How a fractional COO can help you set up your business for growth

Every growing business hits a point where momentum alone isn’t enough. What used to work starts breaking down—not because the team isn’t trying, but because the structure can’t keep up.

Projects drag. Decisions pile up. Communication gets messy. And slowly, the founder becomes the fallback for everything.

If that sounds familiar, it might be time to rethink how your company runs day to day. In this article, we’ll look at what a fractional Chief Operating Officer (COO) actually does, when to bring one on, and how they can help build the systems your growth needs, without the overhead of a full-time hire.

Why this matters for your business

If your company is growing but struggling with execution, a fractional COO might be the answer. In this article, we’ll walk you through:

• What a fractional COO does
• When to bring one on
• How to evaluate whether your business is ready
• How this flexible model compares to hiring a full-time operations lead

We’ll also show you the signs your business needs help and how to get support without overextending your budget.

What is a fractional COO?

A fractional COO, or fractional operations leader, is an experienced operations guru who works with your business part-time or on a contract basis, giving you access to executive-level support without the full-time cost. 

Unlike a traditional COO embedded in a company’s day-to-day, a fractional COO steps in as needed to help manage operations, improve workflows, oversee hiring, build systems, and support scaling efforts – from a fresh and new perspective. For startups and small businesses, this kind of role gives founders the operational muscle they need to grow efficiently, without burning cash on a full-time hire they’re not ready for, or frankly, in need of.

The problems could range from process bottlenecks to team management to software integration, and a fractional COO brings structure and accountability to your operations. They can bridge the gap between early-stage chaos and a more mature, scalable business model. A fractional COO also lets founders and partners focus on vision and strategy, not the nuts and bolts of daily execution.

CTA: Unsure whether you need a COO or something leaner? Learn how Pilot helps growing businesses stay operationally sound. Speak with an expert.

When do I need a fractional chief of operations?

You typically need a fractional COO when your business hits key inflection or growth points, like team expansion or sudden pricing changes in the market. These are moments when what used to work suddenly doesn’t. You’re hiring more people but struggling to onboard them. Projects stall because there’s no clear owner. Important tasks fall through the cracks, and market volatility pulls the focus of the C-Suite away from operations and into financial meetings.

If your team is constantly reacting instead of executing, it’s a sign your business lacks systems and operational leadership. Missed handoffs, duplicated efforts, and burnout are all symptoms of a company outgrowing its current structure. That’s where the benefit of a fractional COO shines. They bring order to the chaos, build processes that scale, and free up the founder to focus on strategy instead of constantly fighting short-term fires. From formalizing roles, improving internal communication, or driving accountability across teams, a fractional COO helps tie together the most important aspect of any business: smooth, stable, and reliable operations.

If your operations are slowing down your growth, it might be time to seek help from an expert.

The benefits of hiring a fractional COO

A fractional COO for startups and growing businesses offers several immediate and long-term advantages:

• Streamlined operations
  A fractional COO identifies bottlenecks and inefficiencies, then implements systems that make your day-to-day run smoother. From project management tools to SOPs, they bring structure where it’s lacking.
  
  
• Improves financial and operational processes
  Whether it’s optimizing vendor management, creating performance dashboards, or ensuring your team meets deadlines, a fractional COO builds repeatable, measurable processes that support growth.
  
  
• Frees up founders’ time
  When you’re pulled into every detail, progress slows. A fractional COO handles internal execution so founders can focus on vision, product, sales, and strategy.
  
  
• Brings accountability without the full-time cost
  You get executive-level oversight and leadership without committing to a permanent, six-figure salary. They bring discipline to your ops team while remaining flexible and cost-efficient.

What to expect from working with one

A good fractional COO plugs into your team quickly and starts creating clarity almost immediately. Expect them to lead by listening initially—understanding your goals, mapping existing processes, and identifying gaps. Then, expect them to lead with action, working closely with department leads, founders, and even external vendors to implement the necessary changes to get your business either back on track or prepped for growth.

Let’s go through the ideal first quarter of working with a fractional COO.

• First 30 days: Audit operations, identify problem areas, and make recommendations. 
• By 60 days: Streamline new workflows, implement tools, confirm responsibilities, and achieve better internal alignment.
• By 90 days: Execute key initiatives, track performance, and drive results across the organization.

Fractional COOs can work alongside a CFO or finance partner. While your CFO focuses on capital strategy, financial forecasting, or how to mitigate any economic volatility, your COO ensures day-to-day execution supports that plan. If you already use Pilot’s CFO services, a fractional COO is a natural complement, bringing the operational horsepower to match your financial strategy.

How Pilot supports founders like you

Pilot helps growing companies get their back office in order—bookkeeping, financial reporting, and fractional CFO services are already part of our core offering. But operational clarity requires more than clean books. A fractional COO ensures that your workflows, tools, and team structure are aligned with your goals.

When Pilot handles the financial side and a COO manages operations, founders are free to lead, confident that both the numbers and the execution are under control. Whether you’re preparing for a new product launch, hiring a larger team, or just trying to keep things from falling through the cracks, Pilot’s integrated support gives you what you need to scale efficiently.

Simplify your back office. Free up your time to lead.

Speak with an Expert

FAQs

How much does a fractional COO charge?
Fractional COOs usually charge a monthly retainer or an hourly rate. Costs typically range from $3,000 to $15,000 per month, depending on experience, scope, and industry.

Can I hire a fractional COO part-time?
Yes. Most fractional COOs are part-time by design, offering flexible engagements that scale with your business.

What’s the difference between a fractional COO and a fractional CFO?

A CFO looks forward – they focus on what’s next: budgets, forecasts, capital strategy, and financial risk. A COO looks around – they make sure what needs to happen, actually does. They bring operational discipline, build repeatable processes, and steady the chaos – often working hand-in-hand with the CFO to ensure the business is financially and operationally sound.