Before you begin, create a copy of this Cheat Sheet for your personal use:

Copy this doc

⁠

⁠

My Personal Mission

Hey there, I'm Zack Swire, and I've had the incredible privilege of working closely with a select group of businesses, coaching them toward exponential growth. But why stop at a handful when the need is universal?

My mission is to scale from empowering a handful of companies in person to energizing thousands across the globe.

This guide—your guide—is the first step on this exciting journey. It encapsulates the wisdom and strategies I provide in my $7K/session coaching, making it accessible to all. So go ahead, dig in and let's make business magic happen together!

Who is this guide for?

For business owners & execs of

small-to-mid sized businesses,

who are ready to go from stuck to scaling.

Want help along the way?

Join my

ScaleOS Club free

⁠

for 30 days.

Book a

1:1 Intensive

⁠

or

free 15 min Zoom

⁠

.

Get on

my waitlist

⁠

for prospective clients.

Instructions

Watch the quick intro video for each section.

Utilize the resources linked for each step.

Mark each step as completed when done.

Three more ways I can help you.

Get my weekly letter:

How We Scale

⁠

⁠

Subscribe to my new

YouTube

⁠

channel

Connect with me on

Twitter

⁠

or

LinkedIn

⁠

⁠

⁠

⁠

Step 1: Get Up to Speed 📚

Pro Tip:

Review the following Guides for a deeper dive before you start your journey or bookmark them for later reference. There’s a ton of wisdom and helpful resources in these Guides, but I don’t want you to get caught up trying to comprehend it all. ​-

On Business Operating Systems Guide

⁠

-

Getting Up & Running on Ninety Guide

⁠

-

On Stages of Development Guide

⁠

-

Work 9.0

⁠

⁠

Coach Zack’s Notes:

What is a Business Operating System in plain language?

A Business Operating System is a comprehensive framework or set of processes, tools, & principles that guide the way your company operates, manages resources, and achieves its goals. It provides a structure for decision-making, communication, and execution throughout the organization.

The purpose of a BOS is to create alignment, efficiency, and scalability within your company, enabling it to grow and adapt in a rapidly changing business environment.

Benefits to your business and your people include these 8 benefits and more:

1. Enhanced alignment: 🙋 A BOS aligns the entire organization around common objectives, ensuring that all departments and employees are working towards the same goals. This improves collaboration and reduces instances of conflicting priorities.

2. Improved efficiency: ✨ By providing a consistent structure for decision-making and communication, a BOS streamlines operations and reduces redundancies. This results in more efficient use of resources and improved productivity.

3. Scalability: 🚀 A well-designed BOS is adaptable and can scale with the growth of the company. It provides the foundation necessary for businesses to expand without losing control of their operations or sacrificing their core values.

4. Clearer communication: 💬 A BOS establishes communication channels and protocols that ensure information flows smoothly across the organization. This leads to more informed decision-making, better collaboration, and increased accountability.

5. Greater accountability: 🥳 By defining roles, responsibilities, and performance metrics, a BOS holds individuals and teams accountable for their actions and results. This promotes a culture of ownership and results-driven performance.

6. Enhanced adaptability: 😎 A BOS promotes a culture of continuous improvement and learning, enabling businesses to quickly adapt to changing market conditions or new opportunities.

7. Increased employee engagement:🥰 When employees understand their role within the larger organization and see how their work contributes to the company's success, they are more likely to be engaged and committed to their work.

8. Better decision-making: 🤓 A BOS provides a structured framework for analyzing data, setting priorities, and making informed decisions. This enables businesses to make better choices and reduce risk.

What are some of the well-known Business Operating Systems?

EOS Worldwide's Entrepreneurial Operating System (EOS), Pinnacle, System & Soul, Top Teams (that's mine), Scaling Up, eMyth, Ninety, and more...

Each system offers unique tools and methodologies, but all share the common goal of helping businesses create a cohesive, efficient, and scalable operating structure.

⁠

⁠

Step 2: Commit to Your Path 🛤️

Self-Coaches: Sign your formal commitment:

My Self-Coach Commitment

⁠

⁠

Pro Tip:

If you’re not sure which path to take, you can start with the Self-Coach path today. You can always decide to bring on a Coach if you decide that Self-Coaching isn’t for you. Just make sure you complete the Self-Coach Commitment first. If you don’t feel you can, then

book a time with me

⁠

and I’ll help you work through your decision.

Coach Zack’s Notes:

What are the attributes of a good Self-Coach?

Self-Discipline: This is non-negotiable. The self-coaching process demands a consistent and disciplined approach.

Strong Communication Skills: As a self-coach, you'll need to facilitate conversations, raise questions, and resolve conflicts—both with yourself and your team.

High EQ (Emotional Intelligence): The ability to manage your emotions and understand the emotional dynamics of others can greatly enhance the coaching process.

Learning Agility: Are you quick to adapt? Are you proactive about seeking new insights and weaving them into your business strategies?

Visionary Yet Pragmatic: You must be able to see the bigger picture while still having the practical skills to implement changes on a day-to-day basis.

Accountability: The willpower to hold yourself (and your team) accountable to set actions and commitments is vital.

Previous Exposure to Business Frameworks: My experience as an EOS Implementer taught me that familiarity with business operating systems, like EOS, can be a great advantage for a Self-Coach. You don’t have to reinvent the wheel; you can adapt existing frameworks to fit your unique situation.

How do you know if hiring a Coach may be a better option for you?

Lack of Time: Being an executive or business owner is already a full-time job. If you can't allocate dedicated time for coaching, then it's wise to bring in an expert.

Limited Expertise in Coaching: If you've never coached anyone or been coached, the learning curve can be steep. This is where a professional coach can fast-track your progress.

Objectivity: A third-party can often see issues or opportunities you may not be able to see because you're too embedded in the day-to-day activities of your business.

Specialized Needs: Sometimes your business may have challenges that require specialized skills or experience you don’t possess. A specialized coach can provide just that.

Accountability: Having a dedicated coach ensures that there's someone whose job it is to hold you accountable, which can be an essential motivator for many people.

Complex Team Dynamics: If you're dealing with interpersonal issues within your team, an external perspective can often be a game-changer.

Investment in Growth: Think of a coach as an investment, not an expense. If your business is at a stage where a little investment can result in exponential growth, then hiring a coach can provide an excellent ROI.

Validation of Readiness: As someone who's been in your shoes and has been both an EOS Implementer and an executive coach, I can say that if you're ready to deeply invest—in terms of time, money, and emotional energy—a coach can be your catalyst for transformative change.

The Multi-Role Balance: Facilitator, Coach, Teacher, Consultant

One of the unique challenges and advantages of being a good Self-Coach in the context of a Business Operating System (BOS) is your ability to wear multiple hats. You'll need to: 1. Facilitate Discussions and Sessions: Lead conversations in a way that invites participation and navigates through complexities. This helps to uncover the collective wisdom of the team. Keep your team on track and accountable to your meeting cadence, structure, and agenda. 2. Coach for Performance: Ask powerful questions that challenge your team and yourself to think critically, solve problems, and optimize performance. The art of asking good questions is critical skill in coaching and it’s important that you focus on coaching more than consulting. Your role is to teach your team how to fish, not catch the fish for them. 3. Teach Principles and Tools: A good Business Operating System has key principles and tools that everyone should understand. You'll be responsible for ensuring your team not only knows them but also knows how to apply them. You’ll ensure this is the case through every layer of your organization. 4. Consult When Needed: While coaching is often about asking the right questions to guide discovery, there are moments when you'll need to shift into consultant mode and provide specific advice or direction. And, if you don’t have the advice needed, you should use your resources to find and share it with your team. Mastering the balance among these roles is critical to successfully implementing a BOS. I learned this firsthand during my time as an EOS Implementer and continue to apply this multi-role approach in my current executive coaching practice. Top Teams. It's not enough to excel in just one of these roles; a good Self-Coach must be adept at navigating between them based on the needs of the team and the situation at hand.

⁠

⁠

Step 3: Join Ninety 👩‍💻

Coach Zack’s Notes:

Don’t reinvent the wheel.

Time is a finite resource, especially for busy executives and entrepreneurs.

The temptation to custom-build solutions might be strong, but that often results in massive time investments for something that a dedicated platform like Ninety has already perfected.

When you're looking to implement a Business Operating System, you don’t need to start from scratch. Ninety offers a robust framework that’s based on best practices and has been time-tested.

Go with the best.

Choosing the right platform isn't just about features; it's about the ecosystem, reliability, and scalability.

Ninety isn't just another tool; it's a comprehensive solution built specifically for entrepreneurs and executives like you. It’s backed by years of research and real-world application, effectively streamlining the complex processes involved in running a business.

By opting for a platform that’s already proven to be effective, you're not just buying a product; you're investing in your team's future success.

If you don’t go with Ninety, do this...

If for some reason Ninety isn't the right fit for you, make sure that whatever platform you choose can adequately support your Business Operating System needs.

Ensure it allows for easy tracking of your Meetings, Rocks, Scorecards, and Responsibilities Chart. Examine its scalability, collaborative features, and data reporting capabilities. Lastly, consider the platform's adaptability to your specific needs and whether or not it offers the flexibility to evolve with your business.

These notes aim to help you make an informed decision about implementing your Business Operating System. After all, the platform you choose will become the backbone of your organizational processes. Make the choice wisely. If you want to talk through your choice,

grab 15 minutes with me

⁠

, but know that I might just convert you into a Ninety fan. Nonetheless, if you choose a different path, I want you to understand all that is involved.

⁠

⁠

Step 4: Join ScaleOS 🤝

Pro Tip:

Book an Optional

1:1 Intensive With Me

⁠

To Help Kickstart Your Journey

Coach Zack’s Notes:

Why I believe in the power of community for a Self-Coach.

Self-coaching, by its nature, places a lot of responsibility on you. You're both the coach and the coachee, and while it’s incredibly empowering, it can also be isolating. When you join a community like the ScaleOS Club, you open yourself up to the collective wisdom, experience, and challenges of others who are on a similar journey.

You get immediate access to resources, peer reviews, and expert advice that can save you time and costly mistakes. Being part of a community lets you share your own insights while benefiting from the experiences of others. It’s like having a team of advisors who speak your language and understand your struggles.

How a simple Weekly meeting will powerfully boost your abilities as a Self-Coach.

A weekly community meeting acts as a powerful accountability tool. Just knowing that you have a set time to review your progress, celebrate your wins, and strategize on your challenges can make all the difference in your implementation process.

This weekly touchpoint is more than a status update; it's a chance to reflect, refocus, and get feedback from a community of like-minded individuals. You're not just logging into a meeting; you’re stepping into a focused environment that’s designed to propel you forward.

The costs of not joining a community, ScaleOS or other.

Going it alone may seem like the less complicated route, but the costs of isolating yourself can quickly add up. Without a community, you lose out on diverse perspectives that can help you see your blind spots.

You miss the chance for real-time feedback, the camaraderie that comes from shared experiences, and the collective problem-solving that often leads to breakthroughs.

Even if you don't join ScaleOS, I strongly recommend finding or creating some kind of peer group to help you navigate the complexities of implementing a Business Operating System. The value of shared experience is immeasurable and can be the difference between stagnation and meaningful progress.

By taking these notes to heart, you’ll be setting yourself up for success not just as a Self-Coach but also as an effective leader in your organization.

⁠

⁠

Step 5: Your Setup Session 🧱

Pro Tip:

Read the full

Weekly Team Meetings Guide

⁠

and

On Data Guide

⁠

⁠

Coach Zack’s Notes:

A recap of the most important elements of your first session with your SLT.

Whether you're acquainted with EOS's 'Focus Day,' Ninety's 'Foundation Setting Session,' or my own take with 'Top Teams' Model Day, the core elements remain constant. Here's a quick review: Breaking Through the Ceiling: Whether you're stuck or looking to scale, this session is your launching pad. The primary goal remains the same—enabling transformative change by learning how to get unstuck. Structure First: In Ninety, it's referred to as the 'Responsibilities Chart,' while EOS calls it the 'Accountability Chart.' And in Top Teams, we go by the industry norm, the ‘Org Chart’. Regardless of the terminology, the idea is to establish a well-defined organizational structure that spells out roles and responsibilities clearly. Setting Your First Rocks: In Ninety, these might simply be termed as your first 'Company & Individual Rocks'—short-term, high-impact goals (your biggest priorities) that align with your vision and roadmap. Weekly Team Meetings (or L10 in EOS): Whether you call them your 'Weekly Team Meetings' in Ninety, Weekly Meeting in Top Teams, or 'L10 Meetings' in EOS—they are the heartbeat of your org. Make sure everyone’s clear on how these work as you’ll be holding them every week from now on. Drafting Your First Scorecard: Ninety excels at allowing you to create an adaptable scorecard, offering real-time insights into your business's health. You just need to get to a first draft during this initial meeting.

Facilitation tips for your first session.

Preparation: Don't think you can just read through Ninety's briefs and guides and wing it. I recommend running through the entire agenda in Ninety. If you’re using the Ninety language, it’s the Foundation Setting Meeting. If using EOS, it’s the Focus Day. If Top Teams, it’s the Model Meeting. Be sure to review the PDFs for each section of the agenda as you do your initial runthrough via the Ninety meeting. Take notes and create an outline and/or deck to share when you facilitate this meeting with your team. Delete your practice meeting in Ninety when done to keep your account clean.

Practice: Try to rehearse how you'll facilitate each section. The more familiar you are with the material, the more confident you'll be when it's game time with your SLT (Senior Leadership Team).

It's Not About Perfection: Expect bumps along the way, especially if you're self-coaching. The key is to gain respect from your team by keeping them on track and holding them accountable to the process.

Use a Timekeeper and a Scribe: As a self-coach, you'll be wearing multiple hats, which is challenging. Utilize a timekeeper to keep you on track and a scribe to capture everything in Ninety in real-time. They can be invaluable in ensuring the meeting runs smoothly.

Remember, the foundational elements you lay down here will serve as the bedrock of your Business Operating System. Take the time to get these right, and you'll pave the way for your future success.

⁠

⁠

Step 6: Set Your Strategy 🎯

Pro Tip:

Read the full

Vision Builder’s Workbook

⁠

⁠

Coach Zack’s Notes:

The unseen value of strategy sessions.

If you think you've got it all figured out with existing mission statements and core values, these strategy sessions might seem redundant. Trust me, they're not. Even if you come away with the same vision or goals, the process of deeply examining and discussing them as a team can be transformative. It's a win-win scenario. Either you refine your strategy, or you reinforce that your current one is aligned and solid. I can't stress enough the value in giving yourselves the time to do this with your current Senior Leadership Team.

I had an engineering firm with quite solid Core Values go through the exercise with me, which takes a few hours to do it right. By the end of it, we had 5 Core Values worded slightly different than their current ones. It was a reverse engineered approach. Thus, the team felt extremely validated that their Core Values held up. They did find some new wording and ways to communicate them more effectively moving forward from our exercise.

Another client, a generational construction company had fairly basic core values that couldn’t pass Lencion’s Values Traps. They thought they liked them until we finished our Core Values exercise. Today, their Core Values make up the acronym, B.U.I.L.D., which is super fun as we didn’t even plan for that to happen. As a construction company, it fit perfectly. And, each of the Values speak volumes to their team. They’ve leveraged their new values to become a Best Place to Work, and they have an incredibly strong and growing culture that others in their industry look with respect and admiration.

Your Strat Plan (Vision & Goals or V/TO if you’re EOS®) is a living document.

The Vision and Goal Plan isn’t a static, once-and-done exercise; it's a living document that should be front and center in all your operations.

We're talking about something that breathes life into your values and vision every single day. It's your roadmap for quarterly and annual planning, a cornerstone in new hire onboarding, and your touchstone for the state of the company updates.

In EOS language, this is your V/TO; in Ninety, it's your Vision & Goals Plan. Whatever you call it, make sure it’s alive, well, and actively driving decision-making in your company. In your Quarterly and Annual agendas, you’ll revisit it to ensure you’re on the same page.

The power of a well-guided experience.

When running these strategy sessions in Ninety, take full advantage of the platform's features. Don't just walk in and wing it. The system prompts you through each step, making sure you cover all your bases. As someone who's been on both sides—as an EOS Implementer and now as an executive coach—I know that guided structure is invaluable.

It's not just about knowing what needs to be done; it's about how to do it effectively. With Ninety's step-by-step guidance, you get a streamlined yet comprehensive approach to setting your strategy.

Remember, you're not just setting a strategy; you're defining the future direction of your organization. Give it the attention it deserves. Just as with your first Foundation Setting Session, you’ll need to practice, practice, and practice again prior to holding your Vision Session and again before your Goals Session. Don’t stress about it though. Know that you’re investing in your own growth as a Self-Coach in the process. I’ve seen some Self-Coaches actually move into my world of executive coaching because they end up loving it so much!

⁠

⁠

Step 7: Company Rollout 🫶

Pro Tip:

Read the full

On Annual Planning Meetings Guide

⁠

⁠

Coach Zack’s Notes:

The importance of Quarterly Planning Meetings in Ninety.

As we discussed in the video, Quarterly Planning Meetings are a critical part of your organization’s Business Operating System, serving as mini-reboots to align everyone.

It’s normal for your team to get looser and looser the further away from your last Quarterly meeting. It’s human nature. We gather, get excited about our plan, then we get busy and do our best to keep it together. That’s why it’s so important to come together each quarter - a big part of it is about re-energizing you and your team and re-aligning yourselves around your plan. Plus, it’s critical that you do your prior Quarter’s audit so that you can continually learn and iterate on what is and is not working each quarter.

Your State of the Company Meetings are imperative, don’t skip them.

The State of the Company meeting is your opportunity to not only discuss financials but also culture, roadblocks, and future initiatives.

As I mentioned in the video, this is your stage to inspire your team. What topics do you plan to cover to ensure a well-rounded understanding of the company's state?

How can you build and enhance your culture during this gathering? How will you celebrate those in your organization who exude your Core Values?

Maximizing your Annual Planning Meeting with a team building weekend.

In the video, I recommended holding a two-day Annual Planning Meeting and optionally tying it in with a fun team-building weekend. It’s a great way to ensure that everyone is aligned and energized for the year ahead.

Have you considered how to make this more than just another meeting? I’ve had teams do golf outings, stay at resorts, take yacht trips together, and more. Depending on your budget, you can optionally invite families to join for part of the weekend and make it a memorable experience your team looks forward to each year.

Pick a Lesson Each Quarterly

Coach Zack’s Notes:

How to choose the right tools and lessons:

As a Self-Coach, it's your responsibility to assess what your team needs at any given time. If you're in the early stages of building your Business Operating System (BOS), don't worry too much about picking the "perfect" topic. Sometimes, diving into one at random can spark insights you didn't know you needed. Remember, Ninety provides an excellent array of briefs and guides to get you started. If you are using EOS, you can check off their tools in the Mastery section as well.

From mastery to customization:

Initially, you may lean heavily on pre-existing resources from Ninety, EOS, and other sources. Don’t just skip over them in favor of building your own as there’s already a treasure trove of great teachings and tools which directly plug into your BOS. As you’ve mastered the foundational tools within your BOS, you can then customize your learning sessions. This can include incorporating your own training or even external resources.

Leverage ScaleOS for advanced lessons:

As a member of ScaleOS, you have exclusive access to advanced trainings like my 'Company Way' session. This, and other lessons, are available for free when you join ScaleOS and can be a powerful addition to your quarterly learning sessions.

Bonus Tips 💎

Congratulations! 🎉

You've completed the core steps to supercharge your Business OS!!!

Share the Love 💖

Resource Links

Bonus! Get my

Boring to Brilliant Meetings Video Email Course

⁠

for Free

Thank Coach Zack ✋