All Virtual Assistant companies should have an emergency plan in place when starting your business. Don;’t fret, take the following steps to develop your plan in case of emergency or illness. Your discernment is essential in this process, but it is crucial to be prepared.
Backup Your Computer Data Frequently. For a little as $5 per month, Jungle Disk (www.jungledisk.com) will backup your computer online. As a virtual business owner, you should be completing this process at the very least on a monthly basis. You might also consider an external drive for your computer. If you choose this option be sure to keep the back up off premises in a safe location. Make sure to include a sheet with all the important information in regards to the location of your external drive in your Office Policy manual.
Backup Person: When you are creating your emergency plan, you need to have someone who can step in for you in case you cannot perform your duties. Clients will need to be confident that a trustworthy person will be in contact with them in case you cannot and that someone will be able to finish any projects you may be working on for them. Perhaps you have a relationship with another virtual assistant who could step in for you if something happened to you.
Create a spreadsheet with all vital information. Make sure this file is password protected. Update this file often (ideally every week) and make sure it’s uploaded to your back up storage area. This file should include all usernames and passwords to anything requiring them. Keep the password and file location of this spreadsheet in your Office Policies Manual. Also, compile a list of all office equipment needed if your were to evacuate to keep your business running smoothly. This list should also be kept in your Office Policies Manual.
Current Client Files should be organized and kept in a handy place. This is in case you need to grab them and run. It’s a good idea to keep some portable plastic file bins that you can store files and carry with you. It’s also a good idea to keep these files in on a mobile document management site. Google Drive and Dropbox are two major websites where you can manage your files online, anywhere and anytime.
Keep your Office Policies manual up to date and in a convenient location if you need to grab it and go. Also, if something happens where you are unavailable, it should be easy for someone else to find or access. Make sure a family member, spouse, or trusted friend knows the location of your Office Policies manual so they can find it if you are in a situation where you are unable to.
TIPS OF THE TRADE
CREATE AN EMERGENCY PLAN FOR TAKING TIME OFF
BY: Erin Fointno
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