Ever feel like running your business is a never-ending game of keeping plates spinning? I remember watching a circus performer as a kid, keeping seven or eight plates balanced on tall sticks. Just when one would start to wobble, he’d rush over to give it a quick spin, only to dash to the next one teetering on the edge of disaster.

That’s exactly what running a small business feels like, right? Unless you’ve got an army of employees, chances are you’re juggling multiple roles every day—some better than others. So, let’s break down these seven roles and talk about how you can keep those plates spinning without losing your sanity.

1. The CEO (a.k.a. The Visionary)

Someone’s got to set the direction, and spoiler alert—it’s you. But let’s be real: in small businesses, the CEO role often gets pushed to the side. You’re so busy working in the business that you forget to work on the business.

Solution? Time-blocking. Set aside a couple of hours a week—call it your “big thinking time.” No emails, no client calls, just you mapping out where you want to be a year from now. If you don’t do it, no one else will.

2. The Salesperson (a.k.a. The Rainmaker)

No one’s bringing in the revenue but you. You’re out there generating leads, following up, and closing deals. And let’s be honest, if you stop selling, everything else grinds to a halt.

Solution? Automate your follow-ups. Tools like ActiveCampaign and HubSpot can send nurture emails, move prospects through a pipeline, and remind you when it’s time to follow up personally. Set up a system once, and let it work for you.

3. The Strategist (a.k.a. The Master Planner)

Marketing without strategy is just guessing.

Solution: Follow a proven framework. Our Strategy First framework provides a repeatable process to ensure marketing efforts are structured and scalable.

What is Strategy First? Strategy First is a structured marketing approach that helps businesses attract the right clients, differentiate themselves, and start charging a premium. It includes a full audit of your online presence, competitive landscape analysis, ideal client persona development, and a customer journey map using our proprietary Marketing Hourglass methodology. This process, completed in 30-45 days with three 1-on-1 meetings, delivers a clear marketing roadmap that businesses can implement themselves or with continued support from a Fractional CMO. Learn more about Strategy First process.

4. The Project Manager (a.k.a. The Organizer of Chaos)

Once you’ve got clients and a strategy, now you’ve got to get the work done. Campaigns, vendors, deliverables—it all needs to be managed.

Solution? Project management tools like Asana, Monday (what we use here at DTM), or ClickUp. These keep everything organized and show clients the progress you’re making without a million email check-ins.

5. The Client Manager (a.k.a. The Relationship Keeper)

If you want long-term clients (and you do), you’ve got to nurture those relationships. Regular check-ins, reports, and proving your value—week in, week out.

Solution? AI-powered reporting. Tools like SEMrush and Google Analytics spit out tons of data, but AI can help translate that into meaningful insights for your clients. Use it to show why what you’re doing matters.

6. The Marketer (a.k.a. The One Who Always Puts Clients First)

Raise your hand if you’ve ever put your own marketing on the back burner because client work comes first. Yeah, we’ve all been there.

Solution? Treat your business like a client. Assign yourself a project manager, use AI tools to repurpose content (e.g., take a blog post and turn it into LinkedIn snippets), and schedule social posts in bulk. Your future self will thank you.

7. The Accountant (a.k.a. The One Who Hates This Part)

Invoicing, bookkeeping, taxes—it’s got to get done, but that doesn’t mean you have to do it.

Solution? Outsource it. If you’re spending hours wrestling with numbers, you’re losing time you could be using to grow your business. Hire a bookkeeper and let them handle it.

How to Escape the Chaos

So, how do you stop feeling like a circus act?

1. Prioritize the most important roles. Sales, strategy, and client management should top the list.
2. Automate what you can. Email sequences, project management, reporting—there’s a tool for everything.
3. Delegate and outsource. Hire a VA, a bookkeeper, or a marketing agency. Free up your time for the work that actually moves the needle.

At the end of the day, you don’t have to keep spinning plates forever. Build systems, get support, and create a business that works for you—not one that runs you into the ground.

Need help creating a system that works? Check out our Strategy First program at Duct Tape Marketing. We’ve built a repeatable framework that helps agencies and consultants scale without the chaos.

When it comes to marketing, small business owners have a big decision to make: who should you hire to get the job done? The options are varied, each with its own set of benefits and challenges. Let’s break it down.

In-House Marketing Team

Bringing marketing in-house means you get total control over everything. You can give real-time input on strategies, tweak campaigns as needed, and stay in the loop on daily tasks. Plus, your team is 100% focused on your business, so their efforts are super tailored to what you want.

Sounds great, right? Well, here’s the catch—this setup can get really expensive, really fast. Small businesses often can’t afford to hire senior-level marketers, let alone build an entire team of specialists. For example, just hiring a Chief Marketing Officer (CMO), Marketing Director, or VP of Marketing can set you back anywhere from $15,363 to $29,732 per month. And that’s just one person!

If you want a full team (think SEO pros, content creators, web developers, designers, etc.), you’re looking at an average of $6,348 per specialist per month. Ouch.

Key Roles & Costs:

• CMO, Marketing Director, or VP of Marketing
  • Monthly Cost: $15,363 - $29,732
  • Pros: You get a seasoned marketing expert who’s fully dedicated to your business. 
  • Cons: The cost is high, and for many small businesses, it’s just not practical.
• Marketing Implementers
  • Monthly Cost per Specialist: $6,348
  • Pros: With dedicated specialists (like social media managers, SEO experts, or designers), you get quality work in specific areas.
  • Cons: Costs add up quickly. Plus, without a unified strategy, you might end up with a marketing team that’s not always on the same page.

Outsourced Marketing

Outsourcing your marketing can be a much more budget-friendly option. You get access to outside experts without needing to hire full-time employees. But be warned: finding the right partner is key, or you could end up wasting time and money on a setup that doesn’t fit your business.

Fractional CMO (fCMO)

• Monthly Fees: $5,000 - $10,000
• Pros: A Fractional CMO brings that high-level marketing expertise but at a fraction of the cost of a full-time CMO. They offer strategic direction and leadership, which can really boost your marketing efforts.
• Cons: It’s a shift in mindset for many businesses. You’ll need to get used to a part-time leader, but with the right fit, this model can work wonders.

Marketing Agency

• Monthly Fees: $5,000 - $15,000+
• Pros: Agencies give you a team of specialists who cover everything from strategy to execution. You get a diverse set of skills, usually at a lower cost than hiring in-house.
• Cons: Some agencies use a one-size-fits-all approach, which means they might not tailor their strategies to your specific needs.

The Hybrid Approach: Best of Both Worlds

If hiring a full in-house team seems like overkill but you’re not sold on outsourcing everything, the Fractional CMO Agency Model could be your sweet spot. This setup combines the senior-level expertise of a Fractional CMO with the flexibility and cost-effectiveness of outsourcing.

Here’s why it’s worth thinking about:

Fractional CMO Agency

• Monthly Fees: $5,000 - $15,000+
• Pros:
  • Top-Tier Expertise: You get a senior-level marketer without paying a full-time salary.
  • Cost-Effective: It’s way more affordable than building an entire in-house team.
  • Full Execution Team: The agency fills in any gaps in your team, covering all aspects of marketing.
  • Integrated Strategy: With a Fractional CMO guiding both your in-house and outsourced teams, everything stays aligned with your business goals.
  • Clear Metrics: You’ll get measurable results, so you’ll know exactly what’s working (and what’s not).
• Cons: Switching to this model requires a bit of a mindset shift, but with the right partner, it can be a game-changer.

Making Your Decision

At the end of the day, the right choice depends on what your business needs, your budget, and your goals.

Whether you go all-in on an in-house team, outsource to the pros, or find a balance with the hybrid approach, it’s all about finding what works best for your business.

Take some time to weigh the pros and cons of each option, and find the perfect fit that aligns with your strategy and resources.

If you’re interested in learning more about the Fractional CMO Agency Model and how it could help your business, check out my post on Leveraging a Fractional CMO for Growth for more insights.

Still unsure? Let’s talk! Book a free discovery call and we can figure out what makes the most sense for you.