Building a Business That Runs Smoothly with Guest Sammy Bohannon

Written By Stacy Braga

Cozypreneur Episode 22

How to Build a Business That Runs Smoothly with Sammy Bohannan

Running a business can feel like juggling a thousand moving pieces. Between client work, marketing, and backend operations, it’s easy to feel like you’re drowning in tasks instead of actually growing your business.

That’s why I sat down with Sammy Bohannan, Online Business Manager (OBM) and founder of Bohannan Virtual Solutions, to chat about scaling with ease, building systems that work, and hiring a team without the headaches.

If you’ve been wondering when (and how) to bring on support, what systems you actually need, and how to make your business run smoothly instead of feeling like a chaotic to-do list, this episode is for you.

What is an Online Business Manager, and Do You Need One?

A lot of business owners think they need a VA when they actually need higher-level support. An OBM (Online Business Manager) does more than check off tasks—they set up systems, processes, and teams to ensure your business runs efficiently.

Sammy describes an OBM as a partner in your business (without actually owning a piece of it). They provide structure, clarity, and strategy, allowing you to scale without burning out.

So, how do you know when you need an OBM? If your business feels chaotic, you’re constantly putting out fires, or you’re spending more time managing than actually delivering your services—it might be time.

When is the Right Time to Hire Support?

Hiring isn’t just about being busy—it’s about knowing when your business is ready for it. Here are some key signs it’s time to bring in help:

  • You’re overwhelmed, and things are slipping through the cracks

  • You spend more time managing than delivering your actual services

  • Growth feels impossible because you’re maxed out on time

But hiring isn’t just about feeling busy—you also need to be financially ready. Sammy stresses that hiring at rock-bottom rates often leads to more problems than solutions. Instead, focus on hiring someone who aligns with your business needs and long-term goals.

The Biggest Hiring Mistakes (and How to Avoid Them)

Bringing on support can be a game-changer—if you do it right. But many business owners make hiring mistakes that lead to frustration, wasted money, and even more work. Here’s what not to do:

  • Not having clear processes in place – If you don’t have SOPs (standard operating procedures) or a clear system for how things should be done, hiring someone can create more confusion instead of relieving your workload.

  • Hiring based on budget alone – While affordability matters, the cheapest option isn’t always the best one. The right hire should help move your business forward, not just check off tasks.

  • Lack of transparency and communication – Successful teams thrive on clear expectations, open communication, and shared project management tools. If your team doesn’t have access to priorities and deadlines, they’ll struggle to do their job effectively.

  • Trying to do everything yourself – Letting go of control is hard, but micromanaging will only slow you down. Trusting your team and allowing them to take ownership of tasks is key to building a business that runs smoothly.

How to Build a Strong Team Culture

Hiring is just the first step—keeping a team engaged and motivated is just as important. Sammy shared some simple but effective ways to build a strong team culture:

  • Celebrate small wins. A simple “thank you” or shoutout goes a long way in keeping morale high.

  • Encourage open communication. Whether through Slack, team meetings, or casual check-ins, giving your team space to connect beyond just work builds stronger relationships.

  • Use project management tools like ClickUp. When everyone can see priorities, deadlines, and responsibilities, there’s less confusion and more accountability.

  • Treat people like humans. Sounds obvious, but in the rush of running a business, it’s easy to forget. Ask about their weekend, check in on how they’re doing, and build relationships beyond just tasks.

The result? A motivated, engaged team that’s invested in your business success.

Where to Start: Creating Systems That Work

If your business feels disorganized, start by getting your systems in place. Sammy recommends focusing on these key areas:

  • Project Management: Set up a tool like ClickUp to organize tasks, deadlines, and priorities.

  • Client Onboarding: A smooth onboarding process ensures new clients get a great experience without unnecessary back-and-forth.

  • SOPs (Standard Operating Procedures): Documenting repeatable processes makes it easier to delegate, onboard new team members, and keep things running smoothly.

  • Prioritization: Instead of trying to do everything at once, focus on 30-, 60-, and 90-day goals to keep things manageable.

Scaling your business doesn’t have to mean more chaos. With the right systems, support, and team culture, you can grow without burning out.

If you’ve been feeling overwhelmed, start small—document one process, delegate one task, or set up one system. Over time, these small changes will completely transform how smoothly your business runs.

And if you’re ready to dive deeper, grab Sammy’s free Business Efficiency Audit to get personalized recommendations for your business.

Sammy’s Free Business Efficiency Audit

If you’re wondering where to start with streamlining your business, Sammy has a free Business Efficiency Audit that can help.

It’s a quick Google form (takes about 10 minutes to fill out). Once submitted, Sammy will record a personalized Loom video breaking down where you can automate, delegate, and optimize your business operations.

Get the Free Business Efficiency Audit Here

Resources Mentioned

  • Business Efficiency Audit – Sammy’s free tool to help you find areas to automate, delegate, and streamline your business.

  • ClickUp– A project management tool for keeping your business organized.

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Credits:

Stacy Braga
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