Operations leadership, without the full-time hire.
You get an experienced operations partner who fixes how your business runs, builds the processes your team follows, and gives you a practical plan for AI. Without adding an executive salary.
Who it's for
The systems that got you here won't get you there.
As a business grows, projects slow down, processes drift, and the team relies on you for every decision. Systara helps you find what's holding operations back, build better processes, and put practical solutions in place that support your team.
Usually a fit for founder-led businesses of roughly 5 to 30 people with steady revenue and growing complexity. Professional services, consulting, agencies, healthcare-adjacent administration, and established home-service companies.
What's included
Strategy you can act on. Help getting it done.
Operational assessment
A clear look at your processes, systems, workflows, roles, and bottlenecks.
90-day operations roadmap
A prioritized plan built on your goals, resources, and what will matter most.
Process improvement
Inefficient processes found and redesigned into something your team can follow.
AI adoption & advisory
Where AI fits in your admin, internal workflows, and reporting, and how to roll it out.
SOPs & workflow documentation
Selected procedures written down, so work doesn't depend on one person.
KPIs & accountability
The metrics, dashboards, and check-ins that show who owns what and how it's going.
Implementation oversight
Coordination and guidance on the agreed improvement initiatives as they're built.
Strategic operations meetings
Two scheduled advisory meetings a month, plus reasonable async support in business hours.
Fractional, not full-time
Operations leadership, sized to where you are.
This is strategic operations support with defined deliverables. It's not a full-time COO, and it's not hourly admin help.
The first 90 days
From assessment to results you can see.
Weeks 1 to 3
Assess.
Interviews, process review, and a look inside your tools. You get the assessment and the 90-day roadmap.
Weeks 4 to 9
Build.
We work the top priorities: processes redesigned, SOPs written, KPIs set, AI opportunities piloted.
Weeks 10 to 13
Embed and review.
Your team runs the new way of working. We review results together and set the next quarter's priorities.
Scope and structure
Clear terms, so nothing is a surprise.
Included
- Defined monthly deliverables, agreed up front
- Assessment, roadmap, and quarterly review
- Process, SOP, KPI, and AI advisory work
- Oversight of agreed improvement initiatives
- Reasonable async support during business hours
Not included
- Daily employee supervision or full-time COO duties
- Daily administrative coverage or on-call availability
- Unlimited meetings, projects, or revisions
- Unlimited AI or software development
Larger builds and deeper leadership engagements are quoted separately. Systems work can be added through AI Automation & Business Systems.
Questions
Answers before you ask.
How is this different from hiring a COO?
A full-time COO manages the business every day. Advisory gives you experienced operations leadership on a defined scope: an assessment, a roadmap, regular strategy meetings, and oversight of the improvements that matter most. You get structure and direction without an executive salary or a long hiring process.
Is this executive assistant or VA support?
No. Reyna's background includes over a decade of executive operations support, which is why Systara understands how work really moves through a business. But this engagement is strategic: it fixes the systems so that work runs better, rather than doing the daily admin itself.
Why a 90-day initial engagement?
Real operational change takes a quarter: a few weeks to assess, then time to build and for your team to adopt it. Ninety days is enough to see results and decide together what comes next.
What happens after 90 days?
We review results and set the next quarter's priorities. From there you can continue month to month, adjust the scope, or move to automation support only once the operational foundation is in place.
Does Systara also build the systems?
Advisory covers planning, process, and oversight. When the roadmap calls for CRM, automation, or AI builds, those are scoped and quoted separately or added through our automation service, so you only pay for what you need.
What does the strategy call cover?
Where the business is stuck, what you've already tried, and whether Advisory is the right fit. If it isn't, we'll tell you, and point you to what would help instead.
Ready for operations that don't run through you?
Book an operations strategy call. We'll look at where you're stuck and whether Advisory is the right fit.
Looking for automation instead? See AI Automation & Business Systems.