How to Know It’s Time to Hire a Fractional COO
If you're a business owner running a company with less than 100 employees and under $20M in revenue, you’ve probably asked yourself this question at some point:
"How do I know when it’s time to bring in a Fractional COO?"
It’s a fair question. And the truth is, there’s no flashing sign that tells you it’s time. And there are patterns— if you’re experiencing one (or more) of the eight indicators I outline below, it may be time to consider senior operational support.
What Is a Fractional COO?
A Fractional COO is a seasoned operations leader who helps your business scale strategically—without needing to be on your payroll full-time. Some Fractional COOs are strategic advisors. Others are both strategic and execution-oriented (that’s what we offer at On Call COO). They don’t just make the plan. They help get it done—with your team or with ours.
The beauty of being a small business? You can hire exactly what you need, exactly when you need it.
8 Signs You’re Ready for a Fractional COO
1. You’re the Bottleneck
If everything has to run through you—from approvals to decisions to problem-solving—growth will eventually stall. Not only are you stretched too thin, but your team likely feels micromanaged. A Fractional COO helps you create structure, delegate with confidence, and get back to doing what only you can do.
2. You Have a Vision… But No Plan
You know where you want the business to go—but you have no idea how to get there. A Fractional COO bridges the gap between your big picture and the day-to-day actions that will make it real. We build the roadmap and walk it with you.
3. Your Team Keeps Asking, “What’s the Priority?”
If everyone is working hard, but no one’s aligned, it’s a red flag. Lack of operational structure leads to confusion, inefficiency, and missed opportunities. A COO brings in rhythm, structure, and decision-making systems so your team always knows what matters most.
4. Growth Is Hurting
Revenue’s up—but so are the mistakes. Your team is exhausted. Systems are breaking. You’re firefighting all the time. That kind of growth isn’t sustainable without operational support. A Fractional COO helps you scale without chaos.
5. You’re Wasting Time on the Wrong Things
If you’re fixing broken processes, coordinating tasks, or spending hours on low-leverage activities—you’re not using your time wisely. A COO gets you back to your highest and best use.
6. Your Rock Star Hires Still Need You for Everything
If your “A-players” can’t seem to operate independently, the issue may be the business—not the people. A COO defines structure, processes, and accountability systems so your talent can thrive.
7. You Want to Scale, And You’re Scared
You know your business can grow—and you’re afraid that doing so will burn you out, damage your relationships, or affect your health. You’re not wrong. Scaling without systems is a fast track to overwhelm. With the right COO, you can build a business that grows sustainably—and supports the life you want.
8. You’ve Tried Hiring Operations Help, and It Didn’t Work
If you’ve hired a VA, integrator, OBM, or Director of Ops—and it didn’t stick—it’s likely because they lacked the experience to lead at scale. A true COO doesn’t just manage tasks. They translate vision into action and know how to steer your ship because they’ve captained dozens of others.
Vetting a Fractional COO: What to Look For
Not all COOs are created equal. And in the digital age, anyone can give themselves a title. Do your homework:
Ask for a resume or LinkedIn profile
Request examples of relevant experience
Confirm they’ve worked with businesses your size and your complexity
Ask how they’ve delivered results in situations like yours (scaling, selling, turning around, etc.)
At On Call COO, we have 30+ years of operational experience. We've run businesses with budgets ranging from $50K to $180M and supported everything from startups to multi-billion-dollar enterprises.
We also vet each COO for fit—because fractional doesn’t mean fractional effort. You get a senior operator who’s in it with you, every step of the way.
Not Sure if You’re Ready Yet? That’s Okay.
Whether you’re still figuring things out or already feeling the weight of growth, know this: when the time is right, the help you need exists.
On Call COO offers a free 30-minute consultation. No pressure. Just expert insight on whether a fractional COO is right for your next stage—and if we’re not the fit, we’ll tell you who is.
You’ve built something great. We’re here to help you build it stronger.
