Projects are getting pushed back. Tasks aren’t getting done. And you’re spending too much of your time checking in with people to find out what’s going on.
You shouldn’t have to spend your day chasing your team just to keep a project moving.
That’s usually a sign that you need more support—but the right support depends on what’s causing the delays.
When do you need a project manager or a virtual assistant?
A project manager keeps the entire project moving by coordinating people, managing timelines, assigning tasks, and following up on progress.
A virtual assistant handles the administrative work that keeps projects organized, such as updating task lists, scheduling meetings, organizing files, sending reminders, and preparing reports.
First, figure out what you actually need help with.
Project Manager vs. VA: Who’s the Right Fit for Your Business?
Before deciding what kind of support you need, figure out what’s holding things up.
Ask yourself:
- Are tasks being assigned but not completed?
- Are deadlines regularly being missed?
- Are team members unclear about priorities?
- Are you constantly following up with people?
- Or is the project organized, but you're spending too much time handling administrative work?
If Coordination Is Holding Your Projects Back, Consider a Project Manager
A project manager makes sense when multiple people are working toward the same goal, and someone needs to keep everything moving.
A project manager may be responsible for:
- Creating project timelines and milestones
- Breaking projects into tasks
- Assigning work to team members
- Tracking deadlines and progress
- Following up on overdue tasks
- Coordinating employees and contractors
- Managing project priorities
- Communicating project updates
- Identifying bottlenecks
- Keeping projects on schedule
For example, imagine you're launching a new website.
You have a designer, developer, copywriter, and SEO specialist. Each person has their own responsibilities, but several tasks depend on someone else finishing their work first.
Without clear coordination, one delayed task can quickly hold up the rest of the project.
That’s where a project manager can help—keeping everyone on track so you’re not stuck chasing updates all day.
You can hire a project manager through Onlinejobs.ph or review available project management workers.
You can also learn from the experience shared in this practical guide to hiring a project manager.
Hire a VA When the Project Is Organized but You're Doing Too Much of the Work
If you know what needs to get done but don't have the time to do it yourself, a VA can take care of the supporting tasks.
A project VA might:
- Update project boards
- Organize files and documents
- Schedule meetings
- Send reminders
- Prepare reports
- Update spreadsheets
- Collect information
- Follow up on routine requests
- Enter information into your project management system
Maybe your team is already working well, but you're still spending hours updating task lists and following up on routine tasks. That's where a VA can help.
You may simply need someone to handle the administrative work.
You can hire a virtual assistant through Onlinejobs.ph or browse virtual assistant workers.
What If You Need Both?
You don't necessarily have to choose one or the other.
If you have several active projects, a project manager can oversee the work while a VA handles the administrative tasks that keep everything organized.
This allows each person to focus on a specific part of the workflow.
The important thing is to avoid having two people do the same job. Be clear about who owns the project and who supports it.
Onlinejobs.ph has also discussed the problem with project-based workers, which is worth considering when deciding whether you need ongoing project support or temporary help.
Before You Hire, Find Where the Project Is Breaking Down
A late project doesn't automatically mean you need a project manager.
Sometimes the problem is the process itself.
Before creating a job post, identify what is actually falling behind.
Is it:
- Planning?
- Assigning tasks?
- Following up?
- Communication?
- Administrative work?
- Meeting deadlines?
- Managing multiple people?
- Keeping information organized?
If the problem is coordination and accountability, look for a project manager.
If the problem is administrative workload, look for a VA.
If you're dealing with both, consider how the two roles could work together.
This approach also prevents you from outsourcing everything at once. Start with the responsibilities that are taking the most time or causing the most problems.
What Should You Look for When Hiring?
Don’t make your decision based only on the role they have on their CV.
Look for proof that they’ve done this kind of work before.
For a project manager, look for experience with:
- Project planning
- Team coordination
- Deadline management
- Task delegation
- Client or team communication
- Process documentation
- Problem-solving
- Project management software
Ask questions that reveal how they work.
For example:
“Tell me about a project you managed from beginning to completion. What happened when something fell behind, and what did you do?”
For a VA, focus on the specific responsibilities you'll delegate.
Look for skills such as:
- Organization
- Written communication
- Task management
- Calendar management
- Spreadsheet skills
- Documentation
- Research
- File organization
- Experience with the tools your business uses
The goal isn't to find the person with the most impressive resume.
It's to find someone who can reliably take ownership of the work you need off your plate.
Make the Job Description Specific
The more specific your job post is, the easier it is to find someone who fits the role.
Instead of:
"Looking for a project manager."
Explain what the person will actually do.
For example:
"You'll manage our weekly website development projects, assign tasks to our designer and developer, track deadlines in ClickUp, follow up on overdue tasks, and send me a weekly progress report."
For a VA:
"You'll update our project board, organize project files, schedule team meetings, send task reminders, and prepare a weekly task-status report."
Specific responsibilities help candidates understand the role and make it easier for you to evaluate whether someone is a good fit.
Give Your New Hire a Process to Follow
Bringing someone onto the team won’t fix a disorganized project on its own.
They need a clear process to follow.
Document:
- Where projects are tracked
- How tasks are assigned
- How deadlines are set
- How team members communicate
- When you expect updates
- What requires your approval
- How problems should be escalated
- What a completed task looks like
Don't make your new team member guess how you want things done. Give them the system, expectations, and tools they need to work independently.
A project management platform can help your team see what's assigned, what's completed, what's overdue, and what's coming next. For example, here's why Onlinejobs.ph uses Basecamp for project management.
Frequently Asked Questions
Is a project manager the same as a virtual assistant?
A project manager keeps the project moving by organizing the work, setting deadlines, assigning tasks, and following up with the team.
A VA typically provides administrative or operational support. A VA can support project management, but that doesn't necessarily make them a project manager.
Can a VA manage a project?
Yes, depending on the project and the VA's experience.
A VA may be able to manage straightforward projects with clear processes and responsibilities. More complex projects involving multiple people, deadlines, dependencies, and changing priorities may require someone with dedicated project management experience.
Should a small business hire a project manager?
It depends on the complexity and volume of your projects.
If you're spending significant time coordinating people, tracking deadlines, and making sure work gets completed, a project manager may be appropriate.
If you mainly need help with administrative tasks, a VA may be enough.
How do I find a good project manager?
Look for candidates who can demonstrate actual project management experience.
Ask about projects they've managed, how they've handled missed deadlines, how they communicate with teams, and what tools they've used to keep projects organized.
How do I find a good VA?
Start with the tasks you want to delegate. Then look for candidates with experience handling those responsibilities.
A clear job description and a practical skills test can help you evaluate whether a candidate can actually do the work.
Where Can I Hire a Project Manager or VA?
If you're ready to hire, you can get started with Onlinejobs.ph.
Onlinejobs.ph connects employers with Filipino remote workers, including project managers and virtual assistants.
You can also learn more about hiring through Onlinejobs.ph if you're new to working with remote employees.
The Bottom Line
When projects fall behind, take a closer look before adding someone to the team.
Figure out what’s slowing things down, then find support for that specific problem.
A project manager can take ownership of coordination and deadlines, while a VA can handle the administrative work that keeps everything organized.
Whatever role you choose, be clear about what you expect them to handle and give them a process they can follow.
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