What Does an Ops Business Manager Do Specifically?
These lists below show the most common tasks a Ops Business Manager supports with:
People
Leadership, Team, Communication
This is the heart of effective operations.
Running daily/weekly team check-ins
Facilitating weekly leadership meetings
Setting priorities and ensuring alignment
Managing team communication channels (Slack, Voxer, email, etc.)
Clarifying roles and responsibilities
Resolving team conflicts or misunderstandings
Monitoring team workload and capacity
Coaching team members on performance improvements
Writing job descriptions for contractors or employees
Screening applicants
Interviewing candidates
Running reference checks
Creating onboarding plans for new team members
Setting up new-hire tech access & workspace
Conducting 7-, 30-, and 90-day check-ins
Reviewing KPIs for team members
Delivering performance feedback
Ensuring deadlines and projects stay on schedule
Holding team accountable to SOPs & processes
Documenting performance issues and resolutions
Celebrating wins + recognizing good work
Creating & maintaining the company org chart (roles, responsibilities, reporting structure).
Defining KPIs for each role and ensuring team members understand what success looks like.
Creating communication boundaries (when to escalate, when not to).
Establishing meeting rhythms (daily huddles, weekly L10s, monthly reviews).
Running team pulse checks (culture surveys, burnout indicators).
Creating role scorecards for clarity in hiring and performance.
Developing growth pathways so team members know their future opportunities.
Implementing conflict-prevention frameworks (SOPs for communication, handoffs, approvals).
Documenting team responsibilities during the founder's absence (vacation coverage structure).
Acting as buffer between the founder & team to protect time and emotional load.
Key Outcomes
Stronger team cohesion and engagement
Improved retention and productivity
Faster resolution of people issues
Why It Matters
A motivated, well-led team drives business growth and sustains high performance through change.
Projects
Planning, Delivery, Execution, Launches
This is where strategy turns into action.
Turning the founder’s goals into clear project plans
Creating quarterly/monthly project roadmaps
Breaking down big initiatives into tasks and milestones
Assigning work to the appropriate team members
Tracking progress in ClickUp/Asana/Trello
Managing launch timelines
Coordinating with marketing, creative, and tech teams
Ensuring assets are created on schedule (emails, graphics, pages)
Quality-checking deliverables before they go live
Running project status meetings
Flagging risks, delays, or bottlenecks
Updating the founder on progress and blockers
Approving/denying requests that impact timelines
Making sure projects finish smoothly and on time
Prioritizing projects based on the business’s revenue and capacity.
De-scoping or stopping low-ROI projects before they drain time and money.
Resource allocation (who does what based on skill and bandwidth).
Real-time project troubleshooting (solving fires before they escalate).
Managing cross-team dependencies (design → copy → tech → QA → publish).
Creating launch debriefs (what worked, what didn’t, what to change).
Maintaining the master project calendar across all departments.
Tracking operational KPIs like turnaround time, revision cycles, throughput.
Ensuring tasks follow approval workflows (to eliminate bottlenecks).
Ensuring post-project integration (SOPs updated, team trained, tools adjusted).
Key Outcomes
On-time, on-budget project delivery
Clear accountability and ownership
Consistent achievement of business goals
Why It Matters
Effective project management ensures strategic priorities are executed and business objectives are met without costly delays.
Processes
Systems, SOPs, Tools, Operations
This is what makes the business scalable.
Auditing current systems to identify inefficiencies
Mapping out backend workflows (client journey, fulfillment, marketing flows)
Updating or creating SOPs
Maintaining the business’s operations playbook
Ensuring the team follows SOPs consistently
Overseeing task management tools (setup, organization, maintenance)
Checking automation tools for errors
Coordinating with tech support or tech contractors
Evaluating whether tools are being used efficiently
Cleaning up digital clutter (files, folders, assets)
Improving turnaround times across the team
Reviewing metrics and operational KPIs
Ensuring smooth handoff between departments (marketing → delivery → support)
Managing capacity planning for upcoming months
Streamlining client delivery workflows
Spotting recurring fires and creating processes to eliminate them
Creating training materials for new team members
Recording or coordinating training walkthroughs
Organizing central documentation hubs (Notion, Drive, Dropbox)
Keeping all documentation up to date and accessible
Creating CEO decision filters (so the team knows how to make decisions without the founder).
Designing escalation pathways (who handles what before something reaches you).
Mapping the entire client journey (from lead → sale → onboarding → delivery → offboarding).
Auditing tech stack for waste (unused tools, duplicated subscriptions).
Creating quality checkpoints for deliverables (reducing revisions and client dissatisfaction).
Monitoring process compliance (ensuring team actually uses the SOPs).
Creating system dashboards (traffic, production, pipeline, metrics).
Automating communication rhythms (weekly reports, reminders, check-ins).
Optimizing handoff workflows between marketing → ops → support.
Testing processes during absence (“If the founder was gone for 2 weeks, does everything still work?”).
Key Outcomes
Streamlined, scalable operations
Reduced errors and increased efficiency
Greater business agility and resilience
Why It Matters
Robust processes free up leadership to focus on growth, reduce risk, and enable the business to scale with confidence.
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