📈 Crucial steps to successfully scale your agency

One of my portfolio companies grew too fast!

Sales and marketing did their job…

But their team wasn’t able to dial in operations fast enough, and things started slipping through the cracks.

To prevent the company from breaking down, I put together a list of immediate actions to help the founder and the company stabilize.

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The context…

5 months ago, this business was doing $50k per month.

Now, it’s nearing $150k per month – like I said… sales and marketing are CRUSHING!

The founder still handles all sales, account management, team management, solves all fires, and is heavily involved in project management.

I told him we’d need about 90 days to restructure things, but we can start implementing a few actions asap.

First up…

The AAR: After Action Review

Things are breaking, getting missed, and slipping through the cracks.

That’s ok—it happens when you grow quickly.

To fix this, I want to implement weekly AAR meetings.

It’s simple:

• Aggregate a list of things that break weekly

• Review weekly

• Start fixing them

For every issue that arises, ask:

• What were the intended results?

• What actually happened?

• What will we do the same?

• What will we do differently?

• What are the next steps?

This is a foundational process to start improving operations.

Track the ops manager’s capacity and time.

The ops manager claims to have things under control, but I don’t buy it.

I want to track his time and create more leverage for him.

Currently, he’s the only ops leader on the team.

Once we track his time, we’ll delegate lower-leverage tasks so he can focus on higher-leverage activities.

AI Integration

This business is highly profitable, so we’re gonna make things faster, better, and stronger with AI.

I told the founder to chat with Ben Ford from Mission Ctrl, who we hired to integrate AI into my business.

AI integration could make a huge difference for this founder.

(If your business is profitable, you should consider talking to Ben, too.)

Hire an Executive Assistant (EA)

This founder is doing too much.

Freeing up 5-10 hours a week for him could easily add millions to the business.

There are many great EA services, so bringing on top-talent here is a no-brainer.

I told him to watch Leila Hormozi’s YouTube video on why EAs impact businesses.

Project Management (PM)

Since the founder is doing all the project management (and the company isn’t using their PM systems effectively), we need a short-term solution.

We need a dedicated person to monitor all things PM in the company to ensure everything gets done.

If they perform well, this person will stay on full-time.

Hire an SDR Qualifier

The founder is handling ALL sales—every single call.

This is a waste of his time, especially since not all calls are even qualified.

We will be hiring a $20/hour SDR to qualify leads on the first call, reducing the founder’s workload by about 10%, in my estimates.

Future Note

As mentioned earlier, I stressed that they need to become elite at project management.

The founder is not the guy to own this, and neither is his ops manager.

Without an elite PM process, it’s not realistic for this company to scale long term.

Implementing the 8FOS will help, but they will need to bring on an effective PM, or executive.

Is Your Agency Prepared to Scale?

Rapid growth is exciting, but it can also be dangerous if your operations can't keep up.

You're balancing client needs, team management, and a never-ending to-do list…

So it’s crucial to ask:

Are your operations ready for the next level of growth?

Consider…

• Do you have systems to prevent things from slipping through the cracks?

• Is your team structure optimized for efficiency and scalability?

• Can your business run smoothly without your constant involvement?

If you answered 'no' to any of these, you're not alone.

Most agency owners are so busy working IN their business, they don’t have time to work ON it!

Can you imagine an agency where:

• Projects run smoothly without your constant oversight

• Your team proactively solves problems before they escalate

• You have time to focus on high-level strategy and growth

These are realities for agencies that get their operations dialed in.

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We've helped over 800+ agencies streamline their operations…

While making a ton more revenue…

And freeing up the founders to spend more time on what they NEED to grow their business.

To see how we could help your agency skyrocket its operations and revenue…

👉 Tap here to schedule a quick call with my elite 8F team 👈