When to Hire Employees or Operations Manager (or Online Business Manager) for Your Small Business

As a small business owner, you’ve probably asked yourself, “Should I hire employees to help, and if so, what kind of help do I need?” Balancing growth strategies, customer satisfaction, and team management while keeping operations running smoothly can feel overwhelming. At some point, the question isn’t whether you need help, it’s what kind of help you need.

This article will guide you through the decision-making process. We’ll explore whether it’s time to hire employees to join your team or if a more flexible, cost-effective solution like an Online Business Manager (OBM) might be the better fit for your business. By the end, you’ll have a clearer understanding of the right next step to get the support you need without overextending your budget.

What Is an OBM, and How Do They Differ from Traditional Employees?

An Online Business Manager (OBM) is a professional operations expert who collaborates with business owners on a contractual basis. Unlike traditional employees, OBMs are typically independent contractors, meaning they come without the financial burden of full-time salaries, benefits, or office-related expenses.

OBMs specialize in creating efficient systems, coordinating teams, and improving operations. Most work remotely, offering flexibility and significantly reducing costs for business owners.

For small businesses, an OBM delivers high-quality operational support tailored to specific challenges—without the expense or commitment to hire employees.

Signs It’s Time to Hire Employees or OBM

1. You’re Spending More Time on Operations Than Growth

As a small business owner, your energy should go into growing your business and serving your customers, not managing schedules or troubleshooting operational hiccups. If operational tasks are taking over your day, it’s time to consider an OBM.

• Example: A fitness coach who’s juggling one-on-one client sessions, group classes, and creating content for their online programs. They’re amazing at motivating clients during workouts, but behind the scenes, things feel chaotic—new clients don’t always get onboarded smoothly, social media posts are rushed, and team members aren’t always sure what to prioritize.

2. You Can’t Keep Up with Customer Expectations

Happy customers are the foundation of a thriving business. If you’re struggling to meet their needs—whether it’s due to delayed responses or an inconsistent experience—an OBM can step in to help.

• Example: A busy aesthetician notices that client wait times have increased, and follow-up communication is slipping through the cracks because their schedule is packed with appointments. An OBM could streamline appointment scheduling, implement automated follow-up systems, and train front-desk staff to provide consistent care—creating a better experience for clients.

3. Operational Tasks Are Slipping Through the Cracks

If deadlines are being missed, communication feels chaotic, or processes are inconsistent, an OBM can bring structure and efficiency to your business.

• Example: A business coach who’s phenomenal at helping clients scale but feels like they’re spinning plates behind the scenes. Their programs deliver incredible results, but keeping up with onboarding, team management, and preparing for launches leaves them feeling stretched thin.

4. You’re Not Ready for the Cost of a Full-Time Employee

If you hire employees it can be expensive when you factor in salary, benefits, and other overhead costs. Contracting an OBM offers flexibility and access to specialized skills at a fraction of the cost.

How an OBM Can Benefit Small Businesses

1. Cost-Effectiveness

Hiring an OBM is significantly more affordable than a full-time employee. With an OBM, you can:

• Skip expenses like benefits, payroll taxes, and office space.
• Hire for specific projects or a set number of hours.
• Receive specialized expertise without breaking your budget.

2. Targeted Focus

OBMs are skilled at quickly identifying inefficiencies and implementing solutions, ensuring their efforts directly address your business’s needs.

• Example: An Iowa-based e-commerce business struggling to keep up with order fulfillment hires an OBM to optimize inventory management and shipping processes. The OBM introduces a software system that improves order accuracy and speeds up delivery times, leading to happier customers and better reviews.

3. Flexibility and Scalability

OBMs can scale their work to match your business’s needs, whether you need short-term support or ongoing assistance.

• Example: A landscaping business experiencing a spring rush hires an OBM to manage seasonal scheduling, invoicing, and customer inquiries. The OBM ensures everything runs smoothly during the busy season without adding long-term costs.

4. Improved Team Coordination

An OBM acts as a bridge between teams, ensuring everyone is aligned and working toward shared goals.

• Example: A product-based business hires an OBM to improve communication between their sales and marketing teams. By coordinating campaigns and tracking metrics, the OBM ensures everyone is on the same page, resulting in more successful product launches.

When Is the Right Time to Hire Employees, or an OBM?

If any of the following resonate with you, it’s time to consider hiring an OBM:

• Your workload prevents you from focusing on growth or strategy.
• Customers are unhappy due to slow response times or inconsistent service.
• Inefficient processes are costing you time and money.
• You’re ready to scale but lack the infrastructure to do so.
• You need operational expertise but can’t afford a full-time employee.

How to Find the Right OBM

When hiring an OBM, look for someone who:

• Has experience in your industry or a similar business model.
• Communicates clearly and understands your goals.
• Can demonstrate a track record of improving operations.
• Aligns with your company’s values and culture—whether that’s a family-centered approach, a focus on customer care, or both.

Why OBMs Are the Perfect Fit for Small Businesses

Small businesses thrive on strong relationships, efficient processes, and personalized customer care. An OBM enhances these strengths by creating systems that streamline workflows, improve team coordination, and deliver exceptional customer experiences.

At Wasson Management + Marketing, we’re proud to be a small Iowa-based agency with extensive experience supporting small businesses across the nation. We understand the unique challenges small businesses face, and we tailor solutions to help you work smarter, not harder—so you can focus on growing your business and delighting your customers.

Whether you need better communication between teams, a more efficient system for managing projects, or a smoother customer experience, OBMs provide the operational support your business needs to thrive.

Partner with Wasson Management + Marketing

At Wasson Management + Marketing, we specialize in helping small businesses streamline their operations and achieve their goals, without the need to hire employees. Whether you’re considering hiring an OBM or need guidance on improving your business processes, we’re here to help.

Let us help you build a business that runs smoothly, grows steadily, and delivers the kind of customer care you’re proud of—all with a little “Midwest nice.”