🌺 10.1 Scaling Stages Overview

StageTeam SizeFocusKey SystemsStage 1: Foundation1–2StabilityWebsite, automation, client systemsStage 2: Expansion3–5DelegationHire specialists, refine SOPsStage 3: Agency Growth6–10ConsistencyDepartment systems, leadershipStage 4: Leadership10+Scale & partnershipsManagers, advanced CRM, paid teams

✅ You’re between Stage 1 → 2 now (Founder → Early Team).

🌴 10.2 Key Roles to Build First

1️⃣ Client Success Manager

  • Handles check-ins, reports, and client communication

  • Keeps relationships strong and retention high

  • Personality: calm, organized, excellent communicator

Sample Tasks:

  • Send monthly visibility updates

  • Schedule follow-ups and consultations

  • Manage Google reviews and testimonials

2️⃣ Marketing Assistant / Content Coordinator

  • Handles social scheduling, post creation, and hashtags

  • Supports campaigns under your guidance

  • Personality: creative, fast learner, detail-focused

Sample Tasks:

  • Create weekly IG/TikTok posts

  • Collect analytics from Meta Business Suite

  • Write short captions in 808 Visibility tone

3️⃣ Designer / Editor

  • Creates branded visuals, banners, and client ad creatives

  • Familiar with Canva, Photoshop, or CapCut

  • Keeps everything visually consistent

4️⃣ SEO & Ad Specialist

  • Manages Google Business, SEO audits, and Meta Ads

  • Tracks campaigns and ROI metrics

5️⃣ Operations / VA

  • Handles admin tasks, invoicing, scheduling

  • Keeps your systems running day-to-day

✅ Goal: Hire one person at a time, then build small overlapping responsibilities so you never have a single point of failure.

🌺 10.3 Team Communication System

Use a simple 3-channel system (Slack or Discord):

ChannelPurposeExample Messages🧠 #team-updatesAnnouncements & wins“New client onboarded 🌺”📈 #projectsTask coordination“Working on Ko Olina SEO today”💬 #casual-alohaTeam bonding“Pau hana Friday 🌴”

✅ Keep channels organized; pin important posts and SOP links.

💌 Weekly Team Check-In Agenda

1️⃣ Wins & client shoutouts
2️⃣ Current priorities
3️⃣ Any roadblocks
4️⃣ Improvements / ideas
5️⃣ Reminders for the week ahead

Keep meetings under 30 minutes — efficiency over formality.

🌴 10.4 Internal SOP Framework (Standard Operating Procedures)

🧩 Each SOP Should Include:

SectionExampleTask Name“Monthly Client Report Process”Goal“Send update emails with metrics & progress”Steps1. Open analytics 2. Fill template 3. Send to clientTools UsedGoogle Sheets, Gmail TemplatesExpected ResultClient receives clear update by 5th of month

✅ Store all SOPs in Google Drive → Shared Folder → 📁 808 Visibility Playbook

🌺 10.5 Training System

🌊 1️⃣ Onboarding Checklist

  • Welcome email + introduction

  • Brand Values Doc (Visibility with Aloha)

  • Account access (Drive, Canva, Slack, Calendars)

  • Read “Staff Playbook” sections 1 – 7

  • Shadow two client calls

  • Create first mock report

🌴 2️⃣ Training Tools

ToolPurposeGoogle DriveSOP storageLoom VideosStep-by-step tutorialsTrello / NotionTask trackingGoogle MeetCoaching callsCanva ProBrand design templates

✅ Make each new hire watch Looms for repetitive workflows.

🌈 10.6 Delegation Framework

“If it can be taught twice, it can be delegated once.” 🌺

📋 Delegation Template

TaskWhoDeadlineReferenceNotesSchedule client postsNaniFriSOP#03Confirm hashtagsCreate weekly reportKimoMonSOP#05Pull analytics

✅ Review delegated work weekly → then bi-weekly → then monthly as trust builds.

🌺 10.7 Tools & Tech Stack for Scaling

FunctionToolPurposeProject ManagementNotion / ClickUpAssign tasks & track progressFile StorageGoogle DriveCentralized hubCommunicationSlack / DiscordTeam chat & client channelSchedulingCalendly / AcuityConsultation bookingsBillingWave / Square / QuickBooksInvoices & tax recordsReportsCanva / Google Data StudioClient reports & visual analytics

🌴 10.8 Performance & Accountability

⚙️ Weekly KPI Check-In

MetricGoalClient Retention Rate90 % +Response Time< 24 hrsTask Completion Rate95 %Consultation Conversion> 40 %Social Consistency5 posts/week

✅ Reward progress — not just results.

🌺 Team Evaluation Template

Frequency: Monthly

CategoryRating (1-5)NotesCommunicationQuality of WorkAloha AttitudeReliabilityInitiative

✅ Use this in 1:1s to coach, not criticize.

🌊 10.9 Scaling Client Capacity

StageClient CountSystem FocusSolo1–5Personalized serviceSmall Team6–15SOPs + TemplatesAgency16–30Specialists + AutomationEstablished30 +Managers + CRM + Ad Team

✅ Every 5 new clients → hire or automate one more task.

🌺 10.10 Financial Growth Plan

ItemStrategy💵 PricingIncrease 10–15 % yearly as credibility grows⚡ Profit MarginAim for 60–70 % gross margin📈 Budget Allocation40 % Labor / 25 % Ads / 15 % Tools / 10 % Savings / 10 % Tax🌴 Emergency Fund3 months of expenses minimum

✅ Track all revenue & expenses in a single Google Sheet monthly.

🌈 10.11 Culture & Leadership

“Culture isn’t what you say — it’s how you show up.” 🌺

🌊 Core Values

1️⃣ Lead with Aloha
2️⃣ Stay visible in your work
3️⃣ Own your growth
4️⃣ Respect the island and its people
5️⃣ Leave every client better than you found them

✅ Include these in every onboarding handbook and meeting.

🌺 Team Celebration Rituals

  • Monthly Mahalo Moments → highlight team wins

  • Birthday or milestone Slack announcements

  • End-of-month Aloha Lunch (local spot or virtual hangout)

✅ Keeps culture light and connected.

🌊 10.12 Future Scaling Roadmap

PhaseExpansion FocusTimelinePhase 1: 2025 Q4Hire 1–2 contractors + refine automationNow → Jan 2026Phase 2: 2026 Q2Build mini creative team (design, ads, SEO)Mid-2026Phase 3: 2026 Q4Launch sub-brand (808 Visibility Studios / Creator Hub)Late 2026Phase 4: 2027+Open Oʻahu office + partnership networkFuture

✅ Keep expanding slow and steady — integrity first, then scale.

🌺 Leadership Mantra

“Train people so well they can leave.
Treat them so well they won’t want to.” 🌴