This month started with a family emergency that meant I had to go to Holland unexpectedly for some time. It got me thinking about systems and processes in place in a business – especially a very small business where the owner does everything. In a larger business there’s often someone else to take over for a short time but when you’re self-employed it’s all down to you. So how would you deal with being out of action unexpectedly for a few weeks?
These are my tips:
1. Use a call answering service
People don’t like leaving a message, so don’t rely on your answering phone to capture people’s details. Use a call answering service, as this means people ringing up still get to speak to a person who can explain what’s going on, take messages and even deal with simple queries (depending on what level of service you have). I use JAM who offer a pay-as-you go service, but you can also use a virtual PA for this.
2. Automate your marketing
If you have an automated marketing system set up, it can send out marketing emails and automated responses; it means you don’t seem out of touch, you can still run campaigns and people will still get information by email. You may be away, but your clients won’t necessarily know that.
There are many different systems on the market and it’s well worth looking into.
3. Automate your social media
If you use social media to regularly stay in touch with your customers and prospects you want to be posting every day and this can all be automated with systems like SocialPilot or Hootsuite.
Yes, being pre-programmed may take some of the personal element out of it, but it means you’re still there on people’s radar and they won’t forget about you.
Because remember: if people don’t hear from you, they could assume you’re no longer in business, and that’s the last impression you want to give.
4. Use virtual meetings
You may not be able to attend meetings in person, but that doesn’t mean you have to miss them altogether. Make sure you’re all set up on Skype, Zoom, Team Meetings or whatever you want to use, so you can still have that talk.
It may not be a personal visit but it means you’re keeping in touch and talking, just virtually.
5. Have your systems in the cloud
If your databases and all your information and material is stored in the Cloud it doesn’t matter where you are, you can access everything and still provide a basic or even full level of service.
Nobody likes emergencies but they do happen. At least if you’re set up with these elements, your business can carry on functioning until you’re all set again for full steam ahead.
Would you like some help?
Remember that if you need any help with any of this, I’m here for you.
You can arrange a completely free session to see if and how I could help you create a business that gives you the money and the lifestyle you want.
Just email me to arrange a session, or click on the button below.