Podcast Guest: The COO Approaches You Didn’t Know You Needed—Until Burnout Hit

Jen Hamilton was featured guest on an episode of Spiraling Up, the Hinge Marketing podcast. Hosts Austin McNair, Mary Blanch Cramer, and Joe Pope dive into the rise of fractional executives in professional services, then bring Jen into the conversation to share her journey as a Fractional COO and mentor to COOs.

While this game show podcast episode is quite fun, the lessons shared are very real.  

Here are some of the tips and tricks that emerged from the conversation, ranking what is most important for small business owners and leaders to focus on when juggling multiple responsibilities and challenges.

1. Stop Building Around Yourself

You became the bottleneck not because you did something wrong, but because the business was unintentionally designed around you.

"They started with vision and courage, but somewhere along the way, they became the glue holding everything together."

Quick Tip: Begin by mapping every decision that currently requires your input. Circle the ones only you can make. Delegate or systematize the rest.

2. Don’t Confuse Hard Work with Strategic Growth

Burnout isn’t a badge of honor; it’s a red flag. Working harder doesn’t scale a service-based business. Systems and leadership do.

"They’ve been conditioned to believe that working harder is the solution—and feel guilty when they need rest or structure."

Quick Tip: Create a recurring CEO Day every month. Use it to zoom out, review KPIs, team alignment, and strategic goals—not task lists.

3. Leadership Gaps Aren’t a Personal Failing

Your team may mean well, but they weren’t trained to lead. You didn’t fail—they just need development.

"We train leaders, not just managers. We raise the bar, develop their potential, and align them to the business vision."

Quick Tip: Start weekly leadership meetings with one question: "Where are we stuck?" Make it safe to surface gaps and mentor through them.

4. Systems Set You Free

Freedom doesn’t come from hiring more people—it comes from operational clarity. The right systems make scaling possible without more chaos.

"Our goal is to make ourselves obsolete—because your business should thrive without burning out its owner."

Quick Tip: Choose one repeating process this week and document it. Turn it into a simple checklist or SOP. Share it. Iterate.

Let’s Make This Personal

What’s the one decision this week that drained your energy the most? Did it have to be yours to make?

Where are you still operating like an employee, not a leader?

Who on your team could rise—if you gave them the clarity and coaching they’re missing?

Next Steps or Act Now Tips

1. Map out your current decision-making and delegate 20% this month.
2. Block a monthly Leader Day to focus on strategy, not survival.
3. Start a weekly leadership sync to align, coach, and clarify.
4. Choose one process to document—then hand it off.
5. Book a Quick-Solve Session with us to untangle the biggest bottleneck in your business.

You don’t have to carry it all alone. There’s a better way to run your business—one that gives you back your time, your vision, and your life.