Let’s Talk About Back up Systems

You do have a back up system for your computer, right? It always surprises me how many people, including some smart and savvy coaches, who don’t have a back up system in place.

If you are one of those who don’t have any back up system in place, I highly encourage you to get going and put one in place. It is truly one of the most basic things you can do to protect your business.

A True Story:

Many years ago, I didn’t think I needed a back up system. Sure, I would save a few things on to my thumb drive or Dropbox, but had no real system in place. Then, unexpectedly, the unimaginable thing happened. My computer crashed. Went kaput. Totally died.

I was able to retrieve a lot of the important things, and thankfully, I didn’t lose anything too serious that was business related. But, I still lost A LOT. And, I was never able to recover those files I lost. Some of them were pictures of my son, which isn’t terribly important, but saddened me, never the less.

AND, it was a wake up call. I put several backups in place! Thus, when my previous to this computer started crashing on a regular basis (had the computer over 8 years!), I was covered. Yes, it was a royal pain every time it crashed; however, I never lost a single file.

Believe me, you may think backing up your computer is a waste of time. It isn’t. And, it doesn’t have to take any time. You can set it up so the back ups happen automatically. You may not think it will happen to you, but it can. So be prepared.

How to Back up Your Files:

At a very basic level, have all of your files saved to Google Drive or Dropbox – or both. It may be redundant, but I have all my files (business and personal) saved in both Google Drive and Dropbox. That way, if you can’t access one of the for some reason, you can hopefully, access the other.

If you don’t want to use Dropbox or Google Drive, there are other storage options such as One Drive. Just pick at least two to start saving your files.

Secondly, consider using an online backup service such as Carbonite or Mozy. PC World has a great review of the best online services available. If you need a budget friendly service, PC World recommends Backblaze which is only $5 per month.

Finally, you really want to be safe, consider using a desktop backup program. Again, PC World has a great post with the best desktop backup programs, several ones that are free.

Really, if you use the free options, there are NO EXCUSES for not backing up your files! Doing so will save you from a lot of problems and headaches if (dare I say, when) your computer crashes.

And, guess what? If you don’t want to take the time to research and set up a backup system, it would make a great task to pass on to your team. 🙂

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P.S. On a completely different note, I want to give you a heads up that effective March 31, 2019, I will be discontinuing my Done For You Services. If you aren’t ready for full-on OBM services, but could use some help in your business, now is a good time to get that help. If you are DFYS client at the time the services discontinue, you will be grandfathered in and stay a client, but no new DFYS clients will be taken on after March 31, and the number of clients I will be taking on is limited, so don’t wait, if you are interested. 🙂

Creating SOPs: Where to Start?

Over the last few weeks, you learned what an SOP is, why you need one for your business, and where, when, and how to create an SOP. Today, I want to make some suggestions to help you start creating you SOP.

Creating SOPs Where to Start?

If you look at your busy, successful coaching business, and feeling overwhelmed, knowing you need to create SOPs for your business doesn’t help you in getting them written!

Where in Your Business Should You Create SOPs?

The honest answer: It depends.

Which part of the business makes you the most overwhelmed? Which part of the business are you most ready to hand over to someone else? Which part of the business takes the less time or work?

Personally, I like to encourage clients to start small and start with a task that is short, easy to document, and something you are willing to delegate to someone else. However, sometimes it is more prudent to begin creating an SOP for an area of your business that may be neglected or that may directly affect your bottom line such as your customer on-boarding process.

The most important areas of your business are marketing, (potential & current) client care, and the Administration/Operational tasks. Therefore, you should pick one of those areas, choose a task that is short and repeatable, and lay out the standard operating procedure for that task. Or, of course, have your OBM or VA create the SOP for you.

Okay? Great! Now it is time for you to take a little time to decide on what area of your business you want to focus on, pick your first task, and get the SOP documented! Go…

What is an SOP and why do You Need one for Your Business?

If you truly want to have a successful, thriving coaching business that you control and run, rather than it running you, then you need to create an SOP, if you don’t already have one. Believe me when I tell you, SOPs, if created and used correctly, it can be an absolute life-savior.

What is an SOP and Why Do You Need One?

What is an SOP?

Briefly, a Standard Operating Procedure (SOP) is a “living” document in which you put together the “what, why, when, where, who, and how” of everything you have to do in your business.

If you have spent any time in the corporate world, you may be familiar with the employee handbooks and operational manuals of the companies of where you worked. SOPs are very similar. One of the big differences is that SOPs are online based, rather than physical documents (although they can be).

Why Do You Need One for Your Business?

As a successful coach, are you feeling overwhelmed at times? Do some (important) things fall through the cracks? Do you need or want to grow your team but don’t want to take the time to train the new team members? Do you want certain tasks to be done a certain way? Do you want to increase the automation in your business or want to put new processes in place but don’t know where to begin?

If you said yes to any of the above questions, you should get an SOP created as soon as possible.

FIRST of all, if you are overwhelmed and dropping the ball, an SOP can help you organize all the things you need to do in your business and give you the chance to prioritize those tasks. Knowing what needs to be done, why it needs to be done, when it needs to be done, how it needs to be done, where it needs to be done, and who is getting it done will go a LONG way in beating overwhelm.

Yes, I get it. If you are already overwhelmed, the last thing you want to do is to take the time away from other things in order to create a multi-page SOP. It can be very difficult to take the time to step back in order to go forward. However, I can promise you that it is worth the time. If necessary, just block out 5 or 10 minutes and focus on creating a SOP for one task a day.

Or, don’t do it. Creating an SOP would be a great first project when bringing on an Online Business Manager. When I bring on new clients, it is one of the top priorities on the to-do list. You can also delegate the creation of an SOP to an experienced Virtual Assistant.

SECOND, if you have been wanting to bring on or expand your team members, having an SOP will make on-boarding them a breeze! SOPs can be created that outline the team member’s roles and responsibilities are within your company, and allows them to know what needs to be done, when, and how (so it gets done the way you want). Thus, minimizing the need for them to interrupt you with a lot of questions, and the need for training.

THIRD, if you are looking to put (more) processes in place and/or bring on more automation into your business, a well-written SOP can give you a fantastic overview of your business and what you have and what you don’t. You can use that knowledge to make better decisions about what needs to be changed.

FINALLY, as a little bonus, an SOP can help you stay on top of customer service and client care. For example, if you have an SOP for your new client on-boarding process, and it is followed every time, you will be more consistent and effective in creating a wonderful customer experience for new clients.

So, no matter how you look at it, there is NO reason NOT to have a detailed, well-written SOP for every aspect of your business!

P.S. Next week I will outline WHERE and HOW to create an effective, usable SOP.

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P.S.S. When you are ready, here are four ways I can support you in your business:

1.  Snag a copy of the free report, “5 Ways an Online Business Manager can Impact Your Business and Increase Your Profits.“

In this report you will discover just how much freedom and success you can have in your business if you stop doing everything alone.

2. “Like” my Facebook page.

It is the place to be to get free weekly training, support, and encouragement in growing and automating your business.

3. Sign up for a Business Audit Mini-VIP Session.

During this session, you will discover the gaps and holes in your business processes, where in  your business you can delegate and automate, and get a strategy to help you make more money, take better care of your clients, and create a better work/life balance.

4. Work with me and my team privately.

I have several packages and programs to help you run a successful, profitable, and enjoyable business. I can help you see the big picture of your business and then create a strategy to move your business forward. Then, I can help you implement that strategy. Take a moment to learn more and get on my calendar today.