The Ops Experts Club Podcast

SUMMARY:

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

SUMMARY:

In this episode, Aaron welcomes back OG co-star Ben Clatterbuck to dive into the art and science of building a high-performing operations team. With Terryn taking a break, Ben steps in to share his extensive experience managing diverse accounts at Collab, from high-level retainers to project blocks, across brick-and-mortar and online education businesses. The conversation tackles a common pain point for visionaries: operational frustration. Ben and Aaron explore why some operations teams click instantly, while others struggle to find momentum. They break down the two types of visionaries that often create strain—the hands-off leader who delegates without direction and the micromanager who smothers progress. The solution? Clear roles, responsibilities, and accountability. Ben and Aaron emphasize the importance of communication, trust, and simplicity to transform operations from a pain point into a smooth flywheel. Whether you're a visionary struggling with a skeleton crew or an operator seeking clarity, this episode offers actionable advice to get your team firing on all cylinders. Tune in for a sneak peek into what makes operations thrive and how to avoid beating your head against the wall. For more on Collab's Gap Analyzer or to connect with the team, visit gapanalyzer.com Minute by Minute:

0:00 Introduction

3:16 Frustration with the current ops team

5:39 There's two types of visionaries

11:50 It's all about reporting

18:55 Staying organized operationally

SUMMARY:

In this episode, Aaron and Terryn tackle the critical question: How many team members do you really need? They dive into the challenges of hiring and scaling, emphasizing the importance of metrics over gut decisions. Key insights include maintaining labor percentages (10-12% for online businesses, 18-22% for brick-and-mortar), inventorying team time with tools like the Gap Analyzer (available at gapanalyzer.com), and planning methodically for growth to avoid over-hiring. The hosts stress tracking labor costs, consolidating roles where possible, and ensuring your team aligns with your vision for scaling, all while sharing practical examples from their work with 7-, 8-, and 9-figure entrepreneurs. Terryn and Aaron wrap up with actionable takeaways: get clear on your profit and loss metrics, use data-driven tools to assess team efficiency, and plan for growth with precise resource projections. Listeners are encouraged to reach out on social media for industry-specific advice or free resources, making this episode a must-listen for entrepreneurs looking to optimize their workforce and scale smartly. Minute by Minute:

0:00 Introduction

4:42 The two different ways you can hemorrhage money because of your team

8:28 Should contractors be part of your labor percentage?

15:28 When you're in massive growth mode

18:02 Recap

SUMMARY:

In this episode, Terryn and Aaron dive into the critical topic of cleaning up your business's financial back of shop. From understanding your numbers to avoiding common pitfalls, they explore why many visionaries feel anxious about their finances and how to overcome it. Key discussions include the importance of aligning contracts with financial clarity, implementing systems to manage payments, and conducting tech stack audits to eliminate wasteful spending. Learn practical steps like establishing a payment cadence, assigning ownership to expenses, and choosing the right bookkeeping professionals to ensure your books are tight. Whether you're a solopreneur or scaling fast, this episode offers actionable insights to build a solid financial foundation and make confident, data-driven decisions. Tune in to discover how to butter both sides of your financial bread and drive cash flow through smarter systems! Minute by Minute:

0:00 Introduction

4:02 It gets real weird talking about numbers

7:43 When you've paid and when you need to pay

11:04 What is your process for paying people out?

15:19 The things to consider with contracts

19:49 Payments recapped

In this episode:

In this episode, Aaron and Terryn unpack the complexities of hiring decisions: when to hire, who to bring on board, and how to do it effectively. They explore the pros and cons of hiring internally versus engaging an agency, emphasizing the importance of aligning hires with your budget and growth goals. From building a leadership team of "leader-doers" to navigating the pitfalls of overhiring, they share practical strategies to avoid costly missteps, like the dreaded scenario of letting go of new hires due to poor planning. The conversation also covers the financial realities of hiring, with insights on labor ratios (10-15% for online businesses, 18-22% for brick-and-mortar) and the hidden costs of onboarding. Aaron and Taryn discuss the benefits and challenges of working with agencies, offering tips on setting clear expectations and incentivizing performance to ensure a strong return on investment. They also touch on the role of virtual assistants (VAs), stressing the need for strong leadership and clear deliverables to maximize their value while avoiding risky delegations, like handing over sensitive financial controls. Tune in to learn how to hire strategically, manage budgets wisely, and build a team that fuels sustainable growth. For more resources, including a free 30-minute video on EOS tools, drop "EOS" or "Traction" in the podcast's social channels. Catch The Ops Experts Club next week for more insights to elevate your operations! Minute by Minute:

0:00 Introduction

2:40 Do we hire internal or go outside?

5:29 Don't hire the wrong leader

10:06 We need more revenue to build more team

13:31 Hiring an agency vs FTE

19:56 Offshore hiring

In This Episode:

In this inspiring episode of The Ops Experts Club, Aaron and Terryn sit down with Brett Swartz, founder of Capital Gains Tax Solutions and author of the Amazon bestseller Building a Capital Gains Tax Exit Plan. Brett shares insights from his book and his passion for helping entrepreneurs and investors achieve financial freedom through innovative tax strategies. He also dives into the power of goal setting, drawing from his and his wife Melanie's mission-driven approach to life, family, and business. Key Highlights:

• The Book: Building a Capital Gains Tax Exit Plan: Brett discusses his Amazon bestseller, co-authored with industry titans like Kevin Harrington (Shark Tank), Don Winter (DLP), and CPA Tyler McBroom. The book blends Brett's expertise in the Deferred Sales Trust—a strategy to defer capital gains taxes and replace the 1031 exchange—with stories of entrepreneurship, real estate investing, and mentorship. It offers practical guidance on building a tax-efficient exit plan and assembling a dream team for family-office-style wealth management.
• Deferred Sales Trust (DST): Brett explains how the DST empowers business owners and real estate investors to defer taxes on multi-million-dollar exits, unlocking capital to multiply freedom and impact. The book highlights real-world applications, from multi-family properties to mobile home parks, making it a must-read for entrepreneurs and investors.
• Goal Setting and Living on Mission: Brett shares his and Melanie's intentional approach to goal setting, rooted in their faith and family values. With five kids (ages 6-14), they prioritize a clear family mission, including a bold goal inspired by Don Winter: "1,000 extraordinary days in 100 unique locations" before their kids turn 18. Brett emphasizes defining a clear vision, building systems, hiring coaches, and embracing grit to sustain momentum. He advocates for a growth mindset over a goal mindset, citing John Maxwell and Craig Groeschel to underscore the power of momentum in achieving lasting success.
• Practical Advice for Aspiring Wealth Builders: For listeners not yet part of the wealth transfer wave, Brett offers actionable steps: clarify your calling, write down and visualize goals, seek mentorship, and implement systems to track progress. His journey from Cheesecake Factory to financial freedom post-2008 crash exemplifies the resilience needed to build a legacy.

This episode is a must for entrepreneurs, real estate investors, and operations professionals looking to scale their businesses, plan for tax-efficient exits, and live with purpose. Brett's heartfelt story, practical strategies, and infectious passion make this a motivating and actionable conversation. Connect with Brett Swartz:

• Website: capitalgainstaxsolutions.com for a no-cost consultation (ideal for those with multi-million-dollar gains).
• More Resources: brettswartz.com for access to Brett's book, YouTube content, and podcast Build It to Billions.
• Book: Building a Capital Gains Tax Exit Plan available on Amazon.

Minute by Minute:

0:00 Introduction

1:27 Building a Capital Gains Tax Exit Plan

3:46 A journey that started in real estate

6:09 Here's how you get started with deferred tax

9:50 A solution to share with others

14:20 The deferred sales trust

16:16 Goal formation

SUMMARY:

In this episode, Aaron and Terryn dive into the all-too-common struggle of "death by meetings" and share actionable strategies to reclaim your time and boost operational efficiency. Fresh off a whirlwind week of coast-to-coast travel and back-to-back meetings, Aaron and Terryn unpack the challenges of meeting overload and offer practical tips for business leaders, visionaries, and ops professionals alike. From identifying when a meeting is truly necessary to defining clear deliverables and roles, they explore how to streamline communication and avoid the trap of endless, unproductive calls. Learn how the CoLab team leverages tools like Asana, Voxer, and Loom to cut down on unnecessary meetings, delegate effectively, and keep projects moving forward. They also discuss the importance of honoring the chain of command, respecting team downtime, and using structured systems like Level 10 meetings to foster accountability without micromanaging. Key Takeaways:

• For Visionaries: Honor the chain of command by funneling ideas through your ops lead or executive assistant to avoid overwhelming your team.
• For Operators: Strategize rather than execute every task—delegate deliverables to the right team members to prevent burnout.
• For All Teams: Use automation and async tools (like voice memos or screen recordings) to share updates and reduce meeting fatigue.
• Pro Tip: Stick to a cadence like weekly Level 10 meetings to ensure accountability and clarity without derailing your team's focus.

Tune in to discover how to escape the meeting marathon and create a more productive, intentional workflow for your business. Perfect for anyone looking to optimize operations and make every minute count! Minute by Minute:

0:00 Introduction

2:09 How does one avoid death by a thousand meetings?

4:55 Who takes away deliverables from meetings?

11:12 How to avoid the meeting all together

16:35 Honor the chain of command

19:18 If you're gonna do a meeting, do it with structure

23:11 Action items from this conversation

SUMMARY:

It's that time of year again—quarterly rocks season—and the team is here to break down how to turn your big, hairy, audacious goals (BHAGs) into manageable, bite-sized steps that drive your business forward. In this episode, Aaron and Terryn explore the cyclical nature of setting and achieving quarterly rocks. They unpack the essentials of effective rock-setting using the SMART framework—specific, measurable, attainable, realistic, and time-bound—and share practical tips to avoid common pitfalls like overloading your rocks or mistaking KPIs for actionable projects. From the importance of annual planning (whenever it fits your business cycle) to the power of "rock parties" for team alignment, the hosts emphasize collaboration, accountability, and tracking progress with milestones. They also tackle visionary tendencies—like stacking too many ideas into one rock—and offer strategies to keep your team on track without letting "'the blame game" derail your efforts. Expect actionable insights rooted in the Entrepreneurial Operating System (EOS) from Gino Wickman's Traction, blended with the Ops Experts' own twists on running Level 10 meetings and rock reviews. Plus, a reminder to celebrate your wins—because as Aaron admits, even visionaries need a nudge to pause and applaud their team's hard work. Minute by Minute:

0:00 Introduction

5:03 Making S.M.A.R.T. rocks

10:53 Everyone should be bringing ideas regarding rocks

14:22 How do people stay on track with their rocks?

19:20 Follow through matters + don't forget to celebrate

SUMMARY:

In this lively episode, Terryn and Aaron dive into the dynamic tension between visionaries and operators in the world of business. The duo explores how the differing perceptions of time and execution create a "time-space continuum" that can either fuel success or spark chaos. From the visionary's lightning-fast ideas to the operator's methodical planning, they unpack real-world examples—like a client meeting earlier that day—where these two mindsets collide. The conversation covers the pitfalls of rushing ideas to market, especially in the online education space, and the importance of balancing speed with quality to avoid burnout and brand damage. With practical insights, like using bullet points for visionaries and asking "What can I stop doing?" to prioritize, Terryn and Aaron offer strategies for fostering collaboration between these essential roles. They even entertain the idea of a "SWAT team" for quick-turnaround projects, ensuring visionaries get their dopamine hit without derailing the operation. Tune in for a blend of humor, relatable stories, and actionable advice to bridge the gap between big ideas and flawless execution. Minute by Minute:

0:00 Introduction

1:51 Where are we at with that?

3:52 The danger of speed in the online education space

7:47 Visionary and operator, polar opposites

13:05 Working through implementing an idea

18:03 It's never cost you less than right now

20:17 What can I stop doing?

SUMMARY:

In this episode, Aaron and Terryn dive into the exciting world of working with high-profile clients and the growing trend of branded community apps. The two discuss the evolution of online communities, as Aaron and Terryn explore how visionaries like Jon Acuff, Darius Daniels, Brandon Turner, and Natasha Graziano are leveraging custom apps to connect with their audiences. The hosts break down the pros and cons of moving from social media platforms like Facebook groups to fully branded community apps, highlighting the benefits of control, push notifications, and seamless upsell opportunities. They discuss popular platforms like Kajabi, Circle, and Mighty Networks, sharing real-world examples from their current builds and offering insights into key features like gamification, tiered memberships, and live engagement tools. Along the way, Aaron and Terryn emphasize the importance of mapping out a clear customer journey to ensure long-term value and retention—whether through live Q&As, coaching, or celebrating member wins. Packed with practical tips and behind-the-scenes stories, this episode is a must-listen for visionaries and operators looking to build thriving, results-driven communities. Plus, stick around for a shoutout to Winston and Moose, Terryn's furry co-stars of the show! Tune in to discover how to meet your audience where they are and take your community to the next level. Have questions about platforms like Circle, Kajabi, or Mighty Networks? Drop us a message on socials—The CoLab team is here to help you bring your vision to life! Minute by Minute:

0:00 Introduction

3:27 Working with Michael Junior

5:24 Communities coming together in apps

8:22 The benefits of push notifications in branded apps

10:49 Recurring revenue within your platform

13:13 Gamification and badges

17:07 Continuing to deliver value to your members