Frequently Asked Questions
What is a Virtual Business Manager?
A Virtual Business Manager (VBM) is a remote professional who helps manage and streamline the day-to-day operations of your business, while also supporting its growth. We work as independent contractors, using technology to oversee systems, processes, people and projects - we take a proactive, big-picture approach rather than just completing individual tasks.
A Virtual Business Manager helps ensure your business runs smoothly behind the scenes, freeing you up to focus on strategy, clients and balance. We provide the structure, oversight and operational support of an in-house manager, without the overheads of employing one.
What can a Virtual Business Manager do?
A Virtual Business Manager (VBM) can take ownership of the operational side of your business, keeping everything running smoothly while you focus on growth and clients. Unlike a Virtual Admin Assistant, a Virtual Business Manager works proactively and strategically, often making recommendations and implementing improvements—not just ticking off tasks.
How is a Virtual Business Manager different from a Virtual Assistant?
A Virtual Assistant typically focuses on task-based support — handling administrative, technical or creative tasks as they are delegated. They help keep your business running day-to-day but usually don’t manage projects or make strategic decisions.
A Virtual Business Manager takes a big-picture, management-level approach. They oversee operations, coordinate teams or contractors, manage projects, improve systems and processes, and proactively suggest ways to make your business run more efficiently. Essentially, a Virtual Business Manager helps you run and grow your business, while a Virtual Assistant helps you get things done.
When would you use a Virtual Business Manager?
You’d use a Virtual Business Manager when your business has grown to the point where day-to-day operations, systems and team coordination are taking up too much of your time. If you’re busy but stuck working in the business rather than on it, or things feel messy, reactive or hard to scale, a VBM can bring structure and clarity.
A Virtual Business Manager provides management-level support without the overheads of hiring an employee, making them ideal during growth phases, when managing contractors or projects, or when you need operational leadership to keep everything running smoothly while you focus on strategy, clients and balance.
Do I work with multiple clients / projects at once?
Yes, I usually work with multiple clients and projects at the same time. I’m highly organised and use effective systems and processes to keep everything on track, ensuring each client receives the attention and support they need. If required, I also have trusted subcontractors available to assist, but only with your approval, so you can scale support without compromising quality or security.
Am I always virtual?
Yes, I work virtually, but I understand the value of face-to-face connection. I’m happy to meet in person or attend your office occasionally where it adds value.
How will we communicate?
Personally, I like to keep communication simple using tools that are easy and readily available, like email, WhatsApp, and Teams. Of course, if you prefer phone calls or video conferencing, that works too — we’ll decide together what method suits us best when setting up your services.
What tools do I use?
Technology is fantastic, but with so many options it can sometimes feel overwhelming. I like to keep things simple and use tools that make communication and collaboration easy: Outlook for emails and calendars, WhatsApp, Teams or Zoom to stay in touch, and SharePoint or OneDrive for file sharing. If you use something different, or want to try a new tool, I’m happy to learn and adapt to whatever works best for you.
What are my standard business hours?
My schedule can change week to week, but I’m generally available during office hours: 9 am to 5 pm Monday to Thursday, and from after lunch on Fridays. If you need support outside these times, I’m usually able to help as long as I have enough notice.
Why me, instead of my competitors?
Because you’re not just getting support — you’re getting a partner who genuinely cares about how your business runs and how you experience it. I bring structure, clarity and calm to the back end of your business, so things don’t just get done, they get done properly.
You’ll benefit from over 30 years of administrative experience across a wide range of industries, along with the maturity, reliability and work ethic that comes with it. I’m friendly, approachable and easy to work with, and I believe in keeping things simple, practical and fuss-free.
I’m also realistic and self-aware — I won’t overpromise, and I’ll always be upfront if challenges arise along the way. You’ll have clear communication, honest expectations and no surprises.
Do we need a contract or agreement?
Yes, I don’t start work without a signed agreement. My standard agreement covers client confidentiality, scope of work, and payment terms, ensuring clear expectations and a smooth working relationship from the very beginning.
Will I sign a Non-Disclosure Agreement?
Yes, of course. My standard agreement includes client confidentiality, but I’m happy to work with whatever arrangements make you feel most comfortable.
What are my payment terms?
Invoices are issued weekly for services provided and are due within seven (7) days. If you prefer, you can purchase a block of hours with set minimum levels. In this case, invoices will be issued to top up hours once the minimum level is reached, giving you more flexibility and predictability in managing support.
I reserve the right to charge a 10% late payment fee for invoices not paid within the agreed payment terms. Friendly reminders are usually sent first, but this fee may be applied if payment isn’t received on time.
What happens if something goes wrong or a deadline is missed?
While I take care to plan, prioritise and manage tasks proactively, occasionally things don’t go exactly as planned. If something goes wrong or a deadline is at risk, I will let you know immediately, explain the issue, and outline the steps I’m taking to resolve it. Clear communication and transparency are always my priority, so you’ll never be left in the dark.
Do I provide one-off projects or only ongoing support?
I provide both one-off projects and ongoing support, depending on your needs. Whether you need help with a single task, a specific project, or regular management of your operations, I can tailor my services to suit your business and goals.
Can I scale with your business as it grows?
Absolutely. My services are flexible and designed to grow with your business. As your needs change, I can adjust the level of support, take on additional projects, or bring in trusted subcontractors (with your approval) to ensure your operations continue running smoothly as your business scales.
Still have questions?
