If something were to happen to you tomorrow, how quickly could someone step in and take care of your customers?
In companies with employees this may not be much of an issue, but what about sole proprietors? What can you do to ensure your business can carry on without you, whether for a few days or forever? Here are some suggestions:
1. Document your processes
Naturally you know your own process so well you don’t even have to think about it. But would someone trying to take over for you know what to do?
Take action today to create some sort of documented process. Even if you don’t have time to write out a full-blow procedures manual, you can at least do SOMETHING. Here are a few ways how:
Screencast it
If a lot of your business is done on a computer, download a free screen recording program such as Jing and record yourself going through the steps of servicing an account.
Talk it out
Sit down with a friend and a voice recorder and have him interview you about your process.
Videotape it
Get in front of a video camera — even if it’s the webcam on your laptop — and talk about your process.
Write it down
Or just sit down and write out some notes on what you do. Include websites, file names, folder names, etc.
2. Store the documents in a known location
Once you’ve created the document, video or audio file, put a copy of it some place where the person taking over for you can find it. Buy a special jump drive just for the purpose or burn a CD or DVD. Put it in your lockbox or a designated folder.
Better yet, give a copy to your attorney for safekeeping.
3. Tell at least two people where the information is stored
Tell your spouse, best friend, dad or cousin — someone trustworthy who will remember the information and be able to get to it. Tell the person named as executor in your will (you DO have a will, don’t you?). If you have a living will, tell the person designated as the decision maker about your business process document.
4. Update/review as needed
Take time on a regular basis — once a year or maybe even more frequently — to review and update the document. It’s also a good idea to review the list of people who know about the document and see if any changes need to be made there.
Chances are, you’ll never need to resort to using the document. But if a circumstance comes up where someone needs to take over your business for a while, taking a few moments of preparation will help ensure your business remains viable in your absence.
