What is a Fractional COO and When Do You Need One?
Table of Contents
In This Article:
What Is a Fractional COO? The Role Explained
How Fractional COOs Are Different From Consultants and Full-Time COOs
Fractional COO vs. Business Consultant
Fractional COO vs. Full-Time COO
7 Signs Your Business Needs a Fractional COO
What Does a Fractional COO Actually Do?
When Is the Right Time to Hire a Fractional COO?
How Fractional COOs Work: The Embedded Partnership Model
What to Expect When Working With a Fractional COO
Real Results: How Fractional COO Engagements Transform Businesses
Is a Fractional COO Right for Your Business?
Take the Founder Freedom Score to Find Out
What Is a Fractional COO and When Do You Need One?
You're working harder than you've ever worked.
Revenue is growing. Your team is expanding. From the outside, everything looks like it's moving in the right direction.
But inside? You're drowning.
Every major decision runs through you. Your team waits for your approval on things they should be able to handle. You can't remember the last time you took a real vacation because "what if something breaks?"
If this sounds familiar, you're not alone. And you're probably wondering: Do I need to hire a COO?
The short answer: Maybe. But before you commit to a $200K+ full-time hire, let's talk about a different option. One that gives you the operational leadership you need without the overhead, long-term commitment, or risk of a bad hire.
Enter: The Fractional COO.
What Is a Fractional COO? The Role Explained
A Fractional COO is a part-time, embedded operational leader who steps into your business to build the systems, accountability, and structure you need to scale sustainably.
Unlike a consultant who gives recommendations and leaves, a Fractional COO becomes part of your leadership team. They don't just tell you what's broken. They fix it with you, own execution of key initiatives, and stay until your systems are strong enough to run without you being the bottleneck.
Think of it this way: A consultant tells you what's broken. A Fractional COO fixes it alongside your team.
Here's what makes a Fractional COO different:
→ They embed into your leadership team (not just advise from the sidelines)
→ They own execution of operational initiatives (not just create plans)
→ They drive accountability week after week (not deliver a report and disappear)
→ They stay until your systems are self-sustaining (not just for a 3-month project)
The "fractional" part means they work with your business part-time, typically 10-20 hours per week. You get COO-level expertise and leadership without paying for a full-time executive salary, benefits, and equity.
For founder-led businesses scaling between $5M-$50M in revenue, this model is often the perfect fit. You need more than advice, but you're not quite ready for (or don't need) a full-time COO on payroll.
How Fractional COOs Are Different From Consultants and Full-Time COOs
I get asked this constantly: "What's the difference between a Fractional COO, a consultant, and just hiring a full-time COO?"
Let me break it down because understanding these distinctions will help you know what you actually need.
Fractional COO vs. Business Consultant
Consultants typically:
→ Conduct assessments and audits
→ Deliver reports with recommendations
→ Create strategic plans and frameworks
→ Exit once the deliverable is complete
Fractional COOs:
→ Embed into your leadership team as a working member
→ Implement the systems and hold people accountable
→ Coach your team through execution in real-time
→ Stay until the changes stick and your team can sustain them
Here's the practical difference: A consultant might tell you that you need an accountability chart, defined roles, and a weekly meeting rhythm. A Fractional COO will build that accountability chart with you, sit in those weekly meetings, coach your team through using the system, and troubleshoot when things aren't working.
It's not advice. It's partnership.
When I work with a founder as their Fractional Integrator, I'm not sending you a deck with recommendations. I'm in your Level 10 Meetings. I'm coaching your leadership team through tough conversations. I'm identifying issues in real-time and solving them alongside you.
That's the difference.
Fractional COO vs. Full-Time COO
Full-Time COOs:
→ Cost $150K-$300K+ annually (plus benefits and equity)
→ Require a permanent seat at the table
→ Best when you need 40+ hours of operational leadership per week
→ Higher risk if it's not the right fit
Fractional COOs:
→ Cost a fraction of a full-time salary (typically 30-50% less)
→ Flexible engagement (scale up or down as needed)
→ Perfect when you need 10-20 hours of expert leadership weekly
→ Lower risk to test the model before committing to full-time
Here's my honest take: If you're doing $20M+ in revenue with a mature leadership team and you know you need full-time operational leadership for years to come, hire a full-time COO.
But if you're in that $5M-$20M range, still figuring out your operational model, or not sure if you need someone permanently, starting with a Fractional COO is the smarter move.
You get to test the partnership, build the systems you need, and scale the engagement as your business grows. Many of our clients eventually do hire a full-time COO, but they do it from a position of clarity rather than desperation.
7 Signs Your Business Needs a Fractional COO
So how do you know if you actually need a Fractional COO? Here are the seven most common signs I see:
1. You're the bottleneck (and you know it)
Every major decision flows through you. Your team comes to you for answers on things they should be able to handle themselves. You're working in the business so much that you can't work on it.
This isn't because your people aren't capable. It's because ownership isn't clear enough for them to confidently make decisions without you.
What a Fractional COO does: Builds accountability structures so your team knows exactly what they own and executes without waiting for your approval.
2. You've tried consultants and nothing stuck
You've hired consultants before. They gave great recommendations. You even agreed with most of them. But six months later, nothing has changed because no one owned the implementation.
What a Fractional COO does: Owns the execution. We don't leave after the strategy phase. We stay and make sure it actually happens.
3. Your team keeps coming back with the same problems
You solve an issue, and two weeks later it's back. You're stuck in a cycle of firefighting instead of building systems that prevent fires in the first place.
What a Fractional COO does: Identifies root causes and builds processes that solve problems permanently, not temporarily.
4. Growth has stalled and you don't know why
You hit a revenue ceiling and can't seem to break through. Your efforts feel scattered. There's no clear focus on what will actually move the needle.
What a Fractional COO does: Brings clarity to priorities, aligns your team around quarterly goals (Rocks), and ensures everyone is rowing in the same direction.
5. Your meetings feel chaotic and unproductive
Leadership meetings are long, reactive, and draining. You leave without clear action items or accountability. Half the team isn't sure what they're supposed to do next.
What a Fractional COO does: Structures effective meeting rhythms (like Level 10 Meetings) that create clarity, accountability, and forward momentum.
6. You're ready to scale but your infrastructure isn't
You know you could grow faster, but your current systems and processes can't handle more volume. You're afraid that scaling will just create more chaos.
What a Fractional COO does: Builds the operational backbone your business needs before you scale, so growth strengthens your business instead of breaking it.
7. You can't take a vacation without everything falling apart
You tried to take time off, and by day two your phone was blowing up. Your business can't run without you because you're the glue holding everything together.
What a Fractional COO does: Creates systems and accountability structures so your business operates smoothly whether you're in the office or on a beach in Bali.
If you recognized yourself in 3 or more of these signs, you're probably ready for a Fractional COO.
What Does a Fractional COO Actually Do?
Okay, so you know the signs. But what does a Fractional COO actually do day-to-day?
Here's what it looks like when we embed into a founder-led business:
Build operational clarity:
Create or refine your accountability chart so everyone knows who owns what
Define clear roles with specific decision-making authority
Establish measurable outcomes for every key position
Drive execution and accountability:
Facilitate weekly leadership meetings (Level 10 Meetings if you're running EOS)
Track quarterly priorities (Rocks) and ensure they get done
Hold people accountable in a way that builds capability, not resentment
Solve systemic issues:
Use frameworks like IDS (Identify, Discuss, Solve) to address root causes
Document recurring decisions so your team can handle them autonomously
Build processes that prevent problems instead of just reacting to them
Coach your leadership team:
Develop your leaders' ability to own their areas without you
Create communication structures that reduce noise and increase clarity
Build a culture of accountability where people solve problems proactively
Work on the business, not just in it:
Help you think strategically about growth, not just operations
Ensure your vision actually gets executed instead of stuck in your head
Create space for you to focus on what only you can do
At TransformCXO, we call this "embedding into your business." We're not hired to tell you what's broken. We're hired to fix it alongside your team, own the outcomes, and stay until the systems are strong enough to sustain themselves.
When Is the Right Time to Hire a Fractional COO?
Timing matters. Hire too early and you're paying for help you don't yet need. Hire too late and you're already in crisis mode.
Here's when it makes sense:
You're ready if:
→ You're doing $3M+ in revenue (ideally $5M+)
→ You have at least 15-20 employees
→ You have a leadership team or are building one
→ You're committed to making operational changes (not just looking for a quick fix)
→ You're willing to let go of some control and empower your team
You're probably not ready if:
→ You're pre-revenue or under $2M (focus on product-market fit first)
→ You have fewer than 10 employees (you need more people before you need operational structure)
→ You're not willing to invest time in building systems
→ You want someone to "just handle operations" without your involvement
The sweet spot? Founder-led businesses between $5M-$50M in revenue who are experiencing growing pains but aren't ready for a full-time COO hire.
If you're unsure where you fall, that's exactly why we created the Founder Freedom Score. It tells you specifically where your business is and whether operational leadership is the right next step.
How Fractional COOs Work: The Embedded Partnership Model
So how does this actually work in practice?
At TransformCXO, we use what we call the Embedded Partnership Model. Here's what that looks like:
Phase 1: Discovery and Diagnosis (Weeks 1-4)
Understand your business, team, and current challenges
Identify the biggest operational gaps holding you back
Build a 90-day roadmap for what we'll tackle first
Phase 2: Foundation Building (Months 2-4)
Create or refine your accountability chart
Establish meeting rhythms and communication structures
Define quarterly priorities (Rocks) and weekly scorecards
Start coaching your leadership team through the new systems
Phase 3: Execution and Refinement (Months 5-9)
Drive accountability on key initiatives
Solve recurring issues using structured frameworks
Build documentation and processes that enable autonomy
Develop your leaders' capacity to own their areas
Phase 4: Transition to Sustainability (Months 10-12+)
Reduce our involvement as your team takes ownership
Ensure systems are self-sustaining without us
Plan for next phase (continued fractional support, hiring a full-time COO, or graduating)
Typical engagement:
10-20 hours per week (varies by business size and stage)
6-12 month initial commitment (most clients extend)
Weekly leadership team meetings + ongoing coaching and troubleshooting
Access to us between meetings for real-time support
We're not clocking in and out. We're a working member of your leadership team who happens to work part-time.
What to Expect When Working With a Fractional COO
Let me set realistic expectations because I never want you to be surprised by what this partnership looks like.
What you should expect:
The first 30 days will feel slow. We're learning your business, building relationships, and diagnosing what's really going on. This isn't wasted time. It's essential.
You'll need to be involved. We're not coming in to "handle operations" while you stay hands-off. We need your partnership, especially in the beginning. We build systems together.
Some people on your team will resist. Change is hard. Adding accountability where there wasn't any makes people uncomfortable. We'll coach through it, but expect some friction.
You'll start to see results around month 3. That's when the systems start clicking. Meetings become productive. Your team starts executing without you. You get time back.
By month 6, your business will feel different. You'll have clarity. Your team will own their areas. Problems get solved proactively instead of waiting for you to notice them.
What you should NOT expect:
→ Instant transformation (systems take time to build and embed)
→ Zero effort required from you (this is a partnership, not delegation)
→ Everyone on your team to love the changes immediately
→ A one-size-fits-all approach (we customize everything to your business)
The best Fractional COO engagements are true partnerships. We bring the expertise and frameworks. You bring the vision and commitment. Together, we build something sustainable.
Real Results: How Fractional COO Engagements Transform Businesses
Let me share what this looks like in practice.
A founder scaling past $8M in revenue was working 70-hour weeks. His team was capable, but ownership wasn't clearly defined. Everyone kept coming to him for decisions because no one knew who was responsible for what.
We didn't add more people or more tools. We clarified the structure. We built an accountability chart. We established decision-making authority at every level. We created communication guardrails that protected everyone's focus time.
Then we implemented Ninety (EOS software) to reinforce the system we'd built.
Within 90 days:
→ He got 15+ hours back per week
→ His team stopped waiting for him to make every decision
→ He took his first real vacation in 3 years and didn't check email once
The tools didn't change. The system did.
Another client came to us stuck at $12M. They'd been there for two years. Great product, solid market, capable team. But no clear priorities. Meetings were reactive and chaotic. Everyone was busy, but nothing was moving forward.
We implemented quarterly Rocks (3-5 priorities for the quarter). We structured Level 10 Meetings. We created a scorecard that showed what actually mattered.
Within 6 months:
→ They broke through their growth ceiling and hit $14.5M
→ Their leadership team could run the business without the founder in every meeting
→ They had clarity on exactly what needed to happen to reach $20M
This is what operational excellence looks like. Not perfect. Not fancy. Just clear systems, strong accountability, and a team that knows how to execute.
Is a Fractional COO Right for Your Business?
Here's the honest truth: A Fractional COO isn't for every business.
You're probably a great fit if:
→ You're a founder or CEO who's great at vision but struggles with execution
→ You're scaling past $5M and hitting operational growing pains
→ You have a team that's capable but lacks structure and accountability
→ You're willing to make changes, not just collect advice
→ You want to build a business that doesn't depend on you for every decision
You're probably NOT a fit if:
→ You're looking for someone to "just handle operations" without your involvement
→ You want a quick fix or immediate results without building systems
→ You're not ready to invest in operational infrastructure
→ You need full-time, 40-hour-per-week operational support right now
→ You're under $3M in revenue and still figuring out product-market fit
The best way to know? Take an honest look at where your business is and what it needs.
Are you in the Dependent Stage, where your business can't function without you? Are you in the Independent Stage, where your team operates well but you're still too involved? Are you approaching the Scalable Stage, where your business truly runs without you?
Each stage requires different solutions. And you can't build the right solution if you don't know where you're starting from.
Take the Founder Freedom Score to Find Out
If you've read this far and you're thinking, "This sounds like exactly what I need, but I'm not 100% sure," I get it.
That's why we created the Founder Freedom Score.
It's a 5-minute assessment that gives you a clear, customized picture of where your business actually is on the operational maturity spectrum. Not where you hope it is. Not where it should be. Where it actually is right now.
You'll get:
→ Your specific stage (Dependent, Independent, or Scalable)
→ The exact operational gaps holding your business back
→ Prioritized next steps based on your current reality
→ Clarity on whether a Fractional COO is the right move for you (or if something else is)
Because here's the truth: You can't fix what you can't see.
Most founders operate on gut feel. They know they're overwhelmed. They know something needs to change. But they don't have clarity on what specifically is broken or where to focus first.
The Founder Freedom Score gives you that clarity. And once you have it, the path forward becomes obvious.
Maybe you need a Fractional COO. Maybe you need to focus on hiring first. Maybe you're ready to implement EOS. Maybe your systems are stronger than you thought and you just need to empower your team better.
You won't know until you assess where you are.
Take your Founder Freedom Score now. Understand your business's operational health. Then we can talk about whether fractional leadership is the right next step for you.
Take Your Founder Freedom Score →
Kristyn Drennen is the CEO & Co-Founder of TransformCXO, where she embeds as a Fractional Integrator to help founder-led businesses build operational systems that create freedom. When she's not in the trenches with clients, she's hosting the Unlocked Podcast and reminding founders that business is ministry.
