Are Your Top 3 Covered?

We already know that backup plans and systems are crucial for seamless operations.

But they ALSO play a key role to ensure continuity in the absence of key personnel (that’s you).

In other words, if you don’t want to be disturbed when you are at home with your family or on vacation enjoying well deserved time off, you better have good, well-documented plans.

But where do you start if you don’t have any, or if you know your current versions could be improved? Today, we encourage you to work on your top 3 most important backup plans. And remember, they do not have to be perfect. If your current plans are nonexistent (or seriously lacking), ANYTHING you do will be a massive improvement.

List the top 3 things you can’t operate without. Think critical systems like POS, electricity, internet, product availability and payment processing.

Starting with the most important, begin to document your backup plan. After its drafted, run through each step yourself to ensure you are documenting everything of relevance, and tweak it until you have.

Schedule a dedicated time to review and practice the plan with your key staff. Ensure you have printed, laminated copies in common areas (so no one is searching for them when they are needed).

That’s it! Easy right? We know, not so much…

If you read step 2 and have no idea where to start, here’s a gold nugget for you: Ask ChatGPT. Like it or not, AI can provide a MAJOR jump start for projects like these. After prompting it with “Help me create a backup plan if my POS goes down”, it gave me a 13-step process full of valuable info. Using ChatGPT to jump start your backing planning will save you valuable time and money. This is a free resource available to you.

In addition to backup plans, you should plan fire drills, emergency plans, smoke detector checks, etc. on a regular schedule.

You became a Business Owner to control your own time and income. Working too many hours in the day and keeping all the critical information in your head is a sure-fire way to burn out.

Pro Tip: Another great place to start is a supplier or vendor list.  When something goes wrong, who are the important people that can provide help THAT ISN’T YOU?

A vendor list is simple but often overlooked. Consider all the suppliers you have (IT, suppliers, paper products, parts suppliers, plumbers, electricians…), create a category for each, and list the vendors, in order of priority and include notes that will help your team if they need to call them.

Prepare the list, laminate it, and keep several copies in common areas that can be referred to at moment’s notice. TIP: Give managers autonomy to use it instead of calling you when faced with an issue.