Operations

How and when to use this phase

This phase should be revisited every 90 days. Schedule a dedicated two-hour block each quarter to review ownership, cadence, and key operating systems. This ensures the business can run consistently without unnecessary complexity or reliance on the founder.

This phase should be revisited:

• quarterly

• after hiring new team members

• when responsibilities become unclear

• when decisions repeatedly return to the founder

• when operational friction increases

Step by step process:

Step 1: Map Key Functions

List the major areas of the business.

Examples:

• marketing

• sales

• customer success

• operations

• finance

• product

Output:
A clear functional map.

Step 2: Assign Ownership

Clarify who owns each function. Avoid shared ownership where possible.

Output:
Clear accountability.

Step 3: Establish Cadence

Introduce regular operating rhythms. Schedule them.

Examples:

• weekly team meeting

• monthly executive review

• quarterly planning

Output:
Predictable operating structure.

Step 4: Document Core Processes

Identify the few processes that require documentation.

Examples:

• onboarding

• sales process

• fulfilment

• customer support

Output:
Basic SOPs

Tools

RACI

A simplified ownership & accountability map. Used to clarify who owns key functions within the business.

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Operating Cadence Template

A simple snapshot of recurring meetings and reviews.

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SOP Framework

A simple structure for documenting core processes.

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AI Prompt: Operations Pressure Test

Use this prompt to identify gaps in ownership, structure, and operational clarity.

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