Welcome back to The COO Solution Podcast! In this solo episode, host Derek Fredrickson breaks down one of the most overlooked drivers of sustainable growth: streamlined business operations.
If your business is growing but still feels chaotic, unpredictable, or overly dependent on you, this episode will connect the dots. Derek explains why most founders aren’t stuck because of a lack of effort or talent, but because of hidden operational inefficiencies that quietly drain profit, time, and energy.
This conversation reframes operations not as “busywork” or overhead, but as one of the fastest ways to unlock real ROI. You’ll learn how clarity, structure, and the right second-in-command leadership can move your business from reactive chaos to proactive, scalable growth.
In This Episode:
- [00:10] Crisis Mode Explained – Why working harder doesn’t fix operational chaos.
- [01:32] Why Operations Drive ROI – How structure directly impacts profit, efficiency, and peace of mind.
- [02:36] The COO Difference – Why founders can’t streamline operations alone.
- [03:34] Frontstage vs. Backstage Operations – Understanding the “what” vs. the “how” of your business.
- [04:39] What Business Operations Really Include – From onboarding to communication to accountability.
- [05:59] Hidden Inefficiencies – The silent profit killers most founders overlook.
- [07:14] Operations = Profit – A real example of how streamlining freed time and increased revenue.
- [08:26] Why a COO Is Essential – Translating vision into execution without founder burnout.
- [09:33] What Founders Should Focus On – The right role to play if you want ROI without micromanaging.
- [10:35] Your Challenge – Identify one chaotic area and take the first step toward stability.
📌 Why This Matters
You can’t scale complexity. You can scale simplicity.
Streamlined operations create:
- Predictable execution
- Reduced founder dependency
- Stronger team performance
- Higher profitability
When systems, processes, and accountability are in place, your business stops relying on you for every decision and starts running with confidence.
✅ Action Steps for Listeners:
- Identify one operational area that feels chaotic or draining.
- Clarify what’s broken and why it matters.
- Decide who should own fixing it.
- Consider how a COO or second-in-command could ensure it runs smoothly without you.
Resources & Links:
Transcript:
00:10
Derek Fredrickson
Have you ever felt like no matter how hard you work, your business still feels chaotic? Your team is talented, your revenue is growing, but somehow things keep falling through the cracks? You’re answering urgent questions, fixing mistakes, and reacting to every fire that pops up. And even though you’re doing everything right, growth feels slow and unpredictable. This is what I call crisis mode. It’s exhausting. It keeps you stuck. And here’s the truth. Most founders don’t lack skill or drive. They lack operational clarity, structure, and the right leadership support. And today we’re going to talk about the ROI of streamlining business operations.
01:32
Derek Fredrickson
Why it matters, and why this is where a COO can make a massive difference.
Hey, everyone. Welcome back to The COO Solution podcast. I’m your host, Derek Fredrickson. If you’re new here, this show is all about helping founders and business owners, just like you build businesses that scale predictably, efficiently, and with freedom, without the founder being in the weeds every single day. And today’s episode is about operations, the often overlooked driver of business growth. And without streamlined systems and clarity, even the best teams can underperform. Mistakes slip through, and the business relies on you for every single decision. And this is where a COO or second-in-command becomes transformational. A CEO doesn’t just fix problems. They create the structure that allows you to focus on what really matters.
02:36
Derek Fredrickson
Leading your business, Developing your vision and growing revenue. Think about this for a moment. You can hire, you can work harder, you can try to micromanage, but if your processes aren’t efficient, everything still comes back to you. That’s why streamlining operations is one of the fastest ways to unlock ROI in your business. It reduces wasted time, empowers your team, and gives you clarity and the confidence to lead. And the real power comes when a COO steps in. They take the operational complexity off your plate and make sure the business runs predictably. That’s how you move from reactive chaos to proactive leadership.
So what do I mean by business operations? Simply put, operations are the ongoing systems, processes, and workflows that keep your business running.
03:34
Derek Fredrickson
It’s everything from how your team handles client onboarding to internal communication to inventory management, project delivery, collaboration, customer support, and reporting. It’s the backbone that allows your business to function consistently day in and day out. Think of front stage versus backstage like a play or a theatrical performance. Front stage is client delivery, client work, marketing, sales, and the output, the service you provide to your clients and customers. It’s what I call the “what” of your business. It’s what you do. It’s what you provide.
Backstage is what happens behind the scenes – internal processes SOPs, runbooks, playbooks, checklists, it’s the “how” of your business. How you do what you’re doing. And as COOs, we focus primarily on the how as we do the what. Why? That’s the key to streamlining your business operations.
04:39
Derek Fredrickson
For example, business operations can include how your team tracks and completes client projects, how leads move through your sales pipeline and process, internal workflows for approvals, reporting, and accountability, and how recurring tasks are standardized so nothing falls through the cracks. The reality is even the most talented team can’t perform at its best if your operations aren’t clear, repeatable, and align with your business goals. That’s why optimizing operations is one of the fastest ways to improve your bottom line and why a COO is critical to making it happen.
So I want to share with you four key elements for maximizing ROI from streamlining your business operations. Number one, recognizing hidden inefficiencies. I see it all the time.
05:59
Derek Fredrickson
Founders working hard, but their business still feels messy. Small operational gaps can silently drain your profit, your time, and your focus. These include unclear roles, redundant approvals, inconsistent processes, and misaligned priorities. Why this matters? Every inefficiency costs money, time, and energy. And without clarity, your team can execute independently. Here’s where a COO changes the game. They step in to identify these gaps, clarify responsibilities, and ensure the business can operate predictably without constant founder oversight.
Number two, operations directly impact profit. Every process that’s unclear or inconsistent has a real cost. Wasted hours, repeated mistakes, and missed opportunities all affect your bottom line. So streamlining operations isn’t just about efficiency. It’s about turning those inefficiencies into measurable ROI. As an example, a founder of ours was spending 15 hours a week on client onboarding errors.
07:14
Derek Fredrickson
After an operational review and clarification under the COO’s guidance, errors dropped dramatically, freeing time for revenue generating activities. The point is clean operations equals better execution which equals increased profit. And a COO ensures those systems are built and maintained so the business doesn’t rely on you to for everything.
Number three why a COO is essential. Even founders who understand the importance of operations can’t do it all themselves. A COO brings focus, expertise and accountability.
08:26
Derek Fredrickson
They translate the vision into operational priorities, build processes that reduce chaos and reliance on the founder. With accountability and ensuring the team executes with clarity and consistency. The COO frees you to lead instead of constantly reacting to what’s broken or urgent, you focus on strategy, vision and growth while the business operates smoothly.
And number four, steps founders like you need to take here’s what you as a CEO need to focus on to unlock the ROI of your business operations. Recognize the areas of your business that feel chaotic or unpredictable. Decide which operational challenges matter most for growth and stability, and then commit to building systems and processes with the help of a COO that allow others to execute independently. Engage a COO or second in command to design, oversee and maintain these operational systems.
09:33
Derek Fredrickson
Notice that none of this is about micromanaging or doing all the operational work yourself. That’s where founders get stuck. Your job is to see what’s broken, understand the stakes, and partner with someone who can make it work consistently.
In a nutshell, operations aren’t sexy. They usually aren’t the thing that founders jump out of bed about and get excited, right? But they are the key to scale. I often say you cannot scale complexity. You can scale simplicity and streamline business processes and operations with the help of a trusted second-in-command or COO is the key to that freedom, growth and scale.
So today, your challenge is this. Identify just one operational area that feels chaotic, unpredictable or draining. Think about the impact it has on your business and your energy. Then ask yourself, what would it take to stabilize this area? Just to start.
10:35
Derek Fredrickson
Who could you bring in to ensure it runs smoothly without you? Remember, implementing systems and leveraging a COO isn’t just about saving time. It’s about creating profit, consistency and peace of mind for you and your team. So listen, if today’s episode resonated with you about the ROI of business operations, hit subscribe so you don’t miss future episodes and perhaps share this episode with another founder, CEO, business owner, entrepreneur who’s ready to take control of their business operations.
And if you want to see if a fractional COO can help streamline your business and increase ROI. Take our free quiz it’[email protected] and get a personalized report where you can see how your operations may need to improve to deliver the bigger impact you’re looking for. Thanks for tuning in to The COO Solution podcast.
11:33
Derek Fredrickson
I’m Derek Fredrickson and I’ll see you next time as we continue to explore how founders can scale predictably, efficiently, and with freedom. I’ll see you soon.
