Prepare for the Unexpected as an Entrepreneur

As entrepreneurs, our business is our life and vice versa. You are your business and brand. So what happens if you experience a tragedy and can’t work or, heaven forbid, something happens to you? While these thoughts are scary, the reality is

This October, I experienced the worst tragedy of my life. My older sister, Lauren, suffered a pulmonary embolism at 39 weeks pregnant. Her baby, James Graff-Ness, was delivered safely, but my sister suffered catastrophic brain damage and passed 5 days later. Baby James is completely healthy, which doctors say is truly a miracle given the circumstances. However, losing my sister so suddenly, and at a time that should have been filled with joy, has completely shaken me to my core. Our world has been flipped upside down, and working right now seems difficult and meaningless. Luckily, I had systems and resources in place that allowed my business to continue to run as I focused on my family and mourned deeply.

I don’t tell this story to depress or scare you. I tell it to teach. Unfortunately, the unexpected can happen, and our worlds can turn on a dime. Therefore, I am sharing how you can prepare for the unexpected as an entrepreneur.

Preparing for the Unexpected as an Entrepreneur

Keep all communication with clients through email.

As soon as I heard about my sister, I was checked out of working. I couldn’t bring myself to answer emails or work, because I was sick with worry. I turned on an Out of Office responder on my email so all inquiries or clients would receive a bounce back saying I was working through a family emergency and would need extra time to respond. My clients were incredibly understanding and gracious. However, a few clients of mine have my cell number and they communicate with me through texts. I have intended for years to be better about pushing everyone to emails, but I now know how imperative that is. These clients who texted me obviously didn’t receive my automated email response, so I felt pressured to text them back. Keeping all communication through email not only helps organize your business, but it keep

Automate your Workflow.

I am so lucky to have my CRM set up to automate most of my client workflow for me. While I was sitting in hospital waiting rooms or mourning my sister, I was able to book a wedding and portrait session without sending a single email. My automated workflows saved me. They kept the wheels of my business turning even while I wasn’t working. If you’re not already, sign up for a client management system like Dubsado or Honeybook and set up workflows to automate as much as you can. You will be so glad you did!

Outsource, outsource, outsource.

Get in the process of outsourcing some tasks now. I am so fortunate that I already had systems and resources in place to outsource my editing, retouching, album design, and blogging. I talk a lot about the benefits of outsourcing in another blog post if you need further convincing. Believe me, if you suddenly try to find someone to outsource tasks too after tragedy strikes, it will add even more stress to a difficult situation. Instead, begin outsourcing pieces of your business now (or maybe even hire an employee)! You want someone to know your systems who can be helpful immediately if the unexpected happens.

Get your affairs in order.

None of us want to think about something terrible happening to us, but unfortunately I have learned the hard way that tomorrow is not guaranteed. Share your credentials to client management, accounting, and other important software applications with one or two trusted individuals. The best way to do this is to manage your credentials in a password-protected document. You want someone else to be able to see your upcoming projects to connect with clients and have access to your books. It may be a good idea to have one of those people be a fellow entrepreneur in your industry so they would understand the process and workflow. Luckily, my brother in law knew my sister’s credentials to all her important systems, which made the aftermath of her passing smoother and less stressful.

Also, your business is a legal entity. It’s a good idea to discuss a plan with legal counsel if something should happen to you. What happens to the clients you’ve booked? Does someone take over the business? My sister was 32. She did not have a will or health directives. Unfortunately, no one is ever too young to consider these things. While it seems overwhelming, sit down with your family and discuss what you would want and create a will.

Create a community.

Make friends in your industry! When my sister was rushed to the hospital, I had an upcoming wedding later that week. I sent a message to a fellow photographer friend and immediately had a backup photographer lined up to cover the wedding for me. After I announced my sister’s passing on my Instagram stories, I had a huge outpouring of support from other photographers in my area. Everyone offered to cover shoots for me or help with whatever I needed. This kind of community if absolutely necessary to plan for the unexpected. Having resources to which you can refer clients or who can cover for you is essential.

In addition, the support and friendship I’ve received from other photographers has been amazing. Some of my best friends are now other photographers, and their friendship has meant the world to me at this time.

Get out there and make friends, organize your business, and live big. You never know how life can change!