Do You Need an OBM or VA? The Best Role for Event Professionals
As an event professional, you know how essential it is to balance creativity with efficiency, staying organized amid the chaos of timelines, vendors, and client communications. But as your business grows, so do the demands on your time and resources. Enter the virtual assistant (VA) and online business manager (OBM)—two roles designed to provide valuable support, though they serve very different purposes.
Choosing the right role for your event business is crucial. While both VAs and OBMs can relieve pressure and boost productivity, they offer unique skill sets and levels of involvement. In this guide, we’ll break down the key differences between a VA and an OBM, outline tasks suited to each role, and provide insights to help you decide which one will best support your event business goals.
OBM vs. VA: Choosing the Right Support for Your Event Business
What is a Virtual Assistant (VA) and What Do They Do?
A virtual assistant (VA) is an individual who provides remote support, typically handling a range of administrative tasks to help streamline daily operations. VAs are versatile, task-oriented, and ideal for executing repetitive or time-consuming duties that don’t require strategic oversight.
Core Responsibilities of a VA:
Administrative Support: Tasks like email management, calendar scheduling, data entry, and document preparation fall under a VA’s purview.
Social Media and Marketing Assistance: Many VAs are skilled in managing social media accounts, creating basic graphics, scheduling posts, and responding to follower interactions.
Client Communication: VAs can handle client inquiries, follow up on requests, and maintain regular communication to keep clients informed and satisfied.
Event Coordination Support: For event businesses, VAs can assist with vendor communication, contract tracking, and organizing event timelines as directed.
When to Choose a VA:
If you’re looking for assistance with day-to-day tasks that are important but don’t require in-depth strategy, a VA is a great fit. VAs can help manage essential details and free up time, allowing you to focus on more specialized work.
Example: An event pro might hire a VA to manage inbox inquiries and organize contracts, making sure they’re accessible for planning without dedicating personal time to sorting through documents.
What is an Online Business Manager (OBM) and What Do They Do?
An online business manager (OBM) is a higher-level strategic partner who takes a more proactive role in managing your business. Unlike VAs, who are task-focused, OBMs focus on overall business management, supporting growth, and streamlining systems.
Core Responsibilities of an OBM:
Project and Team Management: An OBM oversees project timelines, assigns tasks to team members, and ensures milestones are met, acting as your “operations manager.”
Systems and Process Development: OBMs create, implement, and refine systems for efficiency, such as workflow automation, onboarding processes, and communication guidelines.
Metrics and Performance Tracking: An OBM monitors KPIs and provides insights into productivity and growth, helping you make informed decisions.
Client Experience Oversight: OBMs ensure a seamless client journey, managing onboarding, ongoing communication, and post-event follow-ups to maintain a high standard of client service.
When to Choose an OBM:
If you need someone to manage your business operations with minimal oversight, streamline systems, and drive growth, an OBM is an excellent fit. OBMs provide leadership and are deeply invested in your business’s success.
Example: An OBM could set up a client onboarding system for an event planning business, from initial inquiries to post-event feedback. By managing this client journey, they ensure consistency, freeing you to focus on your creative and strategic responsibilities.
Key Differences Between a VA and an OBM
While both VAs and OBMs provide valuable support, their roles, responsibilities, and impact on your business are quite different. Here’s a breakdown of the core distinctions.
Takeaway: If you need specific tasks manage efficiently, a VA is ideal. For more integrated, strategic support aimed at scaling operations, an OBM is a better fit.
Choosing the Right Role Based on Your Business Needs
To determine which role best fits your event business, consider your goals, current pain points, and the areas where support would have the biggest impact.
Signs You Need a VA:
You’re drowning in Admin Tasks: Managing emails, organizing files, and scheduling meetings are eating into your time and hindering productivity.
Social Media Needs Regular Updates: Maintaining a social presence takes time and you need someone to handle post scheduling, follower engagement, or responding to inquiries.
Client Follow-Ups: If client follow-ups are falling through the cracks a VA can help keep communications consistent without taking up your time.
Signs you Need an OBM:
You’re Ready to Scale: You want to grow but need a solid infrastructure to support more clients, larger events, or a bigger team.
You’re Spending Too Much Time on Operations: If you find yourself bogged down with workflows, client onboarding, or project tracking, an OBM can take charge.
You Want Long-Term Growth and Systemization: An OBM can create repeatable systems that support growth, allowing you to focus on high-level strategy and creative vision.
By aligning the role with your business needs, you can ensure you’re getting the right support to reduce your workload and enhance efficiency.
Practical Tips for Working with VA or OBM
Once you’ve chosen a VA or OBM, setting up a successful working relationship is key to maximizing the benefits of delegation. Here are some practical tips to ensure a productive partnership:
For VAs:
Set Clear Task Instructions: Since VAs are task-focused, provide detailed instructions and context for each assignment. This ensures they understand the desired outcome and any specific guidelines.
Create Templates and Checklists: Use templates for repetitive tasks to maintain consistency and efficiency, like client follow-up emails or event planning checklists.
Regular Check-Ins: Schedule weekly check-ins to review progress and address questions, allowing you to stay updated without micromanaging.
For OBMS:
Define Goals and Metrics: Share your business goals and key performance indicators (KPIs) with your OBM. This allows them to align their work with your objectives and track progress.
Encourage Autonomy: Give your OBM the freedom to implement systems, make decisions, and lead projects. This autonomy helps them perform at their best and allows you to focus on other responsibilities.
Monthly Strategy Meetings: Schedule monthly or quarterly strategy sessions to discuss upcoming projects, review goals, and make any necessary adjustments to your approach.
Building a strong working relationship with your VA or OBM can optimize workflows, improve communication, and lead to smoother operations and better results.
The Long-Term Benefits of Hiring the Right Support
Bringing a VA or OBM onto your team isn’t just about handling immediate tasks—it’s an investment in the growth, sustainability, and scalability of your business.
Benefits of Hiring a VA:
More Time for Core Work: With administrative tasks delegated, you can focus on what you do best—delivering memorable events for clients.
Reduced Overwhelm: Daily demands are less overwhelming when routine tasks are handled efficiently, allowing you to work in a balanced, organized way.
Enhanced Client Communication: A VA can maintain regular client follow-ups, keeping clients informed and satisfied with minimal oversight.
Benefits of Hiring an OBM:
Increased Operational Efficiency: An OBM establishes processes that make your business run smoothly, even as it grows.
Long-Term Strategy Support: With someone managing the operational side, you can focus on vision and growth, knowing that your OBM is taking care of the details.
Consistent Client Experience: OBMs ensure that every client interaction is smooth, consistent, and professional, which builds your reputation and encourages repeat business.
With the right support, your business becomes less about managing tasks and more about creating impact and delivering exceptional experiences.
Choosing Your Ideal Support: OBM vs. VA for Your Event Business
Both VAs and OBMs provide invaluable support, but they bring different strengths to your business. By identifying the specific needs of your event business—whether it’s assistance with daily admin tasks or strategic support for scaling—you can choose the role that offers the most impactful results.
Whether you need the operational leadership of an OBM or the efficiency of a VA, investing in the right support can transform how you manage your time, serve your clients, and grow your business.
Ready to Transform Your Business Operations?
If you’re ready to take the next step with strategic support, consider my OBM services. I’ll help you create streamlined systems, oversee projects, and manage client experiences, freeing you to focus on expanding your vision. Reach out today to book a consultation and explore how an OBM can elevate your event business.
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