The Ops Experts Club Podcast

SUMMARY:

Terryn & Aaron discuss how teams can effectively transition from annual planning into quarterly execution using the Entrepreneurial Operating System (EOS) concept of rocks — major business initiatives that typically take 1–3 months to complete. The episode focuses on how to plan, manage, and follow through on these quarterly priorities through structured "rock parties."

Minute by Minute:

00:00 Introduction and Annual Planning Recap 03:09 Understanding Rock Parties and Their Importance 06:12 The Challenges of Visionaries and Project Management 08:59 Effective Communication in Rock Parties 12:23 Time Management for Rock Parties 15:02 Defining Rocks and Milestones 18:21 Ownership and Accountability in Projects 21:07 Conclusion and Key Takeaways

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SUMMARY:

In this episode, Aaron and Terryn break down the art and strategy behind annual planning—why it matters, how to do it well, and how to keep your team aligned for success. They share personal stories from early days planning with sticky notes in an attic to running structured multi-business offsites in Montana. Learn how to start small, scale your planning process, and create a rhythm that eliminates chaos and builds long-term clarity. Whether you're a solo entrepreneur or leading a full team, you'll discover actionable insights, templates, and mindset shifts to make your next annual planning session your most productive ever.

Minute by Minute:

01:07 – Welcome to Ops Experts Club 01:30 – Why Annual Planning Matters 02:40 – The Power of Offsite Planning 04:25 – Starting Small: Two People and Sticky Notes 06:27 – Building Scalable Habits for Growth 07:18 – Free Resources for Planning 2026 08:51 – Wins, Lessons, and Preparing Your Team 13:19 – Vision Time: Casting the Future 15:33 – Setting Quarterly Rocks That Actually Work 21:30 – Make It Fun: The Secret Ingredient to Great Culture

SUMMARY:

In this episode, Aaron and Terryn dive deep into one of the hardest questions every entrepreneur faces: "When is it time to roll out something new?"

Drawing from their decade of working side by side and coaching business owners across industries, they share practical insights on how to test new ideas without destroying what's already working. You'll learn how to count the cost, validate ideas on the cheap, manage risk, and know when to pivot or shut down a failing project.

From the value of failure to the art of starting small and scaling smart, this candid conversation delivers both laughter and lessons for operators and visionaries alike. Whether you're running a $1M startup or a $40M operation, this episode helps you build with intention—and bounce back when things don't go as planned.

Minute by Minute:

00:00 – Introduction 02:20 – The Real Question: When to Roll Out Something New 04:00 – How Long Should You Stick with a New Idea? 05:10 – Why Founders Must Be Fully Bought In 06:00 – Counting the Cost Before You Build 07:20 – Testing Ideas Cheaply and Simply 10:00 – Pricing, Value, and the Power of Starting Low 13:00 – Seasons of Business: Knowing When to Go All In 16:00 – Knowing When to Pivot, Persist, or Pull Back 20:00 – Learning Through Failure and the Art of the Comeback

SUMMARY:

In this episode, Aaron and Terryn tackle one of the most critical (and often overlooked) aspects of running successful operations: project plans. They share stories from launches gone sideways, explain why clear roles and timelines prevent chaos, and break down practical tools for keeping teams aligned—from simple Google Sheets to robust platforms like Asana. Along the way, they highlight the dangers of last-minute pivots, the importance of quality control, and why debriefs are essential for long-term success. Whether you're a visionary leader, a project manager, or part of a fast-moving team, this conversation will give you actionable ways to streamline your next big initiative.

Minute by Minute:

01:07 A rap battle, sports jokes, and setting the stage

02:23 Why project plans matter for digital teams

03:23 Contractor teams and the challenge of no clear leader

05:07 Physical teamwork vs. digital collaboration

06:29 Timelines, roles, and why launches get scrambly

07:20 Tools: from paper to Google Sheets to Asana

09:03 The beauty and chaos of project plans

10:01 Breaking down roles: strategy, marketing, and delivery

13:39 The role of quality control in complex projects

19:40 Debriefs, dials, and learning from each launch

SUMMARY:

In this episode, Aaron and Terryn bring back the popular "Cool Tools" segment, spotlighting Zapier—the automation platform that connects apps and streamlines workflows. They dive into the never-ending debate of how to pronounce it, share real-world use cases, and highlight how businesses of all sizes can leverage it to reduce manual tasks, centralize data, and increase efficiency. From simple time-saving zaps to complex multi-step automations, they explore the benefits, pitfalls, and when it might be time to upgrade beyond Zapier. Whether you're new to automation or already experimenting with integrations, this episode will help you see what's possible.

Minute by Minute:

00:00 - Introduction

02:01 - Introducing "Cool Tools" and why they matter

03:32 - The great Zapier vs. Zapier debate

04:54 - What Zapier actually does and why it's powerful

06:39 - Stripe and CRM: a practical example of automation

07:41 - Zapier as a translator between disconnected systems

09:12 - From simple zaps to complex workflows

10:20 - Centralizing customer data across platforms

13:00 - When Zapier becomes costly and how to evaluate

21:00 - Tips, troubleshooting, and words of wisdom for Zapier users

SUMMARY:

In this episode, Aaron and Terryn dive into one of the most common struggles for visionaries and business leaders: doing too much at once. From juggling too many initiatives to overwhelming your team with constant pivots, they break down why focus matters more than volume. They explore the power of quarterly "rocks," the dangers of shiny object syndrome, and the importance of balancing ambition with team bandwidth. Whether you're leading a fast-growing business or trying to streamline operations, this conversation offers practical advice, accountability insights, and a few laughs along the way.

Minute by Minute:

00:00 Introduction

01:41 Why backend systems make or break your business

02:27 The cost of "too much" on teams and leaders

03:12 As goes the captain, so goes the ship

05:00 The hidden expense of endless initiatives

06:47 Why quarterly rocks keep you accountable

08:30 Leaders setting the wrong example with off-track goals

12:01 Rocks vs. job duties: knowing the difference

15:19 How to prioritize and assign rocks effectively

19:00 Shiny object syndrome vs. steady growth

SUMMARY:

In this episode, Aaron and Terryn explore how entrepreneurs can break free from being the central "kingpin" of their businesses. Drawing on insights from Dr. Jim Bob Haggerston's entrepreneurial journey, they discuss the dangers of burnout, the importance of hiring and developing strong number twos, and the balance between skill and desire when building a team. The conversation also covers when to grow leaders versus when to hire them, why belief in the mission matters, and how to find easy on-ramps into adjacent businesses. For founders and operators alike, this episode offers practical advice on creating systems, building margin, and scaling sustainably.

Minute by Minute:

00:00 Introduction 02:00 Multiplying Resources Without Being the Kingpin 03:20 Finding the Frustration: What's Pissing You Off? 04:10 Dr. Jim Bob's Story: From Burnout to Systems 06:00 The Solopreneur Journey and Hiring the First Team 07:30 Growing Leaders vs. Hiring Leaders 08:50 The Power of a Strong Number Two and EAs 10:00 Building Systems for Scale and Communication 11:30 Skills vs. Desire in Next-Gen Leaders 14:00 Growing Culture From Within vs. Hiring Talent In 15:25 Belief in the Mission Over Just a Paycheck 18:00 Business Adjacency: Starting New Ventures the Smart Way 21:00 Final Takeaways: Systems, Margin, and Sustainable Growth

SUMMARY:

In this episode, Aaron sits down with Dr. Jim Bob Haggerton—entrepreneur, chiropractor, and leadership coach—to explore the realities of running businesses, facing setbacks, and redefining success. Dr. Haggerton shares his journey from building a thriving chiropractic practice, to experiencing a life-altering injury, to reinventing himself as a multi-business entrepreneur. Together, they discuss lessons in leadership, the dangers of over-dependence on yourself, the power of building a strong team, and how to align business with long-term vision and family priorities. This conversation offers wisdom for anyone navigating growth, identity, and the pursuit of freedom through entrepreneurship.

Minute by Minute:

00:00 - Introduction

03:42 – From Chiropractic to Entrepreneurship

05:00 – Spotting Gaps and Building Businesses

06:40 – Lessons from Chaos and Overwork

09:14 – The Accident That Changed Everything

11:00 – Why Teams and Diversification Matter

13:02 – Identity, Hustle, and the Grind Mindset

17:20 – Redefining the Win: Freedom Over Hustle

23:00 – Building Legacy Through Boundaries and Team

26:00 – Closing Thoughts and Where to Connect with Jim Bob

SUMMARY:

In this episode, Aaron and Terryn dive deep into the importance of auditing your business before it breaks under pressure. From hidden subscriptions draining your bank account to financial blind spots, staffing inefficiencies, and customer fulfillment gaps, they reveal where visionaries often overlook critical cracks in their operations. Packed with practical advice, real client examples, and a reminder to drop the "sacred cows," this conversation shows why fresh eyes and honest audits are essential for sustainable growth.

Minute by Minute:

00:00 – Introduction 02:00 – The Case for Auditing Your Business 03:30 – Technology Overload and Hidden Costs 05:50 – Cutting Subscriptions and Saving Thousands 11:00 – Why Third-Party Audits Matter 14:50 – Hiring vs. Delegating: The Real Bottleneck 15:45 – Customer Fulfillment Audits and Broken Funnels 17:00 – Missed Money: Failed Payments and Lost Revenue 18:20 – Avoiding Sacred Cows in Your Business 20:10 – Stress-Testing Before You Scale

SUMMARY:

In this episode, Aaron and Terryn dive deep into the recruiting process—sharing the exact steps The Collab Team uses to help businesses find and hire the right people. From writing job descriptions and setting clear role expectations, to fishing in the right talent pools, to using tests and live-fire scenarios, they reveal the "secret sauce" of effective recruiting. The conversation also covers how to avoid common hiring mistakes, the importance of cultural fit, and how onboarding can make or break a new hire. Whether you're looking to make your first key hire or scale your operations with the right talent, this episode gives you a practical roadmap for successful recruiting.

Minute by Minute:

00:00 — Introduction 02:00 — Why Recruiting Matters for Scaling Businesses 03:41 — Defining the Role and Building a Strong Job Description 07:00 — Posting the Role: Where and How to Find Candidates 08:01 — Budget, Titles, and Attracting the Right Applicants 11:00 — Vetting Candidates: Interviews, Testing, and Live Scenarios 16:00 — The Challenges of Recruiting (and How CoLab Helps) 18:02 — Culture Fit, Kolbe Scores, and Avoiding Hiring Mistakes 20:00 — Keys to Effective Onboarding and Shadowing 23:18 — Buying Back Your Time: The ROI of the Right Hire