The business was growing, but operations systems were struggling to keep up, leaders didn’t know what the staff were doing, and net profits were in the red. 

That’s where My Virtual COO came in.

What Was Getting in the Way

As the leaders looked at the business more closely, they found several places where better structure could make a difference. People needed clearer ownership and expectations, communication and accountability was lacking, HR administrative costs were excessive, and Google sheet financials were missing key data to help make difficult decisions. 

Additionally, there were plenty of opportunities to simplify the way work moved through the company, and technology could eliminate repetitive work.

Turning Moving Parts Into a System

Jen Goldman and Matthew McKenna of My Virtual COO started by bringing more clarity to how the business operated. Mapping authority roles, responsibilities, and the flow of work helped the team see who owned what, where handoffs were creating friction, where time was being lost, and adopt recommended improvements.

Those changes extended to day-to-day communication and accountability with standardized use of Slack and Gmail to give the team more consistent communication, while new job descriptions and performance frameworks made needs, expectations, and accountability easier to define and manage. This effort led to quickly identifying the need to offboard a wrong-fit team member while attracting, hiring, and incentivizing a right-fit salesperson with a proposed compensation structure that tied incentives more closely to gross profit and company growth. These changes drove increased sales and revenue, and they freed key personnel to focus on other improvements.  

Last, the team turned to technology and financial operations. My Virtual COO created a P&L projection to improve decision making, recommended lower-cost HR services, and helped redesign the tech stack. These efforts surfaced opportunities to eliminate work, improve decision making, and reduce expenses by over $457,000 a year. 

A Stronger Business From the Inside Out

The goal wasn’t simply to help the company grow. It was to make sure the business had the structure and systems to support that growth.

With revenue reaching 3× the previous year’s level and the new systems delivering massive time and cost savings, the changes are making an impact where it matters most.

More importantly, the company now has a stronger operational foundation to support growth.

P.S. Want to talk? – Clickk HERE to schedule a 30-minute chat. Good luck. And as always, health and sanity to you!

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