Scaling Your Coaching Business: Build the Right Team for Growth

Apr 18
3 min read

Updated: May 8

You’re booked out. Your offers are working. You’ve proven your concept. Your clients love your work. Now what?

For most coaches, the next step is clear: scale. But the how is where things get messy, especially when it comes to hiring.

What to Consider When Scaling Your Coaching Business

You might be asking yourself questions like:

Should I get a virtual assistant (VA) first?
Do I need an Online Business Manager (OBM)?
What tasks should I assign once I hire someone?

Let’s simplify this. Scaling isn’t just about adding more people. It’s about building the right team with the right structure. This ensures your business grows without you doing more. In this post, you will learn the necessary steps to effectively scale your coaching business.

Step 1: Get Clear on What You Should Still Be Doing

Before hiring anyone, identify where you are still the most valuable. Your focus should be on:

Coaching and client delivery
Content creation and visibility
Vision and decision-making

Everything else can likely be delegated, systemized, or simplified.

Step 2: Identify the Roles You Actually Need

Not every coach needs the same support. Here’s a breakdown of three key roles to consider as your business grows:

| Role | Purpose | Great For... |

|---------------------|---------------------------------------------|--------------------------------|

| Virtual Assistant| Handles admin, inbox, calendar, client tasks | Starting to delegate day-to-day|

| Tech Specialist | Supports setup in Kajabi, Dubsado, Zapier | Course launches, automations |

| OBM | Oversees operations, team, and systems | Strategic growth + team support |

If you already have a VA and things still feel messy, you might need management, not just task-doing. That’s where an OBM (Online Business Manager) comes in.

Step 3: Create Role Clarity Before You Hire

One of the biggest mistakes is hiring someone without knowing what they’re really responsible for. Before bringing anyone on board, outline:

What they’ll own (focus on outcomes, not just tasks)
The tools or systems they’ll need
How often you’ll meet or check in
What success in the role looks like after 30/60/90 days

A clear role leads to a confident hire.

Step 4: Start with One Delegated System

Instead of handing someone a list of 100 tasks, begin with one system. For example, you might say:

“I want you to own client onboarding from start to finish. Here’s how it currently works. Let’s optimize and then automate this process.”

Once that is running smoothly, you can move on to the next system. This approach helps build trust and momentum, all while avoiding overwhelm.

Step 5: Create a Leadership Rhythm

Even a small team needs structure. As a coach, you don’t have to become a “manager.” You simply need a rhythm for:

Weekly check-ins (via Slack, ClickUp, or Zoom)
Delegating tasks clearly
Reviewing priorities at the start of each month
Giving feedback early and kindly

Your team can’t support your vision if they don’t know it.

Scaling Isn’t About Doing More, It’s About Letting Go

Most of my OBM clients didn’t hire because they wanted to grow “big.” They hired because they were tired of:

Constantly managing everyone
Winging their launches
Spending hours inside ClickUp or Dubsado

The right team allows you to stay in your zone of genius, freeing you from the burdens of operations.

Conclusion: Embrace the Power of Delegation

When scaling your coaching business, remember that it's essential to embrace the power of delegation. This not only helps lighten your workload but also brings in fresh energy and ideas. By focusing on building the right team and creating clear roles, you’ll pave the way for sustainable growth.

Need Help Building the Right Team?

Start with a 90-Day Roadmap. We’ll help you map out who you need, what they’ll own, and how your business can run without you managing it all.

If you’re already stretched and need someone to take the lead, consider exploring my OBM Services. These are high-touch, high-impact solutions built to scale for you.