How to decide if a VA or a VBM is the best fit for you

How to decide if a VA or a VBM is the best fit for you

“We are growing, and our business is like a bucket with tiny holes in it. And we want to be able to catch all the little balls that get dropped, while we go after the bigger and shiny wins”.

I had a discovery call last week with a business owner who, in his pre-call questionnaire answered the above when asked what his frustration was. His answer summarised what so many clients are experiencing. During the call we went through possible solutions we can help with. Those being whether a virtual assistant or a virtual business manager is the best fit for him.

Key Differences Between a VA and a VBM

A VBM is an accountability partner who works with our clients at a strategic level, and manages the company’s day-to-day operations, teams and projects. They are responsible for your systems and processes, while working with the business owner to make sure they are focused on the tasks and projects that lead the business forward. A vested member of the team.

A VA on the other hand operates primarily in a task-doing mode, working directly with the client if there is no VBM in place. If the client has a VBM it is likely that the VBM will manage the VA along with the other members of the client’s team.

This chart explains it best:


Eight Working Examples of How The Two Roles Work

  • A VA will manage certain tasks within their client’s business, to allow valuable time for them to work on more lucrative aspects of their business, or take time out to develop and grow their business. A VBM will actually be involved in this process with their clients, helping them research, discover and manage the different aspects, so they actively grow their business.
  • A VA will receive specific instructions on what tasks need to be accomplished and when. A VBM will work with their clients on a schedule to assign tasks to a VA, Web designer, developer, affiliates, or other support partners.
  • A VA will create a newsletter template or content and send it out to the email list. A VBM will work with their client to create a sales funnel strategy to launch or sell a product or service.
  • A VA will manage enquiries and basic requests. A VBM will build relationships with their client’s existing customers and communicate with them at a deeper level.
  • A VA will create an opt-in form for your email list and manage that list. A VBM will manage the analytics of the opt-in to measure results and create a strategy working forward.
  • A VA will produce and send out invoices and possibly track payments etc. A VBM will invoice clients, pay affiliates, pay contractors and create and manage other systems within their client’s business.
  • A VA will typically work with 5-10 clients a month, implementing the various tasks assigned to them. A VBM will typically work with 2-3 clients a month, as the focus is much deeper with more attention required to work that closely with client’s businesses.
  • A VA is a member of their client’s team. A VBM is more like an associate partner, managing certain operations of their client’s business, managing team players, and aiding in cost-control.

The Outcome of Our Discovery Call

I’m happy to report we onboarded this client with VBM support. He already has a team, his problem was he was wearing the hats of both visionary and operations manager. We’ve started working through our initial 8-week framework to integrate the VBM into his business, so he sees change (and results) as quickly as possible. Our initial focus will be to work with his team to document procedures, so we can plug some of those holes in that bucket!

If you’d like to discuss whether a VA or a VBM is the right solution for the challenges you’re facing right now do book a 15 minute discovery call with me. I’d love to help you and your business with a support option that’s the best fit for you.


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