07/02/2025
As entrepreneurs, one of the most significant steps we take is deciding to build a team. The right support can make all the difference, but knowing who to hire for which role can be a tricky decision. The question often comes down to: Do I need a Virtual Assistant (VA) or an Online Business Manager (OBM)?
Let’s break down the difference between these two roles and explore why it’s crucial to understand which one is right for your business. More importantly, we’ll talk about when someone isn’t a good fit for OBM services. The struggles that arise when a client doesn't understand or isn't ready to hand over important decisions, as well as how to recognize when it's time to part ways.
What Does a VA Do?
A Virtual Assistant (VA) is typically someone who provides general administrative support to an entrepreneur or business owner. Their role can include tasks like managing emails, scheduling appointments, handling customer service inquiries, and doing basic social media management. VAs are often the go-to for day-to-day operational tasks that keep the business running smoothly but don’t require much strategic decision-making.
VAs are great for:
Data entry
Scheduling and calendar management
Customer service support
Social media posting
Basic administrative tasks
What Does an OBM Do?
On the other hand, an Online Business Manager (OBM) is someone who takes a much more strategic approach to supporting a business. They are responsible for overseeing the entire operations of a business, from managing teams to creating systems and processes that support growth. An OBM steps in to handle high-level decisions about business strategy, project management, and even financial oversight.
An OBM’s role includes:
Managing the team, delegating tasks, and ensuring accountability
Creating and optimizing business systems and processes
Handling strategy and decision-making with the business owner
Overseeing marketing, sales, and financial goals
Ensuring the business runs efficiently, smoothly, and with scalability in mind
When Someone Isn’t Ready to Work with an OBM
This is where things get tricky. When you hire an OBM, it’s essential that you’re ready to hand over the reins of some of the most important decisions in your business. The relationship is a partnership based on trust and collaboration. However, I’ve learned from working with clients that some entrepreneurs aren’t quite ready for this level of partnership.
If you're still holding onto every decision, every project, and every detail, the relationship with your OBM won’t work. The key to working with an OBM is the ability to trust and let go. You hire them because they have the expertise to handle things without micromanaging, and they can only do their job effectively if you’re willing to give them the space to make decisions and take charge.
Signs You Might Not Be Ready for an OBM:
You’re not comfortable delegating important decisions: If you’re constantly second-guessing your OBM or taking back decisions, it creates friction and makes the relationship ineffective.
You’re not open to advice or guidance: If you aren’t coachable and aren’t open to the strategies your OBM suggests, it becomes difficult for them to do their job and create meaningful changes.
You’re not clear about your goals or vision: Without a clear understanding of where you want to go, an OBM can’t effectively steer the business in the right direction.
When Someone Is Not a Fit for OBM Services
Working with an OBM requires trust, clear communication, and a commitment to growth. But what happens when you realize that despite all efforts, the relationship just isn’t working? This is where recognizing a mismatch is crucial.
There was one client in particular where I did everything within my power to help—offering guidance, solutions, and support. Yet, every time I would offer a strategy or try to steer things in the right direction, they would come back with more venting and frustration, never addressing the core issues.
And here’s the hardest part: It doesn’t matter that I heard them, attempted to offer solutions, worked harder on communication, and did everything I could to meet their needs. It didn’t matter. They didn’t see it that way. Period. Nothing I did was going to change that.
Despite my best efforts, I found that nothing I said or did would change the way they were reacting. And that’s when it became clear to me that the relationship was no longer sustainable. It wasn’t about me or my expertise; it was about their own inability or unwillingness to trust the process and follow through.
Here’s the thing: When you hire someone like me—someone who’s experienced, has the expertise, and is ready to guide you toward success—but you’re constantly questioning their advice, expertise, and experience, it won’t work. If you’re not willing to be coachable and trust the process, then no amount of strategies or systems will make a difference.
It was one of the toughest lessons I had to learn: sometimes, despite all the effort in the world, you cannot change the way someone chooses to show up. And that's okay. The most important thing in these situations is recognizing when a partnership isn’t the right fit, for both your business and the client’s growth.
Whether you’re hiring a VA or an OBM, it’s critical to understand the distinctions between these two roles and assess what your business truly needs. The relationship with your OBM can be incredibly powerful, but it’s only effective if you’re willing to trust them with the responsibility they’ve been hired for.
If you find yourself unable to let go of the reins, it might not be the right time for an OBM. And that’s okay. Taking the time to get clear on your needs, being coachable, and learning to delegate will ultimately set your business up for success—whenever you're ready.
