How to Scale a Small Business Team that Can Run Without You 

When you first started your business, you probably dreamed of the day that it could run smoothly and profitably whether you were there or not. You could have the freedom, both financially and in your schedule, to travel when you want, to take days off “just because,” and to be involved in the daily running of the business because you want to (rather than because you’re afraid it may fall apart without you there). 

Welcome to Level 4 of your business growth! 

At this level, you have clearly delineated departments as well as Coordinators or Directors to run them. Your leadership team keeps you apprised of what is going on, but they handle the day to day. You have a COO and perhaps a Controller to handle the daily operations and financial activities, and if you are still directing a department, it’s because it’s something you truly enjoy and are really good at doing. 

You have the flexibility and resources you’ve been working for all these years! 

If you’re not quite there yet (but have it in your sights), you may be asking…how do I get there? What are the steps I need to take, who do I need to hire, and what systems do I need to build? 

These are all good questions – and I have answers for you! 

Building Your Departments Strategically 

So far, you have probably had to oversee all the departments in your company yourself. You may hired or promoted Coordinators to manage the teams and keep all team members on task, but the strategy and approval was your job. 

At this stage of growth, it’s time to let a lot of that go and bring in or promote superstars who can handle directing various areas of your business. 

As the CEO, you shouldn’t have your hands in the details of the day-to-day operations; you’ll need a COO to handle those. They can work with your Admin Team to keep everything running smoothly. 

Ready to step out of the Marketing game? Hiring or promoting a Marketing Director can free you up immensely. This person will develop your marketing strategy, manage your marketing budget, and work with your Marketing Coordinator to execute everything. 

The same goes for your Sales Team, your Financial Team, and your Service and Client Happiness Teams. At this stage, each team has the capacity to run smoothly whether you’re there or not – and that can be an incredible thing. 

This isn’t something that just magically happens, though. The work that you have put in up till now has provided the foundation. You’ve worked with your team to build the systems, you have created a hiring strategy that fits your goals, and you have been proactive in building a strong culture. You’ve consistently developed the right people to run these departments for you and create strategies that your team can execute. 

(If you’re not yet at this stage but want to be proactive in creating a strong action plan, my team can help – take a moment to contact us!) 

Refining Your Systems 

As your company grows and evolves, your systems will grow and evolve as well. This has been true at each stage of growth, and it won’t change now! If you have been diligent about working with your team to build those systems, however, refining them will be a relatively simple process – and it’s one your team can do for you. 

Your system may not need to be updated often, but it’s still a good thing to put a review and evaluation policy in place. When a platform or process changes, the correlating systems can be updated quickly; otherwise, having your department leaders review them once or twice a year for updates should be sufficient. 

You will also find that formatting your systems into an Onboarding University will be a great way to equip your team to do their jobs with excellence, even when you’re not there to oversee the process. (This is something that we cover in our Hiring and Onboarding Boot Camp, and our clients have realized strong benefits from going through this process!) 

Allowing Yourself to Step Back 

While attaining this level of flexibility is incredible, it can also be difficult at times. You’ve spent years on the front line of your business, and it’s where you’re used to being. Taking time off to travel, relax, spend time with your family, or take a sabbatical can feel like a foreign concept. 

I find that it’s helpful to change your perspective. Instead of looking at it as taking time away, frame it as a “semi-annual systems test.” After all, you can’t know if your systems work if you never take time off! 

If you find yourself wanting to jump back into the fray and handle the day to day, take a step back and realize that you’ve hand picked some incredible people to handle that for you. Stepping in and taking over their roles is not likely to strengthen morale…but developing them, trusting them to do their job, and staying in communication with them will help you create a team that will have your back whether you’re in the office or halfway around the world on vacation. 

As you take this step back, think about what you want your life to look like. Do you want to spend some of the time on higher level planning for your business? Do you want to take time off to travel or spend time with your family? Is there a cause or organization that you would love to work with? The sky’s the limit – and now is your time to dream! 

This isn’t an easy level of growth to get to, but the journey is worth it – and if we can help you navigate that path, reach out and contact us. We’re happy to talk with you, understand your needs and goals, and meet you where you are while helping you get to where you want to be.