Scaling to €80K+ MRR while removing the founders from day-⁠to-⁠day operations

Jaroslav Heidt is the founder of ScaleRetain, a YouTube growth agency he runs with co-founder David.

Weeks

~48 hours

Client onboarding

€80K+ MRR

Company scale

More day-⁠to-⁠day ownership

Moved to the project manager

Over six years, they have worked with more than 100 businesses, including helping companies scale past €500,000 in six months. As the agency grew, Jaroslav and David were still heavily involved in hiring, systems, automations and production decisions.

01 / BEFORE

They already had a project manager in place, but too much operational knowledge and decision-making still lived with the founders.

The company needed stronger systems and more operational structure around the PM role so more of the business could run without founder involvement.

02 / THE SOLUTION

Moving more of the company away from Jaroslav and David

Over the next few months, I worked directly with the founders and their project manager to develop the operational capability needed to move more of the company away from Jaroslav and David.

I trained their PM on how to source and hire editors, structure Airtable, build useful internal interfaces and manage projects with less founder involvement.

A major part of the engagement was also automation. I taught him how to build and manage the workflows behind the operation himself, so the company was not dependent on the founders every time a process needed to be changed or improved.

We also worked on people management, feedback and onboarding, giving him more of the skills and structure needed to take ownership of the team and day-to-day operation.

AT A GLANCE

CLIENT

ScaleRetain

WHAT THEY DO

YouTube growth agency

FOUNDERS

Jaroslav Heidt and David

SCOPE

Training the project manager in hiring, Airtable, internal interfaces, project management, automation, people management, feedback and onboarding

TOOLS

Airtable, Slack

TIMELINE

A few months

03 / RESULTS

THE PAIN

Onboarding took weeks

THE RESULT

~48 hours

CLIENT ONBOARDING, WAS WEEKS

Client onboarding, which had previously taken weeks, was reduced to roughly 48 hours using the new systems and Slack automations.

THE PAIN

Everything comes back to the founders

THE RESULT

More day-⁠to-⁠day ownership

MOVED TO THE PROJECT MANAGER

More of the day-to-day operation could now run through their project manager and the systems around him instead of repeatedly coming back to Jaroslav and David.

THE PAIN

Founders stuck in the operation

THE RESULT

€80K+ MRR

COMPANY SCALE

That gave the founders more room to focus on marketing, sales, clients and higher-level growth while their PM took greater ownership of the operation.

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Results are specific to this client and period.

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