I had a health scare in December.
As it turns out, everything's perfectly okay. But possibility of things not being okay really knocked me for a loop.
For 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 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 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 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 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 folder cover
• I follow up and note when signed Policies & Procedures form is returned, and add it to client folder
• I staple completed Client Data Form to inside cover of client folder
• As we work together, I add all relevant materials (correspondence, artwork samples, etc.) to 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)?