Odyssey Lab Operations | 2-4 Week Gradual Ramp & Phased Integration
Try this for 2 weeks (through Nov 1). After that, we'll check in: Is this something you want to continue? If yes, great! If no, you can help transition to a VA.
This is a pilot for a potential new service offering that could scale to other local businesses. By helping build this process, you're contributing to a potential new revenue stream for Odyssey Lab. It's also a chance to gain experience building and documenting processes - a valuable skill for your future career path.
This task could eventually be handled by a full-time VA. You could transition to overseeing the VA's work in this area - meeting weekly with them, setting metrics, and ensuring quality control rather than doing the day-to-day follow-up yourself.
Brandon is currently drowning in notifications. This system gives him back time while ensuring team accountability without micromanagement. It's critical for ensuring the team stays aligned and productive as Odyssey Lab scales.
Start with the Debt & Obligations Snapshot as a 2-3 hour project. It's a contained task with clear completion criteria. Once finished, you can decide whether to continue with the Software Subscription Audit or try a different option.
The new loan provides runway, but requires careful management. With the seasonal slowdown (Fall through mid-January) and strategic shift toward restaurant clients, financial clarity is critical. These projects help maximize runway and support the business transition.
What:
Time: ~60-90 min weekly
Impact: High value for Brandon; helps connect team work to operations
What:
Time: ~30-45 min on 3-4 days/week (your choice of days)
Impact: Building process for a potential new agency service
What:
Time: ~30-45 min on Wed, ~60-90 min on Thu
Impact: Takes load off Brandon, builds team accountability
What:
Time: ~20-30 min per session (2x/week)
Impact: Ensures Odyssey gets what it's paying for
Note: This could also be handled by a VA with your oversight
What:
Time: ~30 min
Impact: Prevents issues from falling through cracks
What: Monitor client communications for follow-up needs
Time: ~30-45 min per session (2-3x/week)
Note: Good candidate for VA assistance
What: Track and follow up on overdue tasks
Time: ~30-45 min per session (2x/week)
Note: Good candidate for VA assistance
What: Monthly financial tracking and reporting
Time: ~90-120 min (once per month)
Impact: Financial clarity during business transition
What: Ensure tax funds are set aside
Time: ~15 min per check (twice monthly)
Impact: Prevents future tax payment issues
What: Handle team member payments
Time: ~60 min per cycle
Impact: Takes major administrative burden off Brandon
Brandon is in back-to-back meetings. Independent work focus:
Brandon has more focus time. Good day for:
Goal: Give Brandon a clear picture of all recurring financial obligations and debts.
Estimated Time: 2-3 hours
Why this matters: The new loan provides runway, but requires careful management. This snapshot helps maximize that runway during the upcoming slow season (Fall through mid-January) and supports the strategic shift toward restaurant clients.
Claude can help: This project can be done largely by chatting with Claude. Share the financial information, and Claude can help organize it into a coherent structure.
Steps:
Outcome: Brandon can see the full picture. This feeds into budgeting and tax planning.
Goal: Know exactly what software the business pays for, when, and how much.
Estimated Time: 2-4 hours
Why this matters: As the business transitions and adjusts for the slow season, identifying unnecessary subscriptions provides immediate cost reduction opportunities.
Claude can help: Share the bank statements with Claude, and it can help identify recurring charges and organize them into categories.
Steps:
Outcome: Clear visibility on software costs. Easy to spot waste. Prevents unexpected service disruptions.
Goal: Build a simple monthly snapshot of business finances.
Estimated Time: 6-10 hours over several weeks
What it tracks:
Outcome: Brandon can see cash flow at a glance. Makes tax planning and budgeting decisions way easier.
Goal: Help Brandon get a handle on personal vs business expenses.
Estimated Time: 4-6 hours
Why it matters: Brandon's personal and business finances are interconnected
Outcome: Brandon knows his personal runway. Easier to make business financial decisions.
Goal: Formalize the people ops system with issue tracking and accountability metrics.
Estimated Time: Ongoing over 1-2 months
Components:
Outcome: People ops runs smoothly with minimal Brandon intervention. Shanna is the gatekeeper.
Goal: Get Brandon back on track with estimated taxes and plan for 2026.
Estimated Time: Ongoing through Q4 2025
Why it matters: Prevents future payment plan penalties and reduces financial stress.
Outcome: No more payment plan penalties. Brandon sleeps better knowing taxes are handled.
Impact of Fixing: Better financial health, longer runway, less stress
Impact of Fixing: Better team performance, more time for Brandon to focus on strategy
What This Means: Perfect timing for establishing stronger operational foundation
What This Means: Your organizational strengths are perfect complement
What This Means: Your support enables Brandon to pursue these opportunities
What This Means: Your support enables Brandon to pursue these opportunities