118. Build the Process Before You Hire

118. Build the Process Before You Hire

Summary: In this episode of the Ops Experts Club podcast, Aaron Hovivian and Terryn Turner talk through the importance of SOPs, recruiting, delegation, and building roles with clarity before hiring. They explain why businesses often feel pressure to hire quickly when things are on fire, but without clear standard operating procedures, org chart planning, and role expectations, new hires can end up walking into confusion instead of structure. The conversation highlights how SOPs help businesses become more repeatable, trainable, and scalable. Aaron and Terryn also discuss how AI can support SOP creation, as long as business owners proofread, simplify, and keep processes consistent. They explore how SOPs connect to delegate-and-elevate exercises, hiring decisions, overseas support, quality control, and future org chart planning. Whether you are preparing to hire, trying to remove tasks from overloaded team members, or building better systems for scale, this episode offers practical insight into creating processes that help your business grow without slowing down. To download the SOP template mentioned in the episode, visit: https://sop.opsexpertsacademy.com/ [https://sop.opsexpertsacademy.com/] Minute-by-Minute: 00:00 Introduction to Ops Experts Club and Personal Insights 02:03 The Importance of Standard Operating Procedures (SOPs) in Recruiting 07:32 Leveraging AI for SOP Creation and Management 11:03 Evaluating Roles and Responsibilities in the Org Chart 14:28 Future Planning and Organizational Growth

117. Are You Asking the Right Questions?

Summary: In this episode of the Ops Experts Club podcast, Aaron Hovivian and Terryn Turner discuss the importance of evaluating your team, auditing workflows, and asking the right operational questions before automatically assuming growth requires more hiring. Using examples from real businesses and clients, they explore how fast-moving companies can slowly drift into inefficient habits, outdated systems, and unnecessary labor costs simply because nobody has stopped to reassess how people are spending their time. From labor allocation and profitability to workflow optimization and operational blind spots, the conversation highlights why regular business audits are essential for sustainable growth. Aaron and Terryn also dive into the growing role of AI and automation inside operations. They share practical examples of how businesses are using automations, AI tools, APIs, and custom workflows to eliminate repetitive tasks, improve reporting, streamline customer management, and elevate team performance. Whether you're running an online business, managing a growing team, or simply feeling overwhelmed by operational complexity, this episode offers actionable insights on how to identify inefficiencies, better utilize your people, and create systems that scale more effectively. Want to evaluate your own operations and identify gaps in your business? Check out the free Gap Quiz or learn more about the full Gap Analyzer process at GapAnalyzer.com [https://www.gapanalyzer.com/] Minute-by-Minute: 00:00 Introduction to the Ops Experts Club 01:31 Evaluating Your People: The Importance of Asking Questions 04:52 Leveraging AI for Efficiency 09:04 Innovative Solutions: Streamlining Processes 14:00 Auditing Performance: The Role of Gap Analyzer 16:38 Conclusion and Key Takeaways

116. Stop Blindly Paying Invoices

Summary: In this episode of the Ops Experts Club podcast, Aaron Hovivian and Terryn Turner unpack one of the most overlooked areas in business operations: vendor payments, contract management, and approval systems. They dive into the dangers of blindly paying invoices without proper checks and balances, sharing real examples of businesses that were unknowingly exposed to duplicate billing, disorganized contracts, and financial inefficiencies. From contract repositories and approval workflows to task management systems and AI-powered organization, the conversation breaks down practical ways operators can protect growing businesses from costly mistakes. Aaron and Terryn also explore the important role operations leaders play between finance, bookkeeping, HR, and leadership teams. They discuss why visionary entrepreneurs often need structured operational support, how trust and accountability are built within approval systems, and why organized documentation becomes critical as companies scale. Whether you're running a small online business or managing a fast-growing team, this episode offers actionable systems and operational insights to help you tighten up your backend processes and create better financial oversight. To learn more about operational audits, bookkeeping systems, and financial process support, visit Finance.TheCollabTeam.com [https://finance.thecollabteam.com/book-keeping] Minute by Minute 00:00 Welcome to Ops Experts Club 01:20 The Importance of Systems in Online Business 02:16 Managing Contracts and Payments 04:57 Organizing Contracts and Approvals 09:15 Creating a Contract Repository 11:06 Approval Processes in Finance 14:40 Managing HR and Contractor Agreements

115. Why Training Matters More Than Hiring

In this episode of the Ops Experts Club podcast, Aaron Hovivian and Terryn Turner dive into the importance of investing in people through intentional training, leadership development, and company culture. They discuss how many businesses focus heavily on hiring but often overlook what happens after onboarding, leaving employees without the tools, support, or growth opportunities they need to succeed. From book clubs and online courses to annual planning sessions and continuing education, Aaron and Terryn share practical ways companies can create a culture that develops people instead of simply managing tasks. The conversation also explores the long-term impact of investing in employees, even when they may not stay forever. Through personal stories and real-world examples, they highlight how mentorship, accountability, and growth-focused leadership can improve retention, strengthen culture, and help employees reach their personal and professional goals. Whether you lead a small team or a growing online business, this episode offers actionable insights on building a workplace where people feel valued, supported, and motivated to grow. Minute by Minute 00:00 Introduction to Operations and Training 02:46 The Importance of Investing in People 05:33 Creating a Culture of Growth 08:08 Empowering Employees Through Education 10:48 Long-Term Employee Development 13:43 Navigating Employee Turnover 16:41 Conclusion and Final Thoughts

114. Are You Hiring Full Time When Fractional Would Work Better?

SUMMARY:Aaron and Terryn tackle one of the most expensive decisions entrepreneurs get wrong: hiring full time when fractional would serve them better. They run through a rapid-fire breakdown of common roles including executive assistants, finance team, customer support, and tech, and call out exactly when each one makes sense as a fractional hire versus an internal employee. They also get into the EA versus VA debate, why hemisphere matters more than most people think, and why piloting with a fractional expert first almost always sets you up for a smarter full-time hire down the road. Grab the free recruiting templates and interview questions at recruiting.opsexpertsacademy.com [https://recruiting.opsexpertsacademy.com]. Minute By Minute: 00:00 Introduction to Recruiting Challenges 03:05 The Benefits of Fractional Hiring 05:51 Understanding Executive Assistants vs. Virtual Assistants 08:48 When to Hire an Internal Finance Team 12:00 Customer Support: Internal vs. Fractional 14:58 Tech Roles: Fractional Hiring Insights 17:55 Final Thoughts on Hiring Strategies