VA, OBM, or Project Manager - What Does My Business Need and When?
3-4 Min Read
As your business evolves, operational demands often increase, bringing both exciting opportunities and often new challenges in managing tasks, systems, and strategy. At a certain point in your growth, and when you understand what works well for your business, you will need to implement systems that will enable operations to run consistently and effectively, and most likely independent of the owner.
These shifts naturally lead many entrepreneurs and business owners to explore fractional support solutions, including Virtual Assistants (VA), Online Business Managers (OBM), or Project Managers (PM). Each of these roles have distinct strengths, and understanding their differences can provide valuable insights into which professional might best support your business—and when to consider adding them to your team.
Virtual Assistant (VA): The Tactical Support
A Virtual Assistant is often the first hire for small businesses and start-ups. VAs provide essential day-to-day support, handling tasks such as:
Administrative duties (email management, scheduling, data entry, document formatting)
Social media management
Customer service
Basic marketing tasks (e.g., posting blogs or managing email campaigns)
Research
Invoicing and bookkeeping
When to hire a VA:
You’re spending too much time on administrative or repetitive tasks.
You need cost-effective support to free up your time for high-level strategy.
Your business revenue can comfortably cover part-time from as little as £200 + VAT per month
Pro Tip: Start with clearly defined tasks and expectations to ensure the VA delivers measurable results.
Online Business Manager (OBM): The Operational Strategist
An OBM takes on a more strategic role, focusing on managing your business’s operations and ensuring systems run smoothly. OBMs excel in:
Overseeing team members
Onboarding new staff and/or clients/ contractors
Coordinating work across HR, IT, Finance, Legal, Design etc teams
Implementing and optimising systems and processes
Managing launches or recurring projects
Monitoring KPIs and business metrics
When to hire an OBM:
Your business has multiple moving parts, and you’re struggling to manage them all.
You’ve scaled beyond the capacity of a VA, and operational efficiency is suffering.
You’re generating consistent revenue (typically £15K+ per month) and need strategic support to grow further.
Pro Tip: OBMs are ideal for businesses ready to delegate decision-making and invest in structured growth.
Project Manager (PM): The Execution Expert
A Project Manager specialises in organising, planning, and executing specific projects within your business. Key responsibilities include:
Creating detailed project plans
Managing timelines and budgets
Monitoring risks and issues
Setting up governance and accountability for delivery
Coordinating work packages with teams to ensure timely delivery
Reporting progress regularly, escalating impacts to delivery and ensuring approvals for new stage boundaries.
When to hire a PM:
You have large-scale projects (e.g. a product launch, system migration, restructures) requiring precise planning.
You need a professional to manage deadlines, resources, and deliverables.
Your existing team lacks the capacity or expertise to oversee complex projects.
Pro Tip: PMs are often brought in for temporary or contract-based roles, focusing on project-specific outcomes.
How to Decide: Key Considerations
Choosing between a VA, OBM, or PM depends on your business’s current stage, goals, and challenges. Here are some guiding questions:
What tasks are consuming most of your time?
If they’re administrative, start with a VA.
If they’re operational or strategic, consider an OBM.
If they’re project-specific, hire a PM.
What is your budget?
VAs are the most cost-effective.
OBMs and PMs require a higher investment but offer specialised skills and greater impact.
What is your long-term vision?
A VA can help you build capacity and consistency.
An OBM can help you scale.
A PM can help you deliver key milestones.
Final Thoughts
The right hire can transform your business by freeing up your time and driving efficiency. Start by identifying your most pressing needs and aligning them with the expertise of a VA, OBM, or PM. Investing in the right professional at the right time ensures your business continues to grow sustainably and successfully.