Vol. II, Issue 02

A Note from the Editor

Hello to All,

Welcome to this issue of The ART of Business newletter, and a big welcome to all the new subscribers. Thanks to those of you who emailed me with your terrific business questions too. Soon we'll be including all that great information in a new Q&A column, so please, keep those questions coming! Just reply to this message and we'll get your questions answered.

And if you haven't had a chance yet, please stop by and visit our January 2006 Featured Artist, Nancy Mills, a Spirited Woman whose story reminds us that "we are enough," exactly the way we are.

I hope you enjoy this week's feature article, The Best-Laid Plans... It was inspired by what I've come to regard as "the Great Computer Crash of 2006."

The Best-Laid Plans

Thank goodness age has given me more than just a few gray hairs though. I've acquired a certain amount of wisdom too--at least enough to recognize the value of a good Plan B. Which is lucky for me, because this past New Year, a massive power failure in our neighborhood devastated all our technological toys.

When the electricity first flashed off, I was slightly annoyed, but it came right back on and I figured I was good to go; just reboot the computer and be on my merry way. Except I wasn't. Our Internet service was dead, our cell phones were silent (I thought those things were wireless!), and our networked computers refused to speak to each other. I was in trouble!

With deadlines to meet and emails and phone calls to return, I had to do something besides nibble off all my fingernails. Since I couldn't just stand around watching my significant other dismantle both computers in an attempt to get the network to work, I dusted off my trusty old laptop (and I do mean old!), popped in my back-up CD, and went about my business. Tapping away on that tiny keyboard and squinting at that flickering screen was like scratching pictures on a cave wall with a rock--it felt archaic--but that's how I managed to get my work finished. It wasn't perfect, but Plan B had come through in a pinch.

Many of us have contingency plans in place for our personal lives: an evacuation plan in case of fire, an emergency preparedness kit in case of natural disaster, a first aid kit in our car, or a phone tree of people to call in the event of illness or accident. But what about our business back-ups? Are you able to go on vacation without worrying about your business? What would happen if you were suddenly called away?

Like most people, I don't like to spend a lot of time thinking about all those terrible things that might happen to me or my business, but I do want to know that my business is safe, just in case. I also want to know that, in case some multibillion dollar corporation wants to buy me out, I can turn the business over and be sunning myself on a beach somewhere before the ink on the agreement is dry :).

That's why I don't call my back-ups my "disaster plans." I call them my Action Plans.

By laying the groundwork ahead of time, you can give your business its best chance at success should you need to implement a Plan B.

Here are some ideas for laying the foundation for your own Action Plans:

• Computer back-ups. At the end of every day, it's a good idea to back up all your work on some form of external media: a CD or DVD, an external hard drive, or even a Web-based storage file. Something you can access if your computer is incapacitated. One woman I know, who lives in a flood-prone area, does a full back up of all her files onto CD once a month and sends the disk to her mother-in-law in another state. That way she knows her business will be up and running again in no time if something happens to her computer or place of business.
• Fireproof storage box. I keep all my important business documents--licenses, tax records, insurance papers, bank records--in a fireproof file box. I also do a monthly back-up of my computer files onto CD and store that there too. The box lives under my desk and while it's a bit heavy to lug around, I'm hoping I'll never have to move it anywhere! You could also rent a safe deposit box at the bank to store all your important papers.
• Lists: Passwords, Projects, and Pending Files. It's important to have written, itemized lists for all those business-related things you normally keep in your head:
  • Passwords: for your email accounts, ATM cards, password-protected computer documents, website and eBay accounts; anything and everything that requires a password to access. If a loved one or business associate has to step in and take over your work temporarily, or if you decide to sell your business, the transition needs to be as seamless and efficient as possible.
  • Projects: Work that is ongoing, coming in, being planned, and/or ready to go out should all be listed on your desk calendar or daily planner or computer calendar or all of the above. Include deadlines, contact names, and phone numbers or email addresses. Again, if you are unable to perform your duties for some reason, your clients and contacts need to be advised as quickly as possible so they can put their own Plan B into action. This is not only professional courtesy, it's crucial in maintaining those strong client relationships you've worked so hard to build. Especially if you're selling the business or turning it over to a business partner--those clients are company assets and they need to be protected.
  • Pending files: invoices/bills/taxes to be paid (with due dates), follow-up phone calls to be made and emails to be answered, upcoming appointments and meetings, workshops, trade shows, speaking engagements should all be calendared and accessible to whoever you've identified to take over. The more up-to-date your files are, the more quickly you can implement an Action Plan if needed.

  By taking care of your business now, and planning for its future, you can eliminate, or at least minimize, the stress and anxiety that results when even the best-laid plans don't work out. For help with your business planning needs, contact me. My business is to help your business succeed.

  Wishing you all the best,

  Angel Brown

  www.womens-business-gallery.com

  
  Please feel free to forward this newsletter to your friends and co-workers. You can subscribe to this newsletter by visiting: www.womens-business-gallery.com/newsletter.html

  
  

  Copyright 2006 by Angel Brown. All rights reserved.

  Published by the Womens Business Gallery, Woodland Park, Colorado