How to Scale Your Coaching Business by Building the Right Team

You’re booked out. Your offers are working. You’ve proven your concept and 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.

You might be asking:

Should I get a VA first?
Do I need an OBM?
What do I even give someone once they join?

Let’s make this simple. Scaling isn’t just about more people. It’s about building the right team with the right structure so your business grows without you doing more. This post is going to tell you the steps to take to scale your coaching business.

Step 1: Get Clear on What You Should Still Be Doing (Even when you want to scale your coaching business)

Before you hire, you need to know where you are still the most valuable.

Usually, that looks like:

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

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

Step 2: Identify the Roles You Actually Need (Not Just What Everyone Else Is Hiring)

Here’s a breakdown of 3 key roles coaches often need as they grow:

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 likely 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 I see? Hiring someone without knowing what they’re really responsible for.

Before you bring anyone on, write out:

What they’ll own (outcomes, not just tasks)
What 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 = a confident hire.

Step 4: Start With One Delegated System

Instead of handing someone a list of 100 things, start with one system.

For example:

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

Once that works? Move to the next.

You build trust and momentum that way, without overwhelm.

Step 5: Create a Leadership Rhythm (Even If You’re Just Leading One Person)

Even a small team needs structure.

As a coach, you don’t need to become a “manager.”You just need a rhythm for:

Weekly check-ins (Slack, ClickUp, or Zoom)
Delegating 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 be “big.” They hired because they were tired of:

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

The right team lets you stay in your zone of genius, not stuck in operations.

Need Help Building the Right Team?

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

Or if you’re already stretched and need someone to take the lead? Explore my OBM Services, high-touch, high-impact, and built to scale for you.