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
76. When to Hire Full-Time: The Fractional vs. FTE Debate
Jul 31, 202500:23:37Summary readySUMMARY: 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
Summary75. Lessons in Smart Scaling and Strategic Partnerships
Jul 24, 202500:23:50Summary readySUMMARY: 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
Summary74. How to Run Two Ops Machines Without Burnout with Mark Zook
Jul 17, 202500:25:57Summary readySUMMARY: From Amish Roots to CEO: How Mark Zook Scaled Two Multi-Million Dollar Ops Businesses In this episode, we sit down with Mark Zook, a sharp young entrepreneur raised in an Amish family who now leads two powerhouse operations: Stoltzfus Structures and Horizon Structures. Mark shares his incredible journey from full-time labor at age 14 to becoming CEO — all without stepping outside the family business. We dive into lessons learned from scaling with sub-shops, building retail networks, tapping into niche markets like luxury saunas and municipal dog kennels, and how trust-driven partnerships have fueled national growth. Whether you're in ops, e-commerce, or just love a good origin story — this one's packed with insight. Minute by Minute: 00:00 – Introduction 01:42 – Meet Mark Zook: Amish Roots to CEO 02:55 – From 8th Grade to Full-Time Labor 05:40 – Climbing to CEO in a Family Business 10:30 – Soltzfus vs. Horizon: Two Sides of the Business 13:00 – Nationwide Retail Model with Amish Sub-Shops 16:00 – Operational Redundancy & Scalable Growth 21:30 – Luxury Saunas & $2M Dog Kennel Contracts 23:40 – Simplicity, Focus & Ops Wisdom 24:50 – Contact Mark & Final Wrap-Up
Summary73. How to Create Effective KPIs for Your Team
Jul 10, 202500:23:44Summary readySUMMARY: 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
Summary72. SOPs, KPIs, and People Power: Insights from Delta Oil and Gas with Greg Thomas
Jul 3, 202500:27:04Summary readySUMMARY: 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
Summary71. The Often Unspoken Art of Offboarding Clients
Jun 26, 202500:23:43Summary readySUMMARY: 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
Summary70. How Fast Can You Start Making Money Off a New Hire
Jun 19, 202500:23:00Summary readySUMMARY: 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
Summary69. The Need for Speed: Balancing Growth and Team Success
Jun 12, 202500:21:42Summary readySUMMARY: 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
Summary68. How to Stay Focused on Your MMM (Main Money Maker)
Jun 5, 202500:23:11Tap to summarizeSUMMARY: 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
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