Growth is good.
But growth without alignment?
That’s just expensive.
When companies scale quickly—adding clients, teams, tools, and revenue—they tend to add layers of complexity that can slow them down. Decisions drag on, and momentum slows down.
And that’s where a Fractional COO comes in, not just to organize chaos but to turn operational misfires into streamlined, scalable systems (and a serious ROI).
The Role of a Fractional COO
A Fractional COO offers high-level operational leadership without the full-time commitment. They step in to guide senior leadership, streamline operations, reduce waste, and rewire how the business runs from the inside out.
More than a glorified project manager or operations advisor, a strong Fractional COO brings strategic oversight, leadership alignment, and operational discipline. They step in, assess what’s holding the business back, and fix it with the momentum of an internal team member.
What Does a Fractional COO Actually Do?
The role of a COO is often misunderstood, especially in founder-led or scaling companies where the CEO is still wearing all the hats. A Fractional COO acts as a strategic operator and integrator, translating high-level vision into day-to-day performance metrics.
They don’t just clean up messy workflows or build dashboards (although they might do that, too). They:
- Audit operations, people, and systems for misalignment or inefficiency
- Identify bottlenecks that are slowing down execution
- Align the leadership team on clear quarterly goals
- Implement tools and processes that create accountability and scale
- Restructure meetings and team rhythms to drive decision-making
- Streamline communication, eliminating noise and confusion
- Guide organizational structure changes that reflect the business’s next stage of growth
In short, they help founders transition from working in the business to operating it.
Case in Point: A $15M Contact Center with a Leadership Problem
One of our favorite case studies on the impact of a COO comes from a customer experience firm that was generating over $15 million in annual revenue. But when they reached out to StellaPop, their issues weren’t just financial; they were foundational.
Despite healthy revenue, their cash flow was stalling. They had nearly $450,000 in unpaid invoices, overlapping roles, disorganized leadership, and no clear structure for accountability.
That’s where StellaPop’s Fractional COO, Angie O’Grady, stepped in. Her first step? An ad hoc audit, speaking with staff across departments, listening to pain points, and diagnosing the root causes of dysfunction (through some comprehensive, active listening).
Strategic Systems for Sustainable Change
Using the audit insights, Angie introduced changes that weren’t just “quick wins”, they were organizationally transformative:
Leadership Realignment
The senior team was too large and misaligned. We restructured it by shrinking the leadership table to the right decision-makers and creating a streamlined weekly meeting rhythm focused on accountability and execution.
This immediately improved
decision velocity, team morale, and goal tracking.
Quarterly Goals and Weekly Rocks
Every quarter now starts with clearly defined objectives (“rocks”) and weekly check-ins to ensure progress. This system isn’t just about productivity—it creates focus across every level of the business.
When everyone knows the goal, everyone moves in the same direction.
Meeting Makeovers
We replaced bloated, ineffective meetings with fast-paced, decision-oriented power sessions. Everyone comes prepared. Everyone leaves with clear action items.
No more wasting time. No more spinning wheels.
Communication Clarity
We set new internal communication standards. Slack, Teams, and email now have defined purposes. Cross-functional projects follow clear chains of command. Noise is reduced. Misunderstandings drop.
This meant faster decisions, stronger onboarding, and higher productivity.
The Results
By mid-2025 (12 months after Angie’s strategic directive), the company surpassed its entire previous year’s profit, in addition to:
- Reducing overdue invoices cut by 90%
- Creating $200K in annual savings through workforce realignment
- Re-gigging leadership structure for leaner, but increased strategic output
- Redefining reactive chaos to proactive performance
But the biggest transformation? A leadership team that finally had the systems to lead effectively.
Why Founders and CEOs Hire a Fractional COO
You don’t need a full-time executive to overhaul how your business operates. You need someone who knows how to spot what’s broken and fix it (fast). Unlike traditional consultants, Fractional COOs are embedded into your leadership team.
They’re not writing reports; they’re writing the roadmap and steering the ship alongside you. Here’s when a Fractional COO might be exactly what your business needs:
- You’re scaling fast, and your systems can’t keep up
- Communication between departments is inconsistent or unclear
- You’ve outgrown your current team structure
- Leadership decisions are slow or unproductive
- You’re experiencing cash flow issues despite strong revenue
- You want to create a culture of accountability and results
Build the Operating System Your Growth Deserves
At StellaPop, we toss the generic playbook out the window. We build systems that reflect the actual needs of your business. Because sustainable growth isn’t about working harder…it’s about working smarter (and better, faster, more strategically, and with more profitability).
So if your leadership team is ready to level up—not just in vision, but in execution—we’re ready to help you build the engine that will take you there.
Let’s talk systems, leadership, and sustainable momentum.
