VA, OBM, or Project Manager - What Does My Business Need and When?
3-4 Min Read
Introduction
As your business grows, so do your operational demands. While this growth can be exciting, it also presents challenges in managing tasks, systems, and strategy. One key question arises for many entrepreneurs and business owners: "Do I need a Virtual Assistant (VA), an Online Business Manager (OBM), or a Project Manager (PM)?" Each of these roles serves a unique purpose, and understanding the differences can help you determine which professional to bring on board—and when.
Virtual Assistant (VA): The Tactical Support
A Virtual Assistant is often the first hire for small businesses and startups. VAs provide essential day-to-day support, handling tasks such as:
Administrative duties (email management, scheduling, data entry)
Social media management
Customer service
Basic marketing tasks (e.g., posting blogs or managing email campaigns)
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 or project-based assistance.
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 higher-level role, focusing on managing your business’s operations and ensuring systems run smoothly. OBMs excel in:
Overseeing team members
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 $250K+) 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
Coordinating with teams to ensure timely delivery
Monitoring project milestones and reporting progress
When to hire a PM:
You have large-scale projects (e.g., a product launch or system migration) 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.