Will Your Business Survive Without You?

I had a health scare in December.

As it turns out, everything's perfectly okay. But the possibility of things not being okay really knocked me for a loop.

For the first time ... ever ... I thought about what would happen to my business if I suddenly weren't around to take care of it.

What an eye-opener!

Fact is, I'm the only person who really knows how things work in my business.

Several people - from my attorney to my coach to my book printer - know 'bits' of it. But there's really no one who knows enough about my business to step in, figure things out, and keep things moving without me.

And that was pretty scary to me. (Fortunately, it was scary enough to actually do something about it.)

Thought it would be helpful to share with you what's working for me....

1 - Put your business systems in writing

The good news: I know exactly how things work in my business.

The not-so-good news: I'm the only person who knows exactly how things work in my business.

Why is this a problem?

For starters, I'm heading out on vacation tomorrow. And I don't want to bring work with me! If I'm the only person who knows how to keep things moving, how is this possible?

It's clear I need some systems. So what needs to be in writing?

Ideally, practically everything. But you might want to start with something fairly easy. Say, how you 'process' new customers, or clients.

When someone decides to work with me as an Art Coach, here's what happens:

? We make our first coaching appointment

? I get credit or debit card authorization for payment of coaching fees

? I send out a Welcome Pack, which includes: pocket folder/label, cover letter, business card, Policies & Procedures, Client Data Form, Client Checklist, Coaching Prep Form, and additional information about coaching

? I use my 'KG Checklist' to check off the exact forms I send out; note date mailed/delivered

? I prepare a client folder for my office: insert checklist, cover letter and all info/notes to date, write phone number on tab, write date of first coaching appointment (and all subsequent appointments) on the folder cover

? I follow up and note when the signed Policies & Procedures form is returned, and add it to the client folder

? I staple the completed Client Data Form to the inside cover of the client folder

? As we work together, I add all relevant materials (correspondence, artwork samples, etc.) to the folder

What's your 'system' or 'process' for prospects and new customers? Do you:

? Capture all their contact information (name, address, phone, email, snail mail)?

? Send them a thank you note?

? Give/send them an Artist Pack (folder with you Bio, Artist Statement, Resume, and other information about you and your work)?

? Add them to your database? How? When?

? Follow up with them regularly? How often? In what way(s)?

? Invite them to your events?

? Send event announcements?

? Send holiday cards?

? Ask them for referrals?

Chances are, if you have a 'system' for doing things, you'll be more consistent. And that's likely to make your business stronger.

2 - Let people know where you keep things

Okay, I actually do need to be around for some things - for example, my 1:1 telephone coaching sessions.

But other processes don't need me at all. Take, for example, my book, "187 Tips for Artists."

? It's already written, already published

? Website's up

? Advertising (googleAdwords) is in place

? Orders are moving smoothly through online booksellers, my website/shopping cart, retail outlets

? Revenue is automatically deposited in my business account

So what's the problem? Once again, I'm the only person right now who knows how this works.

Unless I write down my 'book-selling' system - and let someone know where to find it - if I'm not around, my book sales come to a screeching halt.

I've put way too much work into the book to allow that to happen. So I'm writing - and will soon be sharing - exactly how my 'book-selling' system works, and how to keep it working without me.

So that's the point of this section: Writing your systems is just the first step. You also have to let a trusted colleague (or assistant, or family member, or friend) know where they are - and how to use them.

3 - Automate and delegate

One of the coolest benefits of writing out your systems and procedures is that you'll see places that you can automate ... or delegate.

Yep. That means less work for you!

Looking back at my procedures for new clients, for example, it's pretty clear that I don't need to do everything myself.

For starters, I could ask someone else to put together and mail the Welcome Packs for me. That could be a half hour or so every time I add a client.

And where does automation come in? Wherever possible, I say. Case in point, I used my automated broadcasting system to send out this month's newsletter.

I couldn't do it myself, because I was on vacation.....

Ahhhhhhhh. Automation..............

Best-selling author Kathy Gulrich helps clients get from idea, to action, to results - more quickly, and more easily - whether they're looking to write a book, develop a new product, or market their product or business. Clients love her direct, no-nonsense approach - and her gentle insistence on great results. Find out for yourself: Check out one of Kathy's teleclasses, or pick up a free worksheet, at http://www.smARTbusinessCoaching.com

---

Making the Financial Transition

Making the financial transition from paid employment to earning a... Read More

Message to Prospective Franchisees for Franchisors

Many franchise companies fail to send the proper message to... Read More

Securing Second and Third-round Venture Capital Financing

Widget sales are booming ? the competition is scrambling, demand... Read More

Six Degrees of Separation

Through just five or six intermediaries, you could be linked... Read More

Creativity & Entrepreneurship: The Creative Evolution of an Intellectual Property©

In each of us, there is a creative spark -... Read More

Before the Business Plan

Purveyors of conventional wisdom would have you believe that the... Read More

Entrepreneurs: Benefits vs. Features-Know the Difference!

Entrepreneurs know their business. They know their product, their service.... Read More

Drive Website Traffic Unconventionally, Force Your Children To Do It

If you believe that every little bit helps then keep... Read More

Oil Change Guys History; Part IV

One trait of franchisors and something you will find in... Read More

7 Lean Marketing Laws For The Inspired Entrepreneur

The following laws will provide guidance on how to act,think... Read More

How To Grow Your Micro-Business

If you want to grow your micro-business (defined as a... Read More

Will Your Business Survive Without You?

I had a health scare in December.As it turns out,... Read More

Why Most CEOs & Entrepreneurs Fail?

Times are tough. The economy is in a constant state... Read More

How Much Risk is Necessary to Grow Your Business?

A business owner is thoroughly responsible for their own financial... Read More

Everything You Wanted to Know About Public Domain Info, but Were Too Afraid to Ask!

What to Look Out For:Copyright - you absolutely must check... Read More

How to Start a Franchise

Franchising InformationFranchise oppotunities are all around us today. You may... Read More

Starting Your Business By The Book

I've gotten several questions recently about the legalities of starting... Read More

Success Secrets - What I, Mike Litman Learned From This Old Book

Yesterday was a beautiful, sunny day in New York and... Read More

The Entrepreneurial Difference

Who would ever have imagined that going door-to-door in my... Read More

The Fear Factor

I recently conducted a lil' survey asking my colleagues what... Read More

Could a Non-Profit Structure Be Right for Your Business?

If you have a business idea, or an idea for... Read More

An Entrepreneurs Biggest Cost

When launching a new product or company, an entrepreneur must... Read More

... in Pursuing the American Dream

This morning I woke up at 4:30 in the morning,... Read More

Vendor Relations

Communication is the key to vendor relations. In your small... Read More

Starting Your Business: It All Boils Down To Making Money and Saving Money

Bootstrapping in the context of business start-ups refers to the... Read More

Differentiation ? Smart Marketing Strategies for the Solo Entrepreneur

Are you ever frustrated or hesitant when you talk to... Read More

Delivery Companies Make the Grade

In the United States we have the most efficient delivery... Read More

Oil Change Guys History; Part I

How do franchise companies come to be? How do they... Read More

The Heroic Entrepreneur: Profiting from Your Brilliance

If you look up the definition of hero in Webster's,... Read More

How To Get More Clients and Customers; Dont Sell Be of Service

Whether you are just starting your business or focusing on... Read More

Competing With The Big Dogs

You run a small consultancy. You're well qualified, experienced and... Read More

Oil Change Guys History; Part II

Franchise companies are not born they are made and when... Read More

Business Start Up Tips From Some Hearty Entrepreneurs

When's the last time someone asked you: "What's new?" If... Read More