The Role of an Online Business Manager: A Guide for Event Planners
In the fast-paced world of event planning, staying organized, delivering top-notch client experiences, and managing multiple projects can quickly become overwhelming. As an event planner, you’re juggling vendor relationships, client communications, schedules, and so much more. While delegation to a virtual assistant (VA) can help with day-to-day tasks, growing event planning businesses often need a higher level of support—someone who can manage operations, implement systems, and strategize for growth. This is where an Online Business Manager (OBM) comes in.
An OBM acts as a right-hand partner, managing the operational side of your business so you can focus on planning events and providing exceptional client experiences. In this guide, we’ll explore the core responsibilities of an OBM and how they can help you streamline operations, boost productivity, and support your business’s long-term success.
How an Online Business Manager Supports Growth for Event Planners
What is an Online Business Manager (OBM)?
An Online Business Manager is a strategic professional who oversees business operations, manages projects, and drives growth initiatives. Unlike VAs, who typically focus on task-based work, OBMs take a more active role in managing your business. They’re skilled in process optimization, team coordination, and systems development, working closely with you to ensure your business runs smoothly and is primed for growth.
Core Functions of an OBM:
Operational Management: OBMs oversee day-to-day operations, from client onboarding to team coordination, ensuring that tasks are completed on schedule.
Systems and Process Development: An OBM creates and refines systems to improve efficiency, streamline workflows, and maintain consistency across projects.
Project Oversight: Managing project timelines, assigning tasks, and coordinating team efforts to meet client deadlines are key aspects of an OBM’s role.
Strategic Planning: Beyond daily management, OBMs work with you on big-picture strategies that support growth and long-term success.
An OBM’s role is designed to lift the operational load off your shoulders, allowing you to focus on delivering creating, high-quality events and building relationships with clients.
Key Responsibilities of an OBM for Event Planners
For event planners, OBMs bring organization, consistency, and strategy to your business, helping you manage the complexities of event planning with greater ease. Here’s a look at the primary responsibilities an OBM can handle:
A - Project Management and CoordinationWhen to Choose an OBM:
From setting timelines to overseeing task completion, OBMs manage the entire project lifecycle. They create schedules, assign responsibilities, and monitor progress to ensure every detail of an event is handled efficiently.
Specific Tasks:
Developing Project Plans: An OBM creates comprehensive project plans that outline each phase of an event, from initial planning to post-event wrap-up.
Delegating Tasks: They assign tasks to team members, contractors, and VAs, making sure each person knows their responsibilities.
Tracking Milestones: By setting key milestones, OBMs can ensure projects stay on track, meeting client expectations and internal deadlines.
For event planners with multiple ongoing projects, having an OBM to manage project details is invaluable, helping prevent bottlenecks and last-minute stress.
B - Systems Creation and Implementation
OBMs excel at building and optimizing systems that streamline business processes. These systems cover everything from client onboarding to event timelines, bringing a consistent professional touch to your work.
Common Systems for Event Planners:
Client Onboarding: OBMs set up systems to manage new client intake, from sending welcome emails to handling initial consultations.
Document and Contract Management: An OBM can create standardized templates for contracts, proposals, and event briefs, making it easy to keep track of essential documents.
Communication Systems: Implementing streamlined processes for client and vendor communication ensures no details are overlooked.
With these systems in place, you’ll spend less time on repetitive tasks and more time focusing on growing your business and planning exceptional events.
C - Team Management and Coordination
If you work with a team of assistants, vendors, or contractors, managing everyone’s roles and responsibilities can be time-consuming. An OBM acts as a team leader, ensuring everyone is aligned and working effectively toward common goals.
Team Management Tasks:
Weekly or Bi-Weekly Meetings: OBMs conduct regular check-ins to discuss project progress, address questions, and keep everyone on the same page.
Setting Performance Expectations: OBMs establish clear guidelines for each team member, making sure they understand project objectives and deadlines.
Facilitating Communication: They maintain open lines of communication between team members, so collaboration is smooth and issues are quickly resolved.
With an OBM leading your team, you can trust that everyone’s roles are clearly defined, and productivity remains high, even during busy event seasons.
D - Financial Oversight and Budget Management
Financial management can be a challenging aspect of event planning, especially when working with multiple clients and vendors. An OBM helps you maintain control over your finances, track expenses, and ensure that your projects remain profitable.
Financial Management Tasks:
Budget Planning: OBMs assist with creating budgets for each event, tracking expenses, and ensuring profitability.
Invoice Management: By handling invoicing and payment tracking, an OBM helps maintain consistent cash flow and avoids payment delays.
Vendor Payments and Expense Tracking: OBMs keep tabs on vendor payments, ensuring all costs are accounted for and within budget.
This financial oversight provides clarity and control, making it easier to make informed business decisions that support profitability and growth.
The Benefits of Hiring an OBM for Your Event Business
For growing event businesses, OBMs bring stability, expertise, and a fresh perspective to daily operations. Here are some of the top benefits of working with an OBM:
Greater Efficiency: With systems in place, your workflow becomes streamlined, allowing you to complete tasks faster and avoid time-consuming inefficiencies.
Enhanced Client Experience: OBMs oversee client interactions and ensure that each client’s journey, from inquiry to event day, is professional and seamless.
More Time for High-Level Work: By handling operations, OBMs free up your time to focus on business growth, client relationships, and creative event planning.
Scalability: As your business grows, having an OBM on board enables you to scale with ease, taking on more clients and projects without compromising quality.
An OBM’s comprehensive support allows you to pursue your growth goals confidently, knowing that your operations are in expert hands.
Is an OBM Right for Your Event Planning Business?
Deciding to hire an OBM depends on where you are in your business journey and the types of support you need. Here’s a guide to help determine if an OBM is the right choice:
Consider Hiring an OBM if:
You’re Scaling Your Business: If you’re ready to take on more clients, larger events, or additional projects, an OBM can provide the operational structure needed for smooth growth.
You’re Overwhelmed by Operations: If daily business management tasks are consuming your time and taking you away from planning, an OBM can relieve the burden.
You Want a Strategic Partner: An OBM isn’t just an assistant; they’re a strategic partner who actively contributes to your business’s success, helping you refine systems and plan for long-term goals.
Hiring an OBM is a worthwhile investment for event planners who need a trusted partner to oversee operations, allowing you to focus on your core strengths.
How to Find the Right OBM for Your Business
Finding the right OBM involves aligning their skills and experience with your unique business needs. here are a few tips for choosing the best OBM for your event planning business.
Tips for Selecting an OBM:
Look for Relevant Experience: Choose an OBM with experience in event planning or similar service-based industries, as they’ll better understand the complexities of your business.
Assess Communication Style: Your OBM will be a key collaborator, so finding someone whose communication style and work ethic align with yours is essential.
Discuss Goals and Expectations: Before hiring, discuss your business goals and expectations, ensuring the OBM is clear on your vision and how they’ll contribute.
Where to Find OBMs: Platforms like LinkedIn, OBM-specific directories, or industry recommendations are excellent places to start your search.
By taking the time to find the right OBM, you’ll set the foundation for a productive and positive working relationship.
Leverage the Power of an OBM to Elevate Your Business
An Online Business Manager can transform the way you run your event planning business, bringing organization, strategy, and efficiency to every facet of your operations. Whether it’s refining systems, managing client experiences, or overseeing your team, an OBM’s expertise allows you to scale confidently, avoid burnout, and focus on what you love most—creating memorable, impactful events for clients.
Ready to Bring an OBM to Your Business?
Let’s make this the year your business reaches new heights. If you’re ready to streamline operations, elevate client experiences, and take your event planning to the next level, my OBM services are hear to help. Reach out today to schedule a consultation, and let’s explore how I can support your journey toward a more productive and profitable year.
