A business owner recently shared how the business had almost turned upside-down within three weeks, while the owner was on an international trip, away from the office. BizHQ CEO and Business and Executive Coach Greg Mason gives some pointers and advice on how to avoid this.
Many business owners start out with the romantic notion that you can be your own boss… that you can structure your time to suit yourself… and that you answer to no-one except yourself. However, you soon find out that being your own boss means the buck stops with you, and nothing happens unless you do it. It comes as no surprise that many business owners find themselves in a position where they are unable to go on leave or stay away from the office for any length of time without the proverbial ... hitting the fan. But there are ways to overcome this challenge.
Owner vs employee
It starts with a change in mindset. The first step is to act like a business owner rather than an employee in your business. Whether you have plans to travel or not, you need to structure your business so that it can run without you. Life happens. A planned trip is still manageable. But if you suddenly fall ill, or if there is an emergency that takes you away from the office, your business needs to continue in your absence. You need to manage the business rather than perform tasks in the business.
Team culture
While the cat is away the mice will play. You can’t micro-manage your business and control every task and then expect your team to run things effectively for when you are away. A culture of accountability and Keeping the Business Running While Travelling responsibility is needed in the workplace. Your team should have clear roles and responsibilities and be trained and empowered to make decisions on behalf of the business. To get to this point, delegate more often so the team is used to performing certain tasks and making decisions.
KPIs, dashboards and reporting
Coupled with the culture of accountability and responsibility is having Key Performance Indicators (KPIs) in place. When you have KPIs for your team, they will be driven and motivated to achieve those targets whether you are there or not. You can’t manage what you can’t measure. Business owners should have a list of numbers they can track regularly. Leads, sales, project statuses, cash flow, debtors, to name a few. These reports for your dashboard should continue to be produced while travelling. This will provide you with a snapshot of the business activity at any point, and give you peace of mind that the business is ticking over.
Systems and processes
Unpack the information that is stored in your head. Document systems and processes so your team knows what to do and how to do it in your absence. If standard processes are followed, the business will run like clockwork and they won’t have to reinvent the wheel if something arises while you are away. Let your team into your world, work alongside them and groom them.
Planning
Every business should have a 90-day plan that outlines what needs to done, by whom and by when. If you are planning a trip during the quarter, your time out of the office needs to be considered, scenarios need to be identified and planned for, reporting structures agreed upon and steps and controls need to be in place.
Technology
In Utopia, it would be great to be able to spend time away from the office uninterrupted. However, when you are growing a small business, an experienced team is often not yet in place. Technology makes it possible to travel and still keep in touch. Where necessary, use Skype, emails, or WhatsApp to stay connected with your team and your customers for support or guidance.
Structuring your business to run without you is necessary for travel or time away from the office, and with the business at this point, it frees you up to work ON your business, rather than IN it to make it grow and prosper.