As a Certified Online Business Manager (OBM), my role is diverse and flexible working on projects, planning and longer-term. Working on a retainer basis, I dedicate a minimum of 20 hours per month to help businesses with operations, project management, and team leadership. My job is to ensure your business runs smoothly, freeing up you, the business owner or CEO, to focus on growth and strategy. That’s all very well, but that doesn’t really tell you, dear business owner, what I actually do for you in those 20+ hours, but I’m going to rectify that now by painting you a picture of the life of a Certified OBM®️.
As an OBM, I sit just below the business owner or CEO in the organisation’s structure, managing the team, whether they’re full-time, part-time, freelance, employed, or a mixture. My role is about ensuring everything works efficiently, and I often act as the point of contact for the team, so that you aren’t bogged down by day-to-day queries.
The first 90 days are where things really get set up. This is the time to scope out the business structure, fight a few fires, and create a 90-day plan based on the top three priorities. From there, I build out systems to keep the business on track, but no week is quite the same. Here is an example of what a typical week might look like as a retained OBM.
Monday: Setting the Tone for the Week
Monday starts with the weekly team meeting. I chair this meeting, ensuring it’s streamlined and efficient. Each team member only needs to be on the call for the parts relevant to them, which saves time and increases productivity. I set the agenda, lead the meeting, and keep everything on track.
We review priorities, deadlines, and tasks for the week. If there’s a campaign or launch in progress, I make sure everyone is on track and ready to hit their targets. My role here isn’t just about setting tasks but ensuring that the right people are focused on the right things from the start of the week.
Tuesday: Systems and Processes
On Tuesday, I shift my focus to systems and processes. This is when I review existing workflows and look for inefficiencies that can be improved. It might involve updating Standard Operating Procedures (SOPs), introducing automation to streamline repetitive tasks, or refining the onboarding process for new team members.
A big part of my role is about making sure that the business runs as efficiently as possible. This might involve implementing new software or tools that help the team work better together, or simply tweaking how communication flows between departments to avoid bottlenecks.
Wednesday: Metrics and Reporting
I monitor progress on any campaigns or launches and ensure that the business is on track with its goals. This might involve looking at marketing performance, team productivity, or specific project milestones.
I liaise with the relevant team members and gather data so I can present you with a clear, concise report. My aim is to give you all the insights you need to make decisions without being overwhelmed by details.
I might spend some time researching new tools or software that could benefit the business—whether it’s a customer relationship management (CRM) system, project management tools, or something more niche. I compile my findings and make recommendations based on the business’ needs.
Thursday: Team Management and Communication
As the primary point of contact, I’m there to manage any queries or issues that have arisen throughout the week. This can range from simple questions about tasks to more complex issues like performance concerns. I handle difficult conversations professionally and make sure everything is running smoothly.
For example, if someone isn’t hitting their deadlines or is making mistakes, it can be my responsibility to step in, offer support, and address the issue directly. Team dynamics are key to a business’s success, and it’s important to manage them effectively.
I could also be involved interviewing potential new team members if the business is expanding. Finding the right fit for the team is crucial, and I make sure to ask the right questions to ensure we hire someone who aligns with both the culture and the needs of the business.
Friday: End-of-Week Review and Planning Ahead
Time to wrap up the week and plan ahead. I review the progress made during the week, compile a report for the you, and outline the priorities for the upcoming week. This keeps communication clear and ensures that the team knows exactly what needs to happen next.
We might also schedule time to touch base on long-term goals. If there’s an upcoming quarterly planning session or annual strategy meeting, I’ll start mapping out ideas and aligning them with the overall goals of the business.
Daily Routine: Keeping the Wheels Turning
Every day, I check in on the project management tool we use (like Asana or ClickUp), making sure tasks are progressing and deadlines are being met. I’m always monitoring to ensure the business is moving forward, resolving any roadblocks before they become problems.
I’m also there for any team queries or issues that arise daily. If necessary, I’ll loop in you, but my goal is to handle as much as possible so you can focus on growth rather than day-to-day operations.
Throughout the week, my responsibilities as a retained OBM include everything from managing operations, improving processes, handling team dynamics, and overseeing projects. Together, we plan quarterly and annual goals, aligning everything we do with the bigger picture of the business’s growth.
Being a retained OBM is about more than just managing tasks—I’m your right hand—your sounding board and confidant. I ensure that the entire business operates efficiently and effectively, freeing up you to focus on strategy and growth, knowing that the day-to-day operations are taken care of.
If you’re thinking of bringing in an OBM, this gives you a clear idea of how I can support your business on a weekly basis, ensuring your time is spent where it’s needed most.