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Caitlin Ferguson

Caitlin Ferguson is the founder of COOPilots.io, where they teach business owners and professional-services teams to apply AI to everyday operations and build practical workflow automations.

At a glance

Caitlin Ferguson is most useful for teaching professional-services teams to apply AI to operations and build practical workflow automations.

Best for

A professional-services firm wanting AI embedded in delivery and back-office operations to lift margins.

Not for

A vendor selling high-volume automated sales outreach or campaigns focused on lead volume and pipeline generation.

Key takeaways

  • Students mapped first conversation to project kickoff and found 13.5 hours AI might take on.
  • A Christmas-tree seller got a live dashboard and pricing tool for changing costs and short season.
  • They argue 60 to 80 percent of a consulting business can be automated today.

Check first: Confirm whether a brand partnership route exists, since published links point to class sign-up.

Main ideas
Automate around the competitive edge, not through it · Map the whole workflow before choosing what to build · Most of a consulting firm's operations can be automated with tools that already exist
Read first
Two years of COOPilots.io: eight things they would do differently
Ways to work together
Live small-cohort AI for Operations class · One-week AI operations sprint · Public workshops and conference sessions
Sources for this section

What they are known for

Caitlin Ferguson is the founder of COOPilots.io, where they teach business owners and professional-services teams to apply AI to everyday operations.

Ferguson starts with the work a business actually does, not a particular AI tool.

  • In a class exercise, students mapped the path from a prospective client’s first conversation to project kickoff and identified 13.5 hours of tasks AI might take on.
  • Their proposed safeguards are practical: check that a model can do the work reliably, protect the business’s competitive edge, consider how people want to work, and validate each step before rollout.
  • (The workflow-mapping exercise)

They also show how this approach can work in a specific business.

  • In a post about a seasonal Christmas-tree seller, they describe a live dashboard and pricing tool built around changing costs, sales, and the short selling season, so the owner can spend less time reconciling spreadsheets and more time with customers.
  • The example makes their focus on operational fit tangible: automation should solve a real bottleneck, not just demonstrate what a tool can do.
  • (The Christmas-tree business example)

That focus comes with limits.

Follow them for hands-on examples of applying AI to business operations, along with a clear-eyed view of when automation fits—and when it could weaken what makes a business valuable.

Sources for this section

Ideas and priorities

Ferguson's recurring argument is that AI belongs in the operations underneath a services firm's competitive edge, not in the client relationship itself.

Read more

They teach teams to map a whole workflow, estimate the hours at stake, and change one validated step at a time, rather than buy tools or rebuild the business as “AI-native”.

  • They price the return in recovered hours and capacity, costed deliberately low, and back the claim with named participants' builds.
  • Two threads run alongside that method: a habit of reading AI research closely before acting on its headlines, and a conviction that consulting is a trust and referral business, which is why Ferguson rejects high-volume automated outreach.
  • They also publish their own mistakes, including the ways they say they over-planned instead of testing in market.

Automate around the competitive edge, not through it

Ferguson's first step in any AI plan is getting clear on why customers choose the firm.

Read more

They ask what a customer's real alternatives are, including doing nothing, why they pick the firm and which parts of its advantage should never be automated.

  • Automating the wrong step can erode what wins business.
  • Because implementing AI is digital transformation at speed, the guardrails need to come before the tools.

A founder running a premium grocery delivery service deliberately keeps AI out of customer service because white-glove support retains roughly 500,000 clients against grocery stores, meal subscription services and doing nothing.

Read original · Original 2

Map the whole workflow before choosing what to build

Ferguson treats the end-to-end process, not the individual tool, as the unit of analysis.

Read more

Participants mark the steps AI could take, estimate hours per step, and then bolt AI onto those steps instead of rebuilding the workflow as "AI-native".

  • Ferguson also sets four filters: where today's models can be trusted, where AI will not erode how the business competes, where the owner is comfortable working that way, and only where it is safe, because you cannot say "AI did it" and be off the hook.
  • Two lessons Ferguson draws from the exercise are that spotting where AI fits is much easier with the whole process visible, and that buildable steps should still be validated and hardened before rollout.

Ferguson scrapped the third day of the prepared curriculum mid-class and took the room to a whiteboard. Students mapped the stretch between someone saying "let's talk about working together" and client kickoff, and found 13.5 hours of work AI could reliably own across prep research, CRM entry, team handoffs, go/no-go pre-qualification, and resourcing sheets and hourly rates.

The exercise replaced a day of curriculum Ferguson had already written. They describe the class as mostly non-operations people, including business owners, marketers, university educators, data scientists, nonprofit leaders and writers.

Read original · Original 2

Most of a consulting firm's operations can be automated with tools that already exist

Ferguson argues that 60 to 80 percent of a consulting business could be automated today, and may be understating it as the tools move quickly.

Read more

They work from a single map of a professional-services firm covering marketing and sales, client onboarding, internal resourcing, project management and governance, and talent and culture, and cannot find a step that could not be enhanced with AI. Ferguson points to the MIT NANDA study's finding that the AI pilots succeeding most were operations-focused, and sees operations as the natural entry point for services firms.

Ferguson describes watching a group of agents turn a vague landing-page concept into a fully branded, copywritten, interactive website in under five minutes, with the collaboration visible so a human stays in the loop.

Read original · Original 2 · Original 3

Give AI a persistent understanding of the business, not one-off prompts

Ferguson teaches a named architecture, Keystone, meant to encode how a business actually works so models can act inside those boundaries.

Read more

They map its parts to concrete tooling: a business overview and persistent instructions to a Claude.md-style file, SOPs and frameworks to reusable "Skills", and reference works to a local folder.

  • Students build inside a standard chat interface rather than assembling large stacks of integrations.
  • Ferguson frames the result as new capability plus time back, not a technical project.

Students in Ferguson's 2025 sessions built an automation that pulls a client list from HubSpot, scans for news relevant to each client, and drafts a hyperpersonalised newsletter in the brand's voice every two weeks.

  • Another runs a list of names through contact enrichment and lead scoring, then into the CRM in minutes.
  • Ferguson notes that these were founders whose focus is not marketing systems, working inside ChatGPT's regular interface with no hardcore coding.

Read original · Original 2 · Original 3

Count recovered hours, and price them conservatively

Ferguson's return figures count time savings at a set hourly rate, with no revenue upside assumed: recovered capacity, not hoped-for growth.

Read more

They say defining what could be automated is the easy part; deciding which work should be yours is the hard part.

Ferguson's catalogue holds 274 automations with an estimated $91,375 a month in recovered value, costed at $100 an hour.

  • Category totals include sales and revenue operations at $11,550 a month, project management at $7,450, and marketing and content at $8,075.
  • Student Christina Guerrier cut meal planning and shopping from three hours a week to fifteen minutes, estimating 143 hours a year back and $900 to $1,300 saved from wasting less food.
  • Joseph Schommer, who runs a New York Christmas tree stand among four businesses, calls the return "ROTime" — hours and mental energy freed from spreadsheet reconciliation.

Read original · Original 2 · Original 3

Check the research behind an AI statistic before acting on it

When the "95% of AI pilots fail" headline was circulating, Ferguson read the underlying MIT NANDA study and argued it was being taken out of context.

Read more

They walked through the method: researchers surveyed 152 executives, interviewed 52, examined about 300 announcements, and recorded return on investment as executive perception rather than validating it separately.

  • Ferguson summarised the root causes as people using AI for personal productivity instead of organisational transformation, and weak memory recall in most language-model tools.
  • They also noted Forrester's prediction that companies would pull back at least a quarter of AI spending.
  • Ferguson says the framing changes what a firm should do next, making the study worth reading in full.

The same post points to the parts of the study Ferguson agrees with: the 5 percent of pilots that were succeeding were operations-focused, and professional services was the second most disrupted industry behind media.

Read original · Original 2

High-volume automated outreach does not fit professional services

Ferguson objects to the daily stream of outreach selling AI SDR services that promise qualified leads through generic volume.

Read more

They argue that consulting and professional services are trust and relationship businesses, referrals make up around 70 percent of their own business, and they have never heard of a boutique firm being built by high-volume, non-descript outreach. This stance sits alongside their automation teaching: automate internal operational work and protect client trust.

Ferguson's complaint targets LinkedIn outreach promising "0 to 20 qualified leads" and asking them to buy another indistinguishable AI SDR service.

Read original

Teach in small cohorts where everyone builds, and rebuild the format when it fails

Ferguson runs the AI for Operations class in deliberately small, live, remote cohorts of three to eight seats, so every participant builds something during the sessions.

Read more

Their stated goal is a tactical result a participant can deploy the same day.

  • They have repeatedly rebuilt the design based on participant feedback, cutting content overload and adding time for the Keystone logic and for planning next automations.
  • Ferguson measures readiness by validation and hardening, not syllabus completion.

After the 2025 sessions, Ferguson concluded too much had been crammed into one session and moved to cohorts kept intentionally small at three people. They also cut a day of curriculum live in class when it was not working.

The course has changed dates, session count, and cohort size across Ferguson's posts, from a summer multi-cohort schedule to smaller relaunches.

Read original · Original 2 · Original 3 · Original 4 · Original 5

The candid COO and CFO conversation is one service firms rarely have

Ferguson cohosts Grounds for Growth: Coffee with the C-Suite with chief financial officer Rob Ripp.

Read more

The show is built on the idea that the operator who makes the business run and the finance leader who keeps the capital strategy sound rarely talk openly in public.

  • Its focus is service-firm economics rather than automation mechanics: margins, utilisation, and what to pay for finance support by stage.
  • The track record belongs to Ripp, not Ferguson: Ferguson says Ripp has helped more than 100 founders toward roughly $200 to $300 million in exit value and has written Finance for Founders.

An episode covers a founder who lost a six-figure bank loan because the books did not balance and the “CFO” was actually a bookkeeper; an $800,000 internal-meeting problem; a four-page profit and loss statement as a red flag; and benchmarks for labour cost as a percentage of revenue, utilisation, revenue per employee, and finance support costs by company stage.

Read original · Original 2 · Original 3

Publish your own failure list

On the second anniversary of founding COOPilots.io, Ferguson wrote eight things they would do differently, framed by their line that a new level brings a new devil.

Read more

The list is a working method, not an apology: test in market rather than think at the whiteboard, keep marketing alive when client work is busy, reuse material already produced, pitch media regularly, keep the network informed, amplify other people, and start reading benchmarks sooner. They also describe realising they were not following their own advice after a street interview where they said people should not put limits on themselves.

Ferguson says stopping marketing when client work arrived left their pipeline thin, and that getting stuck at the whiteboard instead of testing in market cost roughly six to eight weeks of time to market. They had run a podcast series, Hustle & Humor, with Monique Mills but did not make the most of its clips, and credit the “Heartbeat Newsletter” habit to Charlie O'Donnell.

Read original · Original 2 · Original 3

Sources for this section

Start with their work

Two years of COOPilots.io: eight things they would do differently

A candid stocktake, rather than a pitch, of who they are and what they have built: their own account of founding and running COOPilots.io.

Read more

On the second anniversary of founding COOPilots.io, Ferguson lists eight things they would do differently.

  • They fell into the feast-and-famine trap: when client work arrived, they stopped marketing, then found the pipeline thin.
  • They got stuck at the whiteboard, thinking about a product or service instead of testing it in market, which they estimate cost six to eight weeks.
  • They did not make the most of clips from a podcast series they ran with Monique Mills, pitch media regularly, or keep up a regular "Heartbeat Newsletter" to their network for a year—a habit they credit to Charlie O'Donnell.
  • They wish they had spent more time amplifying people in their network.
  • They also began reading benchmarks such as the TSIA and Service Performance Insight professional-services maturity models only later, using them to compare client retention and conversion against peers.
  • They describe a street interview where they said people put limits on what you can do and you should not limit yourself, then realised they were not following their own advice.

For brands planning a campaign

A prospective client can see Ferguson name their own operational failures in the same terms they use with clients, supporting a frank scoping conversation about where an AI project is likely to stall.

Scrapping a day of curriculum so the class could find the work itself

Shows their teaching and scoping methods: how they guide a room of people with mixed backgrounds to a concrete list of automatable work.

Read more

Ferguson scrapped the third day of their curriculum mid-class and ran a whiteboard exercise instead.

  • Students mapped the stretch between someone saying "let's talk about working together" and the day a client engagement kicks off, identifying 13.5 hours of work AI could reliably take over, including prep research, CRM entry, team handoffs, go/no-go pre-qualification, and resourcing sheets and hourly rates.
  • Before starting, they set four filters for where AI belongs: where today's models can be trusted to perform, where it will not erode how the business competes, where the owner is comfortable with it, and where it is safe—because you cannot say "AI did it" and be off the hook.
  • Students reported that mapping a whole process end to end makes it much easier to spot where AI fits, and that even when a step could be built immediately, they would rather validate and harden each step before rolling it out.
  • The class included business owners, marketers, university educators, data scientists, nonprofit leaders, and writers.

For brands planning a campaign

The workshop a client buys is visible in this exercise: map the process end to end, estimate the hours, then roll out one validated step at a time.

Their claim: 60 to 80 percent of a consulting business can be automated today

Explains how far they think automation can go, the underlying architecture, and the tools they name.

Read more

Ferguson argues that 60 to 80 percent of a consulting business could be automated with tools available today, and says they would not be surprised if that figure is conservative given how fast the tools are moving.

  • They point to a Miro map of a professional-services firm end to end, covering marketing and sales, client onboarding, internal resourcing, project management and governance, and talent and culture.
  • They say they cannot find a single step in it that could not be enhanced with AI.
  • They map Claude's file structure onto the Keystone architecture they teach: a business-overview and persistent-instructions file corresponds to Claude.md, skills correspond to SOPs and frameworks, and a local folder holds reference works.
  • They describe watching a group of agents go from a vague landing-page concept to a branded, copywritten, interactive site in under five minutes, with the collaboration visible so a human stays in the loop.

For brands planning a campaign

Their pitch is about capacity and margin, not headcount. A firm can test whether the 60 to 80 percent figure holds for its own delivery model before committing to a larger programme.

A 2026 playbook for putting AI into operations without eroding the moat

Their clearest account of what to do first: a step-by-step method for people planning next year.

Read more

Ferguson sets out two opening steps for building AI into operations.

  • First, get clear on the competitive edge and set guardrails: what a customer's real alternatives are, including doing nothing; why they choose the firm; and which parts of that edge should never be automated.
  • Their example is a founder running a premium grocery delivery service who deliberately keeps AI out of customer service because white-glove support retains his clients against grocery stores, meal subscriptions, and doing nothing.
  • Second, identify the operational lever that moves the profit and loss.
  • They group the AI projects that show up on the financials into four categories: accelerate time to value, for example turning discovery-call transcripts into proposals in minutes; expand capacity without new hires, for example auto-generating onboarding guides, project plans, and kickoff decks; reduce cost of delivery, for example turning Slack or Teams notes into clean SOPs or using AI for content quality checks; and increase decision velocity, for example auto-summarising client updates so leaders can course-correct in hours.
  • They cite MIT NANDA's finding that operations has been the strongest area for AI pilots and say implementing AI is digital transformation at ten times the speed.

For brands planning a campaign

An off-the-shelf workshop agenda, with margin levers tied to specific operational asks rather than tool demonstrations.

274 automations with an estimated $91,375 a month in recovered capacity

A concrete view of what they mean by a use case: a browsable list of candidate work rather than an abstract framework.

Read more

Ferguson maintains a database of 274 automations they say could be deployed today, with an estimated return of $91,375 a month.

  • They costed it conservatively at $100 an hour for realistic time savings and assumed no revenue upside, counting only recovered capacity.
  • Category totals include sales and revenue operations at $11,550 a month, project management at $7,450, marketing and content at $8,075, a founder's personal operating system at $5,250, and customer support at $5,050.
  • Their view: defining what could be automated is the easy part; the hard part is finding which ones should be yours.
  • The catalogue draws on patterns across more than 100 businesses and is validated against what they consider genuinely automatable with current tools.
  • They expect it to pass 1,000 entries.

For brands planning a campaign

A firm can benchmark its candidate list against their categories. Their conservative costing method also gives a workshop a usable template for estimating time savings.

The Christmas tree seller who built a live profit view and pricing lab

Answers whether this works in a messy, seasonal, real business.

Read more

It is a detailed account of one student's build rather than a claim about what is possible.

Joseph Schommer runs four businesses, including a New York Christmas tree stand that opens after Thanksgiving, runs around the clock, and moves inventory on five to seven trucks with bike-based delivery and setup.

  • Diesel at $6.30 a gallon and his wish to give his team real raises had to be reconciled on a sidewalk in December while a customer haggled over a one-of-a-kind tree.
  • He built two halves.
  • The first pulls financial information and website data into one self-updating view: daily sales against prior years, cash in, profit and loss, sales channels, and contractors.
  • The second, which he calls his price lab, takes real cost inputs such as freight, fuel, crew, and cost basis; produces a price range for each tree size, anchored to last year's actual averages; sets website prices directly; and gives him a range on the lot instead of a gut call under pressure.
  • It replaced spreadsheets holding different information, where fixing a number in one broke the next and he became the reliability engine.
  • He called the return ROTime: hours and mental energy freed to spend with customers he has seen come back for 16 years.

For brands planning a campaign

A clear example of why volatile input costs and a short selling window make a live costing model more useful than periodic reconciliation—the same logic applies to professional-services pricing and resourcing.

A year of classes: what founders actually built

Shows what someone without technical expertise can produce, using work by people with constraints similar to those of most small-firm owners.

Read more

Across more than 120 people in AI for Operations sessions during 2025, Ferguson describes two student builds.

  • The first pulls a client list from HubSpot, scans for relevant news and automatically drafts a hyperpersonalised newsletter in the brand’s voice every two weeks.
  • The second enriches a list of names with news updates and lead scores, then moves it into the CRM, ready for action in minutes.
  • They note that the founders were not focused on marketing systems or workflow automation, and that everything was built in ChatGPT’s regular interface, without heavy coding or a large stack of integrations.
  • Follow-up surveys showed they had crammed too much into one session; students wanted more time on the Keystone logic and planning their next automations.
  • Cohorts are therefore kept intentionally small, at three people, so everyone builds something during the sessions.

For brands planning a campaign

Evidence that a short, small-cohort format can produce working automations from non-technical staff, supporting a pilot group to validate adoption before a firm-wide rollout.

Eight roles AI can play in a business, and the blank page problem

Answers the question newcomers are most likely to ask: where do I even start using this?

Read more

It is the shortest entry point in the set.

Ferguson argues that the hardest part of starting with AI is often not the tool but the blank page: wondering where to use it.

  • Their answer: sometimes you don’t need a strategy; you need a list to react to.
  • They wrote down eight roles they use AI for in their own business: chief of staff, executive assistant, marketer, research assistant, curriculum designer, web designer, executive coach and fractional chief financial officer.
  • Each comes with a starter prompt.
  • They tell readers to scan the list, notice which role prompts a reaction and start there.

For brands planning a campaign

A low-cost way to open a workshop or pilot: ask a team to review a list of roles and pick one, surfacing genuine demand before committing budget to a larger programme.

Sources for this section

Topics and approach

Posts cited for each topic
Small-cohort, build-alongside teaching rather than lecture delivery4
AI applied to the whole operating system of a services firm3
The Keystone™ method for teaching AI how a business works3
Founder finance and P&L benchmarks as a second thread3
Formats and channels a campaign can plug into3
Teaching approach that changes with evidence3
ROI framed as recovered hours and capacity, priced conservatively2
End-to-end workflow scoping before any building2
Participant results published with numbers and screenshots2
Practical starting points when the blank page is the obstacle2
Guardrails: automate around the competitive edge, not through it1
Skepticism of high-volume automated outreach1
Careful reading of research before acting on it1

AI applied to the whole operating system of a services firm

Ferguson argues that 60–80% of a consulting business could be automated with tools that already exist.

Read more

They work from a single map of an entire professional-services firm — marketing and sales, client onboarding, internal resourcing, project management and governance, talent, and culture.

  • The framing is consistent: implementing AI is digital transformation at speed, not a tool purchase.
  • They point to the MIT NANDA study finding that the pilots succeeding most were operations-focused, and treat that as the natural entry point for services firms.

For brands planning a campaign

A firm buying a workshop should expect a map of the whole business first, not a tool list. Agree up front that the deliverable will be a ranked set of operational steps to automate, each tied to a line-of-business process the firm already runs.

Examples: Source 1 · Source 2 · Source 3

The Keystone™ method for teaching AI how a business works

Ferguson teaches a named architecture, Keystone™, designed to give AI persistent context about a company rather than one-off prompts.

Read more

Its components map to concrete tooling: a business overview and persistent instructions to a Claude.md-style file, SOPs and frameworks to reusable "Skills", and reference material to a local folder. Participants build inside a standard chat interface instead of assembling large stacks of integrations.

Diagnose the operational lever that moves the P&L, then encode how the business actually works — guardrails, process knowledge, examples — so the model can act inside those boundaries. Ferguson describes Claude Cowork as a close fit for this architecture and reports watching agents produce a branded, written, interactive page in minutes with a human in the loop.

For brands planning a campaign

For a margins brief, ask for the context layer as a deliverable in its own right, not just finished automations. That layer makes a build reusable after the workshop and gives a client-facing team something it can maintain without the facilitator in the room.

Examples: Source 1 · Source 2 · Source 3

ROI framed as recovered hours and capacity, priced conservatively

Ferguson maintains a catalog of 274 automations with an estimated $91,375 a month in recovered value, calculated at $100 an hour on realistic time savings and explicitly excluding revenue upside.

Read more

The same discipline shows up in student results: a meal-planning system that cut three hours a week to fifteen minutes, with an estimated 143 hours a year back and $900–$1,300 saved from less wasted food. The recurring promise is time and cognitive capacity, not growth.

For brands planning a campaign

A campaign requiring measurable workflow time savings matches how Ferguson already quantifies work. Ask for a before-and-after hours estimate per workflow, the hourly rate assumed, and the baseline so the figure can be audited rather than taken at face value.

Examples: Source 1 · Source 2

End-to-end workflow scoping before any building

When participants got stuck, Ferguson scrapped a day of prepared curriculum mid-class and took the room to a whiteboard.

Read more

Students mapped the stretch between "let's talk about working together" and client kickoff, then found 13.5 hours of work AI could reliably own across prep research, CRM entry, team handoffs, pre-qualification, and resourcing sheets. Ferguson drew out two lessons: it is easier to spot where AI fits when the whole process is visible, and even buildable steps should be rolled out slowly.

Give participants a real end-to-end workflow, five minutes, and sticky notes; have them mark the steps AI could take and estimate hours per step. Bolt AI onto individual steps rather than rebuilding the workflow as "AI-native".

For brands planning a campaign

Ferguson teaches teams to harden each step before scaling it: pilot a step, verify it, then widen. For a campaign that needs to verify changes across client-facing teams, ask how Ferguson would measure the pilot before expanding it.

Examples: Source 1 · Source 2

Guardrails: automate around the competitive edge, not through it

Step one of Ferguson's playbook is getting clear on why customers choose the firm, because automating the wrong thing can erode the moat.

Read more

The worked example is a premium grocery delivery founder who deliberately kept AI out of customer service to protect white-glove support and assessed real alternatives, including "do nothing". Ferguson pairs this with three questions: what are the alternatives, why do customers choose the firm, and which parts of its edge should never be automated?

For brands planning a campaign

For a professional-services firm, this is the argument for keeping senior client relationships human while automating the preparation and administration around them. Raise it early with client-facing teams: it addresses the main objection to adoption.

Examples: Source 1

Small-cohort, build-alongside teaching rather than lecture delivery

Ferguson runs the AI for Operations class in deliberately small cohorts — three to eight seats — so every participant builds something during the sessions.

Read more

They have repeatedly rebuilt the format from participant feedback, including cutting content overload, adding build time, and relaunching with new dates. Sessions run live and remote, with webinars and recordings offered as lower-commitment entry points.

For brands planning a campaign

A scoped workshop with Ferguson should be hands-on, involve a small group, and produce a working artifact by the end — not a presentation. If the firm needs several teams trained, plan for sequential cohorts rather than one large session.

Examples: Source 1 · Source 2 · Source 3 · Source 4

Participant results published with numbers and screenshots

Ferguson writes up specific builds by named participants.

Read more

Joseph Schommer runs four businesses, including a seasonal NYC Christmas tree stand, and built a live financial view plus a "price lab" that takes freight, fuel, crew, and cost inputs and produces a price range for each tree size, set against last year's averages.

  • Christina Guerrier built a meal-planning and shopping agent in three class sessions.
  • Both write-ups include concrete hours, dollar figures, and screenshots shared with permission.

The meal-planning build is a household task, not a professional-services workflow. Treat it as evidence of the method, not proof of results inside a B2B firm; ask for a reference from a firm that has run a comparable build.

For brands planning a campaign

Ask Ferguson to connect a prospective buyer with participants who ran comparable builds. Their existing case-study habit makes a reference request reasonable rather than unusual.

Examples: Source 1 · Source 2

Skepticism of high-volume automated outreach

Ferguson objects to AI SDR services that promise leads through generic, high-volume outreach.

Read more

Professional services and consulting are trust- and relationship-based businesses, they argue, where referrals make up roughly 70% of their own work. Their position is consistent with the rest of their content: automate internal operational work and protect client trust.

For brands planning a campaign

A firm selling outreach automation to this audience would clash with the stated view. Frame any campaign around margin and delivery capacity instead, and avoid promising lead volume.

Examples: Source 1

Founder finance and P&L benchmarks as a second thread

Ferguson cohosts Grounds for Growth: Coffee with the C-Suite with Rob Ripp, a CFO.

Read more

The show is framed as the conversation between the COO and CFO that is rarely held openly.

  • Episodes cover six-figure loans lost because the books did not balance, an $800K internal-meeting problem, a four-page P&L as a red flag, and benchmarks for labor cost as a percentage of revenue, utilization, revenue per employee, and what to pay for bookkeeping, accounting, and CFO support by stage.
  • They cite TSIA and SPI professional-services maturity models as comparison tools.

For brands planning a campaign

The margin-lift brief connects directly to this material. Ferguson can speak to service-firm economics as well as automation mechanics, making a workshop tied to P&L levers more relevant than one focused on tool adoption alone.

Examples: Source 1 · Source 2 · Source 3

Careful reading of research before acting on it

Ferguson questioned the widespread “95% of AI pilots fail” headline, noting that the MIT NANDA study was taken out of context.

Read more

They walked through its methodology: 152 executives surveyed, 52 interviewed, about 300 announcements examined, and ROI recorded as executive perception rather than validated separately. They summarised the root causes as using AI for personal productivity instead of organisational transformation, and weak memory recall in most tools.

For brands planning a campaign

A sceptical buying committee may apply the same standard to the firm's baseline data. Bring defensible numbers for current workflow hours and delivery cost.

Examples: Source 1

Practical starting points when the blank page is the obstacle

Ferguson's answer to “where do I even use this?” is a list, not a strategy: eight roles AI plays in their own business — Chief of Staff, Executive Assistant, Marketer, Research Assistant, Curriculum Designer, Web Designer, Executive Coach, and Fractional CFO — each with a starter prompt.

Read more

They tell readers to begin with whichever role made them react, and also reference a one-week sprint format for firms that want to kickstart AI in their work.

For brands planning a campaign

This is low-friction entry content for a firm's first step and a template a workshop can reuse. For a campaign requiring measurable savings, use it to get teams naming candidate workflows before scoping.

Examples: Source 1 · Source 2

Formats and channels a campaign can plug into

Ferguson publishes on LinkedIn, including carousels and longer process write-ups, runs live webinars with recordings, teaches multi-session cohorts, and appears as a podcast guest and cohost.

Read more

They have delivered conference workshops, including “AI 201: Beyond Prompting to Operating” with Michelle J. at Operations Nation's London event, aimed at participants leaving with something deployable the same day.

For brands planning a campaign

Format options span a single webinar through a multi-week build. For a scoped workshop with measurable savings, the cohort format fits best; a webinar can introduce the topic to a wider client-facing group first.

Examples: Source 1 · Source 2 · Source 3

Teaching approach that changes with evidence

Across Ferguson's posts, the course content and structure shift in response to participant feedback.

Read more

They cut a day of curriculum live when it was not working, concluded after a cohort that too much had been crammed into one session, moved to smaller cohorts, and relaunched on new dates. The founding retrospective records the same instinct applied to COOPilots.io itself, including falling into feast-and-famine marketing and spending weeks at the whiteboard instead of testing in market.

Treat each cohort as a test: run the exercise, collect participant feedback, and rebuild the affected module for the next run. Ferguson measures whether a build is ready by its validation and hardening, not by completion of a fixed syllabus.

For brands planning a campaign

A pilot engagement is likely to be adjusted between sessions, which suits a firm validating adoption team by team. Set expectations that the first cohort produces a hardened step, not a finished firm-wide rollout.

Examples: Source 1 · Source 2 · Source 3

Sources for this section

Brands and businesses

Ferguson’s commercial activity runs through COOPilots.io, the company they founded and where they run the AI for Operations class and workshops.

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They also co-created and co-host the business podcast Grounds for Growth with CFO Rob Ripp. Their posts also show them guesting on other shows, leading workshops at an industry conference, and citing outside research and software tools.

COOPilots.io

Owned business

Ferguson says they founded COOPilots.io and marked its second anniversary in a post.

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They use it to host the AI for Operations class, teach the Keystone architecture, and enroll workshop participants.

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Grounds for Growth: Coffee with the C-Suite

Disclosed partnership

Ferguson and CFO Rob Ripp describe launching and co-hosting this business podcast, which brings COO and CFO conversations to professional-services leaders.

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Hustle & Humor

Mention

Ferguson names this podcast series as a project they recorded with Monique Mills, and says they could have reused its video clips to feed their marketing pipeline.

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They present it as past collaborative content.

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Operations Nation

Mention

Ferguson says they and Michelle J. will lead a practical “AI 201: Beyond Prompting to Operating” workshop at the Operations Nation conference in London on October 20-21.

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Generalist World

Mention

Ferguson notes that an episode of the Generalist World podcast featuring a conversation with them is out, and lists the people and tools they referenced.

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MIT NANDA

Mention

Ferguson cites the MIT NANDA study on AI pilot failure rates, including its survey and interview methods and its finding that operations-focused pilots performed best.

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They use the research to support their teaching.

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Claude Cowork

Mention

Ferguson singles out Claude Cowork as the tool they use to run their Keystone architecture and maps its features to their own frameworks.

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ChatGPT

Mention

Ferguson says the student automations they highlight in class were built inside ChatGPT’s regular interface, with no extra integrations.

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They use the platform in their teaching.

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HubSpot

Mention

Ferguson describes a student-built automation that pulls a client list from HubSpot, scans for relevant news, and sends personalized newsletters.

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The example illustrates the work taught in their class.

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Tree Riders NYC

Mention

Ferguson features a student’s Christmas tree business, Tree Riders NYC, describing the owner’s AI-built dashboards and price model, and encouraging readers to buy a tree there.

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The post identifies it as a class member’s company.

Original disclosure

Screenshots of his demo shared with permission.

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Sources for this section

Topics and similar creators

Caitlin Ferguson's posts show where AI belongs in a services business.

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Start with the AI for Operations class write-ups for the workflow-scoping method: map a process end to end, identify the steps AI can own, estimate the hours, then build one validated step.

  • The AI playbook post sets out the guardrails and four operational levers that move profit and loss.
  • For the financial case, the automations catalogue and student builds show how they price recovered time and capacity, while the Grounds for Growth episodes cover firm finance and margin benchmarks.
  • Their close reading of the MIT NANDA study shows how they assess a headline before acting on it; the outreach post explains where they draw the line between internal automation and client trust.
AI for operations Workflow automation Professional services AI adoption and change management Service-firm finance and margins Automation return on investment AI operations training End-to-end process mapping AI knowledge architecture Live cohort course Podcast Student case studies Professional-services leaders Founders Operations leaders

Kelley Brubaker, CPA

Both write as practitioner-advisers to owners of professional-services firms, using client situations and numbers to make operational or financial points.

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Brubaker examines trust-accounting errors and effective hourly rates by case type for law firms; Ferguson examines workflow hours and recovered capacity for consulting and services firms.

Brubaker covers law-firm accounting, compliance and case-selection economics through client advisory examples, not live cohort courses or automation builds. Brubaker does not write about AI.

Read original · Original 2 · Original 3 · Original 4

Noah Stambovsky

Both analyse how to arrange business systems and data before adding new technology.

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Stambovsky covers CRM hygiene, data silos, and how LLMs and MCPs affect consolidation decisions; Ferguson covers process maps, guardrails, and encoding how a business works so AI can act within it.

Stambovsky covers marketing, sales and revenue-operations tooling in CRM and HubSpot stacks, often through commentary on the software ecosystem. Ferguson focuses on operational workflow scoping and cohort teaching for services firms, with an emphasis on workshops and builder case studies.

Read original · Original 2 · Original 3 · Original 4 · Original 5

Marty Parker

Both teach through real operating examples and guest conversations.

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Parker brings supply-chain and tournament-merchandise operations into a university classroom and a podcast, including discussions of how digital product passports and AI fit into manufacturing. Ferguson brings services-firm workflows into live classes and publishes participant builds.

Parker covers supply chain, manufacturing and product data, primarily in academic and industry-media settings. Ferguson covers AI operations inside professional-services firms, teaching paid small cohorts around a named automation architecture.

Read original · Original 2 · Original 3 · Original 4

Sources for this section

Audience

Caitlin Ferguson’s posts speak directly to founders and professional-services teams working through AI adoption, workflow automation, and operational performance, making their content relevant to campaigns targeting those interests.

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Before deciding whether their reach matches your target buyers, ask for recent audience survey results or another documented source on audience job, industry, seniority, and location.

Sources for this section

Partnership options

Ferguson's documented offer is training and advisory work: live small-cohort AI for Operations classes, one-week business sprints, and workshops and conference sessions led with collaborators.

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The posts disclose no sponsored content, rate card or brand partnership programme, and no official partnership inquiry page appears.

  • The published links point to class and waitlist sign-up, not a partnership route.
  • Firms considering an AI operations workshop should ask about seat and date availability, which systems their team will build in, and who owns validation before a wider rollout.

Live small-cohort AI for Operations class

Buyer requirement

Classes are deliberately small, with published sessions capped at three to eight seats.

  • Firms training several people should confirm seat availability and dates before committing budget.
  • Sessions are live, remote and built around each participant completing a working automation, so attendees need access to the tools and processes they intend to automate.
  • Earlier cohorts covered sales and engagement scoping, CRM entry, resourcing and handoffs.
  • The class is rebooted periodically, so check which cohort is current.

One-week AI operations sprint

Buyer requirement

A sprint is a fast kickstart for a business that wants AI working inside its operations within a week.

  • Buyers should arrive with a named process, its current end-to-end steps and the systems it runs in.
  • Ferguson teaches clients to build inside tools the firm already uses, rather than adopt a new stack, and expects them to validate and harden each automated step before scaling it.

Public workshops and conference sessions

Buyer requirement

Ferguson runs free and ticketed virtual workshops and has led 'AI 201: Beyond Prompting to Operating' with Michelle J. at Operations Nation's October 20-21 London conference.

  • Availability is event-specific.
  • A buyer seeking an in-house session should ask directly about scheduling and commercial terms.

Podcast conversation on Grounds for Growth

Buyer requirement

Co-hosted with CFO Rob Ripp, the podcast covers finance and operations topics for professional-services leaders, including labour cost, utilisation and meeting overhead.

  • No sponsorship, paid guest or brand-placement format is disclosed in the posts.
  • Brands seeking involvement should ask about topical fit and available opportunities; no media kit is published.
Sources for this section

Campaign fit

A campaign to shortlist

Caitlin Ferguson fits a professional-services firm that wants AI embedded in delivery and back-office operations to lift margins.

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The firm's need—to assess their approach, scope a workshop, and show measurable workflow time savings—aligns directly with their published material.

  • They argue that 60–80% of a consulting business could be automated with tools that already exist, and map a services firm end to end, covering marketing and sales, client onboarding, resourcing, project management and governance, and talent.
  • They frame AI adoption as digital transformation at speed rather than a tool purchase, and point to the MIT NANDA finding that operations-focused pilots have been the strongest performers as the reason services firms should start there.
  • Their method for measuring impact is already quantified.
  • They maintain a catalog of 274 automations with an estimated $91,375 a month in recovered value, costed at $100 an hour on realistic time savings and explicitly excluding revenue upside.
  • A teaching exercise produced a concrete figure using the same approach: students mapped the stretch between “let's talk about working together” and client kickoff and found 13.5 hours of work AI could reliably own across prep research, CRM entry, team handoffs, pre-qualification, and resourcing sheets.
  • A firm can ask for before-and-after hours per workflow, the hourly rate assumed, and the baseline, then audit the arithmetic.
  • Adoption across client-facing teams is where they are best placed to help.
  • They teach that even buildable steps should be validated and hardened before rollout, keep cohorts deliberately small so each person builds a working artifact, and were prepared to cut a day of their own curriculum when it was not landing.
  • They also set a guardrail for firms whose senior relationships carry the margin: get clear on why clients choose the firm, then automate around that edge rather than through it.
  • Their published participant write-ups show the approach producing working systems in messy, real businesses, and their argument against AI SDRs supports automating internal operations while protecting client trust.

When to choose a specialist

A vendor selling high-volume automated sales outreach would be a poor fit, and the clash is explicit.

Read more

Caitlin Ferguson objects to AI SDR services that promise qualified leads through generic, high-volume outreach, describing the five daily vanilla pitches they receive.

  • They argue that professional services and consulting are trust- and relationship-based businesses where referrals make up roughly 70% of their own work.
  • Asking them to endorse the category would put them in front of an audience they are criticising.
  • The mismatch is also in the outcomes.
  • Their measured claims concern recovered operational hours and capacity, costed conservatively with no revenue upside counted.
  • A campaign framed around lead volume and pipeline generation would ask them to promise an outcome they have publicly declined to promise.
  • Their posts disclose no sponsored content, rate card, or brand partnership programme; ask directly about terms and the route for a paid placement.
  • A consumer lifestyle campaign aimed at household buyers would also be a poor fit: their documented builds and examples concern business operations, and the one household automation in the material—a meal-planning agent—is presented as a demonstration of method, not evidence of interest in consumer product promotion.
A worked campaign example

Campaign angle: a scoped AI operations workshop for a professional-services firm, sold as a ranked automation plan plus one hardened live workflow, with hours recovered as the headline number.

Scope.

  • Two half-day sessions with a working group of three to eight people drawn from delivery and operations, run live and remote, built inside the tools the firm already uses.
  • Before booking, confirm cohort dates and seat availability, since classes are deliberately small and rebooted periodically, and confirm which firm systems participants will build in.

Session one, map and choose.

  • Walk the firm's delivery process end to end—from pursuit through kickoff, onboarding, resourcing, project management, and client reporting.
  • Apply their four filters: where current models can be reliably trusted, where automation will not erode how the firm competes, where the team is comfortable working that way, and where a person stays accountable.
  • Then identify the operational lever that moves the P&L, choosing from their four categories: accelerate time to value, expand capacity without new hires, reduce cost of delivery, or increase decision velocity.
  • The output is a ranked list of steps, each with an estimated hours saving and the rate assumed.

Session two, build and validate.

  • Build one chosen workflow—a discovery call to draft proposal, or Slack and Teams notes to clean SOPs, both worked examples in their material.
  • Produce the context layer as a deliverable in its own right: a business overview and persistent instructions, reusable procedure documents, and a folder of reference material, so the automation survives after the workshop and a client-facing team can maintain it.

Measurement.

  • Agree the baseline hours per workflow before session one and remeasure after hardening.
  • Cost savings at a stated hourly rate and exclude any revenue upside, matching how they cost their own catalog.
  • Report hours back per workflow, not as a combined figure.

Adoption.

  • Pilot with one client-facing team on a single non-sensitive step, verify outputs, then widen step by step.
  • Sequence further cohorts rather than running one large session, and treat the first cohort as producing a hardened step rather than a firm-wide rollout.

Proof to request. Ask for their published participant build write-ups—a seasonal retailer's live financial view and pricing lab, and a HubSpot-to-personalised-newsletter automation—as reference cases, and ask to speak to a participant who ran a comparable build.

Sources for this section

Who else to consider

Kelley Brubaker, CPA

Choose Brubaker instead when the firm's margin problem may be financial rather than operational.

Read more

Her published work focuses on catching errors before automation is built on top of them: bookkeeping by someone unfamiliar with the rules governing an account, errors that compound month after month until the client balance no longer matches the bank statement, and cleanup that costs more than hiring the right specialist from the start.

  • She also shows the diagnostic a services firm needs before deciding whether to grow.
  • For a solo attorney weighing whether to staff up or take fewer cases, she asked for the effective hourly rate by case type — hours from intake to close divided into the net fee — which surfaced two case types worth pursuing harder.
  • If the firm cannot yet say which work is profitable, that calculation is a more useful first engagement than a workshop: it shows which workflows are worth automating.

Caitlin Ferguson's posts do not teach AI implementation: they do not cover workflow automation, model reliability, guardrails, or a class format.

  • They therefore cannot support a scoped operations workshop or the hours-saved figures a campaign measuring time savings needs.
  • The posts focus on law-firm finance, including trust-accounting rules that do not transfer to most other industries, so firms outside legal services face real translation risk.
  • Use Ferguson for the financial baseline, then bring in an AI operations teacher to build the workflows.

Examples: Source 1 · Source 2

Noah Stambovsky

Choose Stambovsky instead when leadership has accepted AI and the real obstacle is fragmented systems and unreliable data.

Read more

He argues that the consolidation era may be moot: businesses that stayed on many specialized tools, each holding clean data, can now let LLMs work across those tools through connectors, while LLMs cannot unify data that actively disagrees with itself.

  • Firms that rushed to consolidate and made a mess may be worse off than those that stayed siloed and tidy.
  • His second post makes the same point at the account level: "who owns this lead?" should be a property lookup, not a meeting.
  • The important work is agreeing what a lifecycle stage means, passing context in a handoff, and identifying which workflow keeps changing the owner.
  • For a professional-services firm whose CRM is the actual bottleneck, that diagnosis is the prerequisite for a productive AI workshop.

His published material covers diagnosis and architecture, plus a survey report on HubSpot practice, rather than a taught curriculum.

  • His posts provide no workshop format, cohort logistics, or per-workflow hours baseline.
  • For a campaign seeking measurable time savings and adoption validation, ask for those specifics or bring in a different supplier.
  • He frames problems at the systems and data layer, so the engagement may produce a cleaner diagram rather than a working automation or a trained client-facing team.

Examples: Source 1 · Source 2

Marty Parker

Choose Parker instead when the firm's operations are physical rather than knowledge work.

Read more

The published posts cover merchandise and inventory flow at a major golf tournament — front-of-house selling and back-of-house inventory management during a short, intense window with a lot of product moving — and a conversation on digital product passports as a way to bring sustainability, sourcing, manufacturing, and the product record into one place, alongside AI and automation in manufacturing. A firm whose margin depends on sourcing, stock, and traceability, or that needs a single product record spanning suppliers and end of life, gets more from that perspective than from a services-delivery automation teacher.

This is the least direct substitute for a campaign seeking an AI workshop for professional-services firms.

  • The published posts show no professional-services delivery work or AI training offering: the teaching context is a university classroom, and the AI commentary focuses on manufacturing rather than consulting margins.
  • A services firm would be borrowing general operations discipline, not a workshop, automation catalog, or time-savings method.
  • Treat him as a fit for a different need, not a like-for-like alternative.

Examples: Source 1 · Source 2

Sources for this section

Build your campaign brief

Editable Markdown templates for planning a campaign with this creator.

Completed brief: AI operations workshop for a professional-services firm

Completed brief: high-volume outreach vendor, decision not to proceed

Sources for this section

Research methodology

  • The 14 LinkedIn posts here were published by Ferguson's own account.
  • The posts have no publication dates; references in them span roughly two years, from a retrospective marking the second anniversary of COOPilots.io to class cohorts running in spring, summer, and autumn.
  • Several comparable creators appear in the similar-creator section.
  • No video, audio, or podcast transcripts appear here, so podcast episodes are described only as Ferguson summarised them in Ferguson's own posts, and the posts do not describe episode content directly.
  • Claims about Ferguson's follower base, rate card, or paid placements do not appear in the posts here.
  • What remains unclear: the posts do not establish Ferguson's audience by job, industry, seniority, or location, which matters for judging whether her reach overlaps a particular firm's target buyers.

Brands they talk about