Bringing on a fractional Chief Operating Officer (COO) is a pivotal move, especially for founders looking to scale without being consumed by daily operations. While fractional COOs typically work on a part-time basis, their impact is anything but small. The first 90 days with a fractional COO sets the tone for how quickly and effectively the business can align around stronger systems and execution.
This article outlines what to expect in the first 90 days, how to ensure a smooth onboarding process, and the signals to watch for as your COO integrates into the company.
Before Day One: Align on Vision and Expectations
Prior to onboarding, founders should provide clear documentation on the company’s goals, timelines, team structure, and current challenges. A comprehensive onboarding session is critical: it ensures the COO enters the business with clarity, not guesswork.
Discuss near-term objectives, any known operational bottlenecks, and expected outcomes over the first 30–90 days. Alignment here sets the foundation for real progress.
Weeks 1–4: Discovery and Diagnostics
In the first month, your COO will observe current operations, conduct internal interviews, and assess team dynamics. This discovery period provides a final opportunity for them to see the organization objectively before they influence change.
A COO has deep experience across all parts of a business. They look at the top line: things like sales, marketing channels, and customer mix. But, they also focus on the bottom line: expenses, cash flow, and profit margins. Just as importantly, they evaluate the team, systems, and processes behind the scenes, including leadership, communication, and company culture.
The COO will begin performing a gap analysis, mapping out the future state that is desired for the company, what the current state is, and how to breach the chasm of what the company currently is and what you want the company to become.
The goal in this phase is to identify friction points, gaps in accountability, process inefficiencies, and areas where alignment is lacking. From these insights, your COO will begin drafting a strategic operating plan tailored to your company’s goals and team strengths. By the end of the first 30 days, the COO will spot 20 to 30 areas that could be better. Then they’ll pick the top few that will make the biggest difference right away.
Weeks 5–8: Alignment and Execution
With a working knowledge of the business, the COO begins aligning the team around goals and implementing process improvements. Expect new meeting cadences, clearer workflows, and more visible tracking of team performance.
Early wins often emerge here, such as reduced miscommunication, improved focus, and faster decision cycles. This phase is critical for establishing buy-in from the team.
Weeks 9–12: Integration and Long-Term Planning
Between days 60 and 90, you’ll notice real progress. By this stage, your fractional COO is an embedded member of the leadership team. Their focus shifts to deeper integration: building sustainable systems, improving leadership visibility, and setting the stage for scale. They’ll fine-tune what’s working and shift to the next important tasks.
Weekly KPI reviews become standard, and operational rhythm improves across departments. The COO may also begin identifying high-potential team members for leadership development and succession planning.
Green Flags and Red Flags to Monitor
Positive Indicators (Green Flags)
- Improved team communication and alignment
- Faster decision-making and fewer day-to-day bottlenecks
- Progress toward company goals and improved metrics visibility
- Team members feel supported, accountable, and heard
- The founder is spending more time on strategy and less on operations
Warning Signs (Red Flags)
- Persistent miscommunication or confusion around priorities
- Lack of engagement or tension between the COO and team members
- Resistance to accountability or deflection of responsibility
- Failure to make meaningful progress by week 6–8
- Blame-shifting without revisiting the approach or processes
How Founders Can Set the COO Up for Success
While the COO’s role is to drive execution, founder engagement is still essential, especially early on. Be available, provide context when needed, and treat the relationship as a partnership, not a handoff.
Openness to feedback is also critical. A skilled COO will surface not only operational inefficiencies but gaps in leadership, delegation, or culture. If they identify vulnerabilities, that’s an opportunity for growth, not a threat.
Most importantly, define success early and clarity around what progress looks like. This is measured in systems, behavior, and outcomes.
Final Thoughts: Momentum Starts With Day One
The onboarding process is not a formality; it’s a multiplier. A well-supported fractional COO can accelerate results in weeks, not months. With clear goals, strong collaboration, and mutual accountability, the first 90 days can lay the groundwork for long-term operational excellence.
Connect with ScaleUpExec to learn more about how a fractional COO can help your team align, scale, and execute more effectively from day one.
