Recent events have shown us that anything can happen in the world. I could have written that sentence any time in the past 20 years, and it would be correct! New inventions, wars, pandemics, wild weather, corrupt leaders disrupting governments, shortages, surpluses, and more have occurred in recent decades. It’s hard to pretend the world is predictable when it continually teaches us otherwise.
We can never predict the future, but we can control how we respond. By being prepared for any situation in our business, career, and life, we can weather any storm, even those we could not have foreseen. Today, we will discuss seven essential steps to take to prepare for anything.
1. Communications
Communication is critical in any emergency. We must have reliable communication with our team, family, clients, and peers if an emergency arises. It is crucial to have a backup plan in case the primary mode of communication fails. For example, if the cell phone network goes down, is there a landline or a two-way radio as an alternative means of communication? If our team is in different locations, can we use a messaging app or video conferencing tool to stay connected?
2. Physical Space
If our physical space becomes compromised due to an emergency, we need a backup plan to ensure our operations can continue. For example, if we have a brick-and-mortar store, we may need to evacuate or close temporarily due to a natural disaster. In such cases, it is essential to have a contingency plan, such as working from home or finding a temporary location to operate from. We should also ensure that our team has the tools and resources to work remotely, such as laptops, internet access, and software applications.
3. Data
In today’s digital age, data is the lifeblood of many businesses. Losing critical data due to a cyber attack, natural disaster, or hardware failure can be devastating. Ensuring our essential records are safe, secure, and backed up is critical. Cloud-based storage solutions such as Google Drive, Dropbox, and OneDrive offer affordable and convenient ways to back up our data. We can also consider using a secure external hard drive or a tape backup system. This is true of our personal records as well as our business records.
4. Teams
Our team may be our employees, peers, family, or support network. In an emergency, we must have a plan to ensure our team can carry on without us. We should create an accessible checklist of critical information our team would need to carry on in our absence, such as contact information for clients, vendors, and suppliers, passwords for critical systems, and instructions for essential processes. We should also designate a backup person to take over our responsibilities if we are suddenly unable to do so. This is true of our home responsibilities as well.
5. Insurance
Insurance is a critical component of any disaster preparedness plan. It can help protect us against financial losses from damage to our physical space, equipment, inventory, or other assets. Ensure that we have adequate insurance coverage for our business or personal property, and review our policy regularly to ensure that it meets our evolving needs. We should also consider purchasing business interruption insurance to cover lost income and expenses if we cannot operate due to an emergency.
6. Cash
In an emergency, cash is king. We need to have some emergency cash on hand that we can use to continue operations in the event of a power outage or other banking disruption. While digital payment methods such as credit cards, PayPal, and Venmo are convenient, they may not be available during a crisis. We should also consider a backup funding source, such as a business line of credit or a personal emergency fund, to help us cover unexpected expenses.
7. Systems
Our systems are the backbone of our business. If they fail, our operations may come to a standstill, leading to lost revenue, productivity, and customer complaints. Having reliable systems ensures our business can continue operating in an emergency. These include our computers, phones, and other technology we rely on for daily operations. Ensure we have backups for all critical systems, including redundant power supplies, backup generators, and backup internet connections.
Remember, preparation is key to maintaining control over our inside world when everything else is outside our control. By preparing now, we can ensure we are ready to weather any storm and come out stronger on the other side.
We can’t control the world around us, but can control our response. We need not be ships in the sea tossed about every time there is a storm if we prepare to continue with our goals, lives, and businesses no matter what.
In conclusion, being prepared for anything is a catchy phrase and a necessary mindset in today’s unpredictable world. By following the tips and suggestions outlined in this article, we can start preparing for any potential emergency, disaster, or unexpected event that might occur in our personal or professional lives.
| Action Item: Choose Your Preparation Pillar Select Your Focus Area: Review the seven essential steps and pick one area that resonates most or is most relevant to you. It could be Communications, Physical Space, Data, Teams, Insurance, Cash, or Systems. Deep Dive Assessment: Once you’ve chosen your focus area, it’s time to conduct a thorough assessment. For example, evaluate your current data backup and security measures if you decide’ Data.’ Are they robust enough? When was the last time you tested your backups? Create a Contingency Plan: Develop a comprehensive contingency plan for your chosen area based on your assessment. This plan should cover worst-case scenarios. For ‘Data,’ this might include steps to take in case of a cyber-attack or system failure. Resource Allocation: Determine what resources (time, money, personnel) you’ll need to implement and maintain your plan. This step is all about turning plans into action. If your focus is ‘Cash,’ this could mean setting up an emergency fund or securing a line of credit. Share and Train: If your plan involves other team members, make sure they are aware of the plan and trained on it. This might mean running drills on alternative communication methods for’ Communication.’ Regular Review and Update: Mark your calendar for a periodic review of this plan. The world changes rapidly, and so should your preparations. Adjust and refine as necessary. Accountability Buddy: Share your plan with a trusted colleague, mentor, or peer. Having someone to discuss and review your preparations with can provide valuable feedback and help you stay on track. Why are we doing this? Being prepared isn’t just about having a plan but a dynamic strategy that evolves with changing circumstances. By focusing on one area at a time, you’re not just preparing for the unexpected but building a resilient foundation for continuous success. |
