The following example illustrates how a fractional COO might help a fast-growing remote company. While the details are fictional, the methods and outcomes reflect what we commonly see in real client engagements.
A fast-growing software company had a big problem. Their team was fully remote and spread across four time zones. Business was booming, but the team was not aligned.
They had unclear roles, missed deadlines, and too many meetings without results. The CEO was overwhelmed and stuck in day-to-day tasks. Everyone worked hard, but progress felt slow.
They needed help: someone who could bring order without slowing things down. That’s what a fractional COO does.
What Is a Fractional COO?
A fractional COO is an experienced operations leader who works part-time with a company. Instead of hiring a full-time executive, you get deeply experienced support for a fraction of the cost.
They help build systems, improve team structure, and make sure things run smoothly. For remote teams, this kind of support can be a game-changer.
The right fractional COO brings strategy, focus, and accountability.
First Step: Finding the Gaps
The first step is gap-analysis. More specifically, we look at what the ideal future state/goals/vision is for the company, observe the current state, and then determine what gaps exist.
When the fractional COO joined, they started with a full review of how the team worked. Their observations should answer such questions as:
- Who owns each part of the business?
- Are meetings focused and productive?
- Do we have clear systems and goals?
What they observed were lots of smart people doing overlapping work. Many team members were unsure who was in charge of what. The company had a vision, but no traction.
Building the Right Structure
The fractional COO introduced the EOS Accountability Chart. This helped the team define clear roles for each function, without focusing on job titles.
They built a structure based on what the business needed, not who was already there. This gave everyone a clear seat and set expectations for each role.
Within weeks, the team felt more confident and focused. They knew who to go to for answers and who owned each process.
Creating a Scorecard for Weekly Focus
Next, the fractional COO set up an EOS Scorecard. Each department chose a few weekly numbers to track. These numbers showed whether things were on or off track.
Every Monday, the team met for a short check-in. They reviewed the Scorecard, noted issues, and held each other accountable.
This simple habit helped the team catch problems early and solve them before they grew.
Defining the 90-Day Rocks
Once the Scorecard was in place, the fractional COO helped the leadership team set 90-day Rocks. These are the top priorities for the next quarter that move the business closer to its vision.
Instead of chasing too many initiatives at once, each leader owned a small set of clear, measurable Rocks. This gave the remote team a shared destination and helped align weekly work with long-term goals.
With Rocks in place, the Scorecard became even more valuable: everyone could see whether the company was truly on track to hit its quarterly objectives.
Implementing Level 10 Meetings
Before the fractional COO, meetings were long and unproductive. Afterward, the team began using a structured weekly meeting from the EOS system called Level 10 meetings.
These meetings had a clear agenda, stayed on time, and focused on solving real issues. Each meeting ended with new to-dos, a review of progress, and a score from the team.
Within two months, meetings became one of the team’s most valuable tools.
Fixing Communication in a Remote Environment
One of the hardest parts of being remote is communication. People feel isolated or left out. Messages get lost or misunderstood.
The fractional COO introduced a few simple tools:
- A weekly team dashboard shared in Slack
- Daily check-ins for each department
- Clear project ownership in a shared task system
These changes made remote communication smoother and faster. Everyone had what they needed without endless emails or meetings.
How the CEO’s Role Changed
Before hiring the fractional COO, the CEO was stuck in the weeds. They were approving small tasks, fixing team problems, and chasing updates.
Now, with a strong structure in place, the CEO could step back and focus on growth. They spent more time on strategy, partnerships, and big-picture planning.
They also had peace of mind. The company was running smoothly, even without their constant input.
The Results: A Team That Moves Together
After six months, the results were clear:
- Team alignment improved across all departments
- Weekly meetings became shorter and more focused
- Projects moved faster, with fewer delays
- The CEO reduced their daily workload by 30%
- Team members reported higher job clarity and satisfaction
The remote team felt like one unit, not just people working in different places. They had shared goals, clear systems, and real momentum.
Why Fractional COOs Are a Smart Move for Remote Teams
Remote companies often need strong systems to stay on track. But many can’t afford or don’t need a full-time COO.
That’s where a fractional COO makes sense. They bring experience, structure, and strategy without the high cost.
They’re especially helpful when:
- Your team is growing fast
- Communication feels messy
- Roles and goals are unclear
- The CEO is stuck in daily operations
A fractional COO helps turn chaos into clarity.
Key Takeaways from This Scenario
This company’s story shows what’s possible with the right kind of help. The fractional COO didn’t just improve systems: they helped the team work better together.
Here’s what made the biggest impact:
- Clear roles with an Accountability Chart
- Weekly Scorecards with measurable goals
- Productive Level 10 Meetings
- Better remote communication tools
- CEO support that freed up time for growth
If your remote team feels stuck, a fractional COO may be the solution you need.
Final Thoughts
Running a remote company brings big challenges. But with the right systems, your team can thrive from anywhere.
This case study shows how a fractional COO helped one remote team go from scattered to strong. With a few key tools and regular focus, they built a company that runs with purpose.
Is your remote team aligned around clear priorities? At ScaleUpExec, we help remote companies move from scattered to focused by combining proven systems with fractional COO leadership. From defining 90-day Rocks to building accountability into weekly execution, we guide your team to scale with clarity and confidence.
Schedule a call with ScaleUpExec today and see how a fractional COO can help your remote team work as one.
