the "perfect" hire creates more damage than moving quickly. In these situations, hiring fast relieves pressure, protects top performers, and restores operational stability. The conversation contrasts this with high-impact leadership roles, where hiring slowly is essential. Senior positions carry cultural, financial, and strategic weight, and rushing them can destabilize an organization. Using real client examples, they emphasize pacing hires based on urgency, role impact, and business stage. The episode reinforces a practical ops principle: scale by protecting your people, hiring with intention, and matching hiring speed to the level of risk each role carries. Minute by Minute: 00:00 Introduction and Weather Talk 02:09 Hiring Strategies: Fast vs. Slow 09:08 The Importance of Timing in Hiring 14:55 Avoiding Burnout and Managing Team Capacity 21:02 Optimizing Roles and Responsibilities
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93. Under the Hood: What Your Books Reveal Before December Ends
Dec 1800:29:15Summary readySUMMARY: In this episode, the Ops Experts Club sits down with Tabby Kler, a key leader inside the Collab team's finance division. She shares what she's learned from working under the hood of dozens of businesses across digital, retail, and distribution, and how that broad exposure shapes smarter financial decision-making. The conversation dives into the link between finance and operations, why most business owners overlook critical financial shifts as they scale, and how cross-industry insights can tighten systems and improve profitability. As the team heads into end-of-year season, Tabby breaks down the essential steps owners should take now—not in March—to stay clean, compliant, and strategic. From reconciled books, proper categorization, and tax-ready reporting to using year-end data as a planning tool instead of a fire drill, this episode gives a straightforward roadmap for closing the year strong. The crew also discusses the danger of relying on "bank-balance decision-making," the real drivers behind profit, and what owners should consider before December if they want to reduce tax burden or reinvest intelligently. Minute by Minute: 00:00 Introduction to Ops Experts Club and Guest Introduction 02:00 Tabby Kler's Growth in Finance 05:24 Unique Perspectives in Finance Across Industries 10:38 End of Year Financial Strategies 12:12 Preparing for End of Year Tie Off 16:09 Common End of Year Financial Pitfalls 19:04 Understanding Profitability vs. Revenue 24:06 Investing Back into the Business 28:00 Conclusion and Next Steps
Summary92. Why Visionaries Undervalue Ops and How to Fix It
Dec 1100:17:16Summary readySUMMARY: 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
Summary91. Bundles, Bonuses, and Benevolence: Holiday Ops Playbook
Dec 400:17:47Summary readySUMMARY: 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
Summary90. How Ops Leaders Should Approach Q4: Smart Revenue Moves, Cost Cuts, and Holiday Strategy
Nov 2700:20:16Summary readySUMMARY: The episode focuses on how business owners and operators should approach the holiday season with intention instead of following the crowd. With ad costs peaking in Q4 and noise from major brands and big influencers flooding the market, the hosts outline smarter alternatives to paid advertising. They discuss tapping into existing warm audiences through referral programs, joint ventures, and organic promotions. The conversation emphasizes leaning into gratitude to stay top-of-mind, using handwritten notes or quick video messages to reconnect authentically. They also highlight the value of holiday-season discounts and bundles for internal audiences instead of broad ad pushes. For leaders not prioritizing year-end sales, the episode shifts toward operational cleanup—cutting unused vendors, consolidating tech, reducing subscription bloat, and tackling internal projects like CRM migrations or system overhauls. The message: Q4 should either be a strategic revenue push using creativity instead of ad spend, or a cleanup and prep season that positions the team to sprint into Q1 with clarity and momentum. Minute by Minute: 00:00 Holiday Business Planning 05:42 Creative Client Acquisition Strategies 11:26 Maximizing Customer Engagement 15:40 Operational Efficiency for the New Year
Summary90. The Art of Delegation in Leadership
Nov 2000:18:18Summary readySUMMARY: In this episode, Aaron & Terryn walk through our own annual planning retrospective—from team offsite takeaways to leadership breakthroughs. We break down what worked, what didn't, and how tools like Delegate & Elevate reshaped our roles, clarified strengths, and guided smarter client alignment. We cover team development, cutting initiatives that no longer serve us, and why honest evaluation drives better momentum year over year. This behind-the-scenes look gives operators a practical view of what real annual planning produces and how it sets the stage for a stronger 2026. Minute by Minute: 00:00 Introduction to Annual Planning 02:56 Retrospective Insights from Annual Planning 06:11 Team Dynamics and Collaboration 09:01 Delegate and Elevate Exercise 11:59 Team Development and Enjoyment 15:09 Marketing Challenges and Solutions 17:55 Learning from Failures and Moving Forward
Summary89. Bridging the Gap: Sales and Marketing Integration
Nov 1300:18:24Summary readySUMMARY: In this episode, Terryn Turner and Aaron Hovivian dive into how to turn your annual business goals into an actionable plan through a structured Sales and Marketing Plan (SAM Plan). Joined by insights from marketing strategist Rachel Stivers of the Platform Consulting Agency, they unpack how aligning sales and marketing around shared metrics can eliminate silos, clarify accountability, and keep both teams focused on measurable outcomes. Minute by Minute: 00:00 Introduction and Jingles 01:05 Annual Planning and SAM Plans 03:04 The Importance of Metrics in Marketing 05:55 Sales and Marketing Collaboration 09:51 Event-Specific vs. Day-to-Day Sales 14:02 Setting Realistic Goals 17:12 Conclusion and Resources
Summary78. From Overworked to Out-of-Office: Building a Real OOO Plan
Aug 2100:24:22Summary readySUMMARY: 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
Summary77. Count the Cost: What It Really Takes to Sell Digital
Aug 1400:23:39Summary readySUMMARY: 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
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