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Professional services/5 people/Advisory retainer (3 months)/Ongoing
Replaced a founder's daily firefighting with a weekly operating rhythm.
Designed a Monday-to-Friday cadence — metrics, decisions, async updates — that lets the founder run the company in 6 focused hours a week instead of 45.
45h → 6h
Founder hours in operations
2x
Decisions logged per week
0
Repeat questions in standup (month 3)
01 / Problem
What was actually broken
- 01The founder was in every Slack thread and every client call — no time for strategy.
- 02Decisions waited for the founder, then got made in 2-minute hallway conversations with no record.
- 03The team had no visibility into priorities and re-asked the same questions weekly.
02 / Approach
How we worked through it
- 01Audited where the founder's time actually went
Two weeks of calendar + Slack data showed 60% of founder time was reactive replies on questions the team could answer.
- 02Designed a weekly rhythm
Monday metrics review, Tuesday async written updates, Thursday decision log review. Nothing else requires the founder live.
- 03Built the decision log
Every meaningful call goes into a single log with context, decision, and owner — searchable, with AI summarization for new hires.
03 / System
What we shipped
- Weekly metrics dashboard auto-generated Sunday night.
- Async update template the team fills before Tuesday — AI summarizes themes for the founder.
- Decision log as the single source of truth for company-level calls.
- Friday founder-free retro the team runs themselves.
LinearNotionClaudeFathom
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