Susan Fennema
Hello everyone, and welcome to Breaking Free from Owner Dependency. I am Susan Fennema, the Chaos Eradicating Officer and CEO of Beyond the Chaos. I have with me today Joe Scarpetta of The Scarpetta Group. Joe, thank you so much for joining me.
So we’re going to do quick backgrounds, introduce ourselves a little bit, and then we’ll get into the meat of this. Beyond the Chaos helps small business owners get out of the day-to-day of their business operations. We do that by providing end-to-end fractional operations support based on technology, documenting processes, and people management. We dig into that with you and help you, as the owner, get your life back—which is actually what we did with Joe several years ago. Joe, go ahead and introduce yourself and tell us about the Scarpetta Group.
Joe Scarpetta
My name is Joe Scarpetta. I’m the owner of the Scarpetta Group. We’re based in South Carolina. We’re a team of software developers focusing on a core product, FileMaker Pro, and we build custom software for multiple industries.
Susan Fennema
Awesome. So Joe, let’s set the stage. We started working together probably back in 2017. It’s been a long time. What was life like in your business before you started working on owner dependence?
Joe Scarpetta
It’s easy to see it now, but looking back, it was typical owner life—you’re doing everything because nothing was documented, and no one could document processes but me. Because of it, one will make a decision without you. Everyone comes to you with every little thing. It’s a lot of work on top of what you’re already trying to do. Constant interruptions, no focus, and you’re basically herding cats.
Susan Fennema
Were there any challenges that affected you personally? Burnout, relationships, or even just having a life?
Joe Scarpetta
For me, it was burnout more than anything. There’s just no more time in the day. Even though family was a priority, it was still dinner and then back to the office. A lot of people go through that and get to the point where they want to throw their hands up and say, “I’m done.”
Susan Fennema
I know you had some of those feelings, but you’ve worked through them. How has your focus shifted now?
Joe Scarpetta
It’s completely different today. We’re doing company planning, working through EOS and Traction. We’ve made management changes and are in a totally different place now.
Susan Fennema
Was there a specific wake-up call where you realized you couldn’t keep running the business like that?
Joe Scarpetta
I think it started with project management. You pointed out that I needed to document processes because everything was in my head. Once we started to document processes, it became easy to define roles and delegate. That process documentation was the biggest turning point.
Susan Fennema
A lot of owners feel like everything has to be done by them. Did you struggle with that mindset?
Joe Scarpetta
Not really. It came from our conversations and seeing what your company could do for us. The work we did together made a real difference. We were able to break tasks apart, delegate to VAs and team members, and actually organize things.
Susan Fennema
When you started stepping back, how did that feel emotionally?
Joe Scarpetta
It was weird at first because you’re giving up control after you document processes and no longer have to be involved in every decision. I don’t have to run standups unless I want to. I can take a vacation and actually tune out. It’s made a massive impact on my quality of life.
Susan Fennema
I find that the more control I let go of, the more I want to let go. Have you felt that too?
Joe Scarpetta
Absolutely. My job description keeps getting smaller, and I love it. I can focus on what I want to do, when I want to do it. I’m not holding the company back anymore.
Susan Fennema
Were there any changes that surprised you with how impactful they were?
Joe Scarpetta
Implementing EOS and Traction has been huge. Now we track metrics, run weekly L10s, and have totally different conversations. The whole team is engaged and focused on where we’re going.
Susan Fennema
That’s a huge shift from no one knowing project scope years ago. For those listening, Joe’s referring to EOS and the book Traction by Gino Wickman. One reason we don’t start there at Beyond the Chaos is because many owners don’t yet have a leadership team. Joe spent years building that foundation, and now EOS fits perfectly.
So what is life like now that you’ve stepped out of the day-to-day?
Joe Scarpetta
It’s simpler. I still do development because I love it, but by choice. I’m more focused on product, sales, marketing, financials, and vision. I’m still the face of the company, but I don’t have to be. I choose to be.
Susan Fennema
That’s important—businesses that don’t document processes and depend on the owner aren’t sellable. Nobody wants to buy an expensive job.
Joe Scarpetta
Exactly. I went through an SBA program called Thrive, which reinforced a lot of what we were already doing. My three-year plan is to be free from the company by 2028—not absent, just not depended on.
Susan Fennema
What milestone made you realize, “Wow, this is working”?
Joe Scarpetta
Two years ago, I took a three-week vacation to the Maldives and turned my phone off completely. I got one text in three weeks, and that was it. Payroll ran, everything worked, and I was completely out. That was huge.
Susan Fennema
I remember my team even changed your email password so you couldn’t log in. That reset is priceless.
Joe Scarpetta
It really was. Being able to do that and spend time with my wife made it all worth it.
Susan Fennema
For someone who feels completely stuck, what’s one small first step?
Joe Scarpetta
Document processes early. A business without documented processes has no value. Then find one thing you hate doing and delegate it. And take care of yourself—sleep, eat well, take breaks. If you’re not healthy, you’re no good to anyone.
Susan Fennema
Looking back, anything you wish you’d done sooner?
Joe Scarpetta
All of it. I wish I’d done it sooner.
Susan Fennema
Joe and I are actually writing a book together on this topic, coming out later this year. Before we wrap, one last question: how long does it take to see significant results?
Joe Scarpetta
About a year. Documentation, testing, training—especially when you document processes properly – it takes time. You’ll feel progress within six months, but real transformation takes about a year.
Susan Fennema
I agree. Operations never stop evolving, but you can get yourself out of them. Joe, thank you so much for joining us and sharing your story. Thank you all for coming.