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Picture this: It’s a typical Tuesday afternoon, and I pop into your office with an irresistible proposition. How about an all-expenses-paid escape to a secluded Caribbean island for an entire month? Picture your own cozy cabin nestled by the Caribbean Sea, complete with a personal chef ready to cater to your every culinary whim, and a butler on standby to fulfill your every need, whether it’s delivering refreshing margaritas or arranging exciting activities such as sailing, snorkeling, and an ATV tour on the island. Cherry on top? You can bring a companion of your choice. The only caveat? We depart immediately, and once we set foot on the island, all connections to the outside world vanish—no Internet, no cell service. Now, do you flash a grin at your colleagues and dash out the door with me, or do you find yourself sinking back into your chair, mentally juggling the tasks only you know how to handle?
When I hit the jackpot, one of my dreams is to surprise a random client with the ultimate getaway. However, in a more realistic scenario, various events, from illness to accidents, can easily render you unavailable for an extended period. If and when that happens, is the rest of your team equipped to keep things going in your absence? Whether it’s an emergency or you simply want to disconnect for a while, I’ll guide you through a 4-step process to free a business from depending heavily on a single individual.
DOCUMENT
Most people don’t find documentation to be a fun activity. It’s often initiated only after its absence is felt during crises and commonly left unfinished. Begin by reframing documentation from a low-priority task to a survival guide. Set a goal and schedule time on your calendar a few times a week to document processes that only you know how. When possible, start with a flowchart, which provides a quick path to follow and offers an overview of the entire process for identifying improvements. My preferred tool for creating flowcharts is Whimsical. Follow an organization and naming scheme agreed upon by everyone, including clear headings, subheadings, and sections. This will make it easier for your team to quickly locate the information they need. Consider your audience when writing documentation; remember, this isn’t a user manual. Your team will be familiar with the basics, so tailor your language and level of detail accordingly. Keep the language concise, simple, and easy to read. Most importantly, have a system in place to review your documentation whenever a process change occurs to ensure its accuracy remains intact.
DELEGATE
Delegation is a critical skill, as it’s the best tool there is for preserving your most important resource: time. And when it comes to business continuity, it can play a critical role in ensuring operations can continue in the absence of a key player such as yourself. Identify key tasks you handle exclusively and match them with team members who have the skills and capabilities. Consider factors such as experience, expertise, and workload when delegating. Tasks of a complex nature often entail steps that can vary and demand improvisation. Therefore, empower and encourage decision-making authority among those entrusted with delegated tasks.
TEST
Seize any opportunity to put things to the test, as testing always provides valuable insights and opportunities for improvement. Before conducting tests, ensure that systems are in place to gather as much information as possible. Delegate a team member to take detailed notes, run reports, and check call logs to track events during your absence effectively. Start by taking a half-day off and disconnect completely during this time. Do not check messages or interact with your team. Also, avoid announcing the duration of your absence, particularly during tests, to prevent the team from relying on your expected return time. Once you are back, immediately review the results while everything is fresh to take note of the areas where more work is needed to soften the blow of your absence.
Business that does not heavily rely on you to operate offers freedom and peace of mind that are truly invaluable. Whether you prefer your team to be prepared so you can comfortably take a well-deserved break or to set your mind at ease about an emergency situation that takes you out, remember the wise words, “The journey of a thousand miles begins with one step.” Begin the journey towards empowering a more resilient and self-sufficient business, enabling your team to flourish while granting you the freedom to enjoy the fruits of your labor.
– Burak Sarac, Team Lead
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