What to look for, how to evaluate them, and why your success depends on finding the right fit for the Chief Operating Officer position.
As your business grows, the truth becomes clear—you can’t do it all.
You’re managing too many moving parts. The team needs constant direction. Projects only move forward when you push them. You’ve become the bottleneck, and it’s starting to cost you progress, peace of mind, and missed opportunities.
You know you need help—but not just from anyone. You need a second-in-command. Someone who can lead your team, drive execution, and free you up to focus on vision and growth.
That’s where a Fractional COO comes in. A strong candidate for this role typically holds a bachelor’s degree in business or a related field and often has advanced education in business administration, such as an MBA, which equips them with essential leadership and management skills.
But most CEOs miss something: not all COOs are created equal. Hiring the wrong one doesn’t just stall your growth—it sets you back. In this post, we’ll choose the right COO for your business based on fit, leadership style, and strategic goals.
🔍 First, Get Clear on What a Chief Operating Officer Actually Does
Before you even begin your search, you need to understand what you’re hiring for.
A COO isn’t just someone who creates SOPs or manages tasks. They lead your operations so you don’t have to. They manage people, oversee systems, ensure performance, and handle execution—day in and day out. A COO’s job description typically includes managing day-to-day operations and ensuring the smooth functioning of the organization.
A great COO is thinking two steps ahead. They anticipate problems before you see them. They’re building structure where there was chaos. They’re giving your team what they need to succeed—without running it by you first.
In What Is a Fractional COO?, we explore the role in more detail and explain how it differs from assistants, OBMs, or consultants. If you’re unsure whether you need one, start there. It will help you clarify what you’re truly looking for.
🛠️ Key Qualifications and Skills of a Chief Operating Officer
When evaluating a Fractional COO, it is crucial to look beyond experience alone. The right candidate should bring leadership, operational expertise, and adaptability to meet your business’s unique needs. Here are the key qualifications and skills to prioritize:
1. Leadership & Decision-Making: A strong Fractional COO doesn’t just execute tasks; they lead confidently. They should be capable of making strategic decisions, managing teams effectively, and fostering accountability throughout the organization. Look for someone who takes ownership and thrives under pressure.
2. Operational & Strategic Thinking: The best COOs don’t just maintain systems; they build them. They should be skilled in designing and optimizing processes, anticipating challenges before they arise, and aligning operations with long-term business goals. Their role is to create a structure that enables scalability without stifling momentum.
3. Adaptability & Problem-Solving: Every business goes through different growth stages, and a Fractional COO should be able to navigate these transitions seamlessly. Whether dealing with a fast-paced startup or an evolving mid-sized company, they must be comfortable solving complex problems and implementing change effectively.
4. Communication & Team Management: A COO bridges leadership and execution, meaning they must communicate clearly and foster collaboration across teams. They should be able to inspire employees, manage conflicts, and create a culture of efficiency and accountability.
5. Industry & Business Model Expertise: While general operational skills are essential, familiarity with your specific industry or business model can be a significant advantage. A COO with relevant experience will quickly understand your challenges and opportunities, allowing them to drive results faster.
6. Culture & Vision Alignment: No matter how skilled a candidate is, they must align with your company’s culture and leadership style. A COO who thrives in a rigid corporate environment may struggle in a fast-moving entrepreneurial setting. Ensuring that their approach complements your team’s dynamics is key to long-term success.
Focusing on these qualifications and skills can help you identify a Fractional COO who keeps your business running smoothly and helps drive its growth and success.
⚖️ COO vs. CEO: Understanding the Difference
Understanding the roles of the Chief Operating Officer (COO) and Chief Executive Officer (CEO) is crucial for any organization. Here are the key differences:
- Responsibilities: The COO primarily oversees the company’s day-to-day activities. This includes managing internal operations, ensuring business processes run smoothly, and addressing operational challenges. In contrast, the CEO is responsible for setting the organization’s overall direction and strategy, focusing on long-term goals and vision.
- Scope: While the COO focuses on internal operations, the CEO’s scope is broader, encompassing external relationships and overall business strategy. The CEO often represents the company to stakeholders, investors, and the public, while the COO ensures that the internal mechanisms support the CEO’s strategic vision.
- Decision-Making: The COO makes operational decisions that impact the company’s daily functioning. These decisions are often tactical and focused on efficiency and execution. On the other hand, the CEO makes strategic decisions that shape the organization’s future, such as entering new markets, launching new products, or forming strategic partnerships.
- Reporting: The COO typically reports to the CEO, providing updates on operational performance and any issues that need attention. The CEO, in turn, reports to the board of directors, ensuring that the company’s strategic direction aligns with the board’s expectations and the interests of shareholders.
🎯 Match the COO to Your Stage of Business
Every COO has their sweet spot. Some thrive in scaling startups. Others are best suited for established companies with departments and hierarchy. If you’re founder-led, fast-moving, and still building core systems, hiring someone from a highly corporate background might not be the best fit.
You want a COO who can meet your business where it is—not where it’s supposed to be on paper. The COO position requires extensive experience to navigate the unique challenges and responsibilities of the role. They should be comfortable with messy systems, willing to roll up their sleeves, and skilled at leading through change.
In 8 Signs Your Business Needs a Fractional COO, we explain the signals that indicate you’re ready for this kind of leadership. Knowing where you are now will help you choose someone equipped to handle it.
The best COOs are adaptable and strategic and can build structure without slowing you down.
🤝 Strong Leadership First, Systems Second
Many CEOs assume they need a “systems person.” However, they need a leader with strong leadership skills who makes decisions, manages people, and drives the business forward.
A strong COO doesn’t wait for permission. They take ownership, communicate clearly, and lead with confidence. They’re steady under pressure, thoughtful in execution, and deeply committed to your vision.
In The Trust Factor: Why a Fractional COO Is Your Reliable Business Partner, we explain why trust and partnership are essential. You’ll be handing over core areas of your business. You need to know they’ll lead the way you would—or better.
A COO who leads well makes everything feel easier. One who doesn’t will only add more friction.
🧭 Don’t Skip the Culture Fit
Even a highly capable COO can struggle if the cultural alignment is off.
Ask yourself: Can I be completely candid with this person? Do they communicate in a way that makes sense for our team? Are they comfortable working in the style we’ve built—structured, collaborative, fast-paced, or iterative?
A COO who thrives in hierarchy may not be right for a flexible, fast-moving company. One who prefers heavy structure might feel overwhelmed in a creative and entrepreneurial environment.
You’re not just hiring someone to manage operations. You’re inviting them into your leadership circle. That requires mutual respect, trust, and shared communication norms.
This doesn’t mean you need a clone of yourself, but they should complement how you lead and support the team you’ve built.
🚫 Common Mistakes to Avoid
When working with a COO, it’s essential to avoid common pitfalls that can hinder their effectiveness and the overall success of the organization:
- Lack of Clear Communication: Failing to communicate expectations and goals can lead to confusion and misalignment. Ensure that the COO understands their role, responsibilities, and the company’s strategic objectives.
- Inadequate Training: Insufficient training and support can result in poor performance and high turnover. Invest in onboarding and continuous development to help the COO succeed.
- Insufficient Autonomy: Micromanaging the COO or not giving them enough autonomy can stifle innovation and hinder their ability to make impactful decisions. Trust their expertise and allow them the freedom to lead.
- Poor Performance Management: Failing to manage performance effectively can lead to subpar results and low morale. Regularly review the COO’s performance, provide constructive feedback, and recognize their achievements.
🧪 Test Before You Commit
Don’t rush. A single interview or polished resume won’t tell you how someone works. The best way to evaluate a COO is to work together—briefly. In the corporate hierarchy, roles like the Executive Vice President and Senior Vice President also play crucial roles, often serving as key leadership positions supporting the CEO and managing significant operations.
Start with a strategic session. Invite them to audit your team or systems. Have them lead a meeting. See how they respond to feedback. Pay attention to how they think, how they problem-solve, and how they manage dynamics. That will tell you far more than a proposal ever could.
If you want to go deeper, we cover this approach in How a COO or OBM Turns Ideas Into Completed Projects, where we show how smart delegation and operational leadership go hand-in-hand.
You’ll know quickly: is this someone I trust to lead when I’m not in the room?
🔑 Best Practices for Working with a Fractional COO
A fractional COO, who works on a part-time or project basis, can be a valuable asset to your organization. Here are some best practices for working with a Fractional COO:
- Clearly Define Expectations: Define the fractional COO’s expectations and goals. Outline their responsibilities, deliverables, and the metrics by which their performance will be measured.
- Establish a Strong Communication Plan: Establish a strong communication plan to ensure regular updates and progress reports. Schedule regular check-ins to discuss progress, address any issues, and provide feedback.
- Provide Adequate Support: Ensure the fractional COO has the necessary resources and support to perform their duties effectively. This includes access to key personnel, information, and tools.
- Regularly Review Progress: Review the fractional COO’s progress and adjust expectations. This helps ensure they remain aligned with the company’s goals and can make any necessary course corrections.
By following these best practices, you can maximize the value of a fractional COO and drive your business toward operational excellence and strategic success.
🚀 Choosing Right Makes Everything Easier
The right Fractional COO doesn’t just take things off your plate—they transform how your business runs. The Chief Operations Officer (COO) oversees daily operations and works closely with other C-level executives.
They create structure. They build trust. They hold the team accountable. They turn execution into a consistent rhythm. And they give you what you need most as the CEO: clarity, freedom, and the ability to think strategically again.
Choosing the right one is the difference between staying stuck and scaling smoothly.
You don’t need just another operator.
You need a partner in leadership.
And when you find the right one?
You finally get to lead again.
