Is your VA business set up for the unexpected?
I recently had to take some personal time away from my business.
I had no notice – it was a family emergency – and I had to be off right away.
There will be a time in your business when you need to be off – whether unexpectedly or planned – hello, vacation? – 🙂
When we first start our business, we often don’t think of this until we need it.
That’s normal.
So if you have not got yours set up yet, here are a few tips for you:
1. Write everything down.
Build procedures for each of the tasks that you perform in your business. Write them down and keep them someplace where you can share them if needed. This goes for both your own business admin as well as your client work. Yes, it’s a lot of work to do it, but if you have procedures ready to go then it’s much easier to be off – planned or unplanned.
2. Have a backup in place.
No matter whether you are taking a long weekend or have to be off longer term, you should have a plan as to what will happen to your business while you are away. You should have someone that can back you up so that the work that needs to get done, gets done. I have a few backups, depending on what needs to get done.
3. Keep your clients in the loop.
When you will be away, be sure that your clients know – and that they know what is going to be done and when, if you are not in the office. If you are the only support for your client, it can be unnerving to think that you will not be available, especially if they don’t know how to do some of the tasks you do for them.
4. Make things easy for your backup.
When you are not the one doing the work, make sure that your backup doesn’t have to struggle too much to get your work done. Have the clients increase their normal lead time. Develop clear checklists and procedures that help them complete your work properly and as easily as possible.
5. Check in if you are able.
Unless you are on a cruise ship in the Bermuda Triangle, you probably have access to a phone line or the internet. Check in with your backup or your clients to make sure all is going well. Your business needs to be there for you when you are back from being out of office – whether it’s a holiday or a family emergency. Your clients are the thing that keep your business running. Show them some respect and check in occasionally to ensure that all is going smoothly in your absence.
It’s a great thing to do – take time away from your business.
If you don’t have a backup, and you still want to go on vacation, you can certainly plan with your clients to get things done before you leave and pick them back up when you get back.
Also, a one-off tip: One of the other things I am able to do is walk people (especially clients) through the steps of my tasks over the phone (ie processing a payment or sending an email broadcast) so if I am away and something unexpected comes up I have also done this (more times than I care to admit actually LOL!). But it’s effective. I know my work and systems and it’s good in a pinch.
But you will find it much easier to take time away (anticipated or not) if you have a good plan in place.
It’s a really good thing – for you, and for your business.
If you want some help getting your business set up for time away, follow these tips and you will be well on your way.
Building procedures is a one-time big job, but then it just takes managing it and updating it after the fact. It’s awesome.
And by all means, if you need help figuring it all out, reach out!
If you want my help, check out my events page here: www.yourvamentor.com/events to see the options.
Can’t get started? See the Getting Started as a VA program to build your foundation. On Sale Now!
Need more money? See the Creating Services Packages Program to restructure your service offerings. Happening July 11th!
Need more clients? Look at the Earn 50K as a VA Live Group Program to rebuild your business model and marketing message for a higher level of clients. Starts in August!