If your OBM is second-guessing themselves and trying to please your “it only takes 2 minutes to produce” mindset, then they don’t have the right mindset to play in your space. The truth is, what looks like a quick job to you is rarely a quick job in my 35+ years of business admin experience. If your current VA or OBM is trying to make this work, then they will burn out trying.
You need an OBM that brings resilience, confidence and clarity to the table. One who has boundaries set and spends time educating clients and managing expectations without damaging relationships. It’s a skill. This type of OBM protects your time and ensures your business runs smoothly and they deliver without compromise.
You many not appreciate, this and it may be an unpopular point of view but if your OBM is not bringing these qualities to the table then you don’t have the right person for the job. You might already be feeling it; blurred boundaries, chaos, frustration?
Here is how you can help your current OBM to give you structure, calm and partner with you to see the bigger picture.
1. Confidence in value
You may not always understand why a task costs more or takes longer than expected. What you need from your OBM is someone who stands firm in their expertise. A great OBM knows their worth, owns their process, and can back it up with clear data like time-tracking or workflow breakdowns. When your OBM believes in the value of their work, it ensures you get the best results and it helps you respect the process, the time, and ultimately, the outcomes for your business.
2. Clear communication
The mindset of an OBM isn’t just about how they think; it’s how they communicate with you. A strong OBM will calmly explain why what looks like a “five-minute job” takes 30 minutes once all the steps are considered. They’ll use simple examples, break tasks into clear stages, and set realistic timelines so you can see the bigger picture. Their goal isn’t to make excuses or justify time, it’s to educate you, build trust, and ensure your business gets the quality outcomes it deserves.
3. Boundaries that protect you
An OBM with the right mindset knows that saying “yes” to everything isn’t helpful to your business. They set boundaries not to shut you down, but to protect your time, their focus, and the quality of work delivered. When your OBM stands firm on what’s realistic, you benefit from better outcomes and fewer costly mistakes.
4. Solutions over shortcuts
When it comes to your OBM, a strong mindset is solution-focused. Instead of people-pleasing or cutting corners, they’ll help you prioritise what’s important and explain the trade-offs if you want something faster. That way, you’re always clear on what’s possible, what isn’t, and this way, your business stays on track without the chaos of rushed decisions.
5. Resilience when things get tough
Not every expectation is realistic, and sometimes you might push back. The OBM you need won’t take it personally or bend under pressure. Their resilience allows them to stay professional, restate boundaries, and guide you back to the bigger picture. That steadiness keeps your business moving forward without holdups.
The Bottom Line
The right OBM doesn’t just manage tasks; they manage expectations, systems, and results with a strong, steady mindset. Confidence, clarity, and resilience help you, as the client, see the process clearly and get the outcomes you’re paying for.
If your OBM doesn’t bring this mindset to the table, it may be time to find one who does. At JMJ, this is our strength: we combine clear communication, strong boundaries, and structured solutions to bring calm to chaos and clarity to your business. Our clients love that they can bounce ideas and brainstorm parts of their business with me to gain a different perspective vital to their plans.
Notice the OBM difference
With the wrong OBM |
With JMJ |
|---|---|
| Say ‘yes’ to everything, even when it’s unrealistic. | Sets clear boundaries that protect your time, budget and outcomes |
| They hold back, making you wonder why something takes so long or costs more. |
Explains the process in plain language so you understand exactly what’s involved. |
|
Rushes through tasks to tick the box which can lead to mistakes or costly reworks. |
Focusses on quality and efficiency, ensuring work is done right the first time. |
|
The struggle when you push back, creating tension or delays. |
Stays calm and resilient, guiding you back to the bigger picture without friction. |
|
Reactive: constantly putting out fires. |
Proactive: plans ahead, manages systems, and keeps your business running smoothly. |
|
Overwhelms you with chaos and unclear processes. |
Brings calm to chaos, clarity to systems, and confidence to your business. |
If your OBM lacks confidence, clarity, and resilience, and your clients notice this, you’re not getting the partnership your business deserves. At JMJ, this mindset isn’t optional; it’s how we work every day. If you want to know more, book a clarity call today and see for yourself.
