Seeking Advice: Planning for the Unexpected in My Solo WordPress Agency
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A prospective client recently inquired about my contingency plan as a solo agency owner in the event of illness, abduction, or death. Essentially, they were concerned about the fate of their website if anything happened to me.
After some reflection, I realized I didn’t have a robust answer, and it’s clear I need to address this issue.
Currently, my wife has access to all my password-protected records. However, realistically, it would be extremely challenging for her to reach out to my clients and provide them with their digital assets.
I’m reaching out for advice: how should I tackle this situation? I feel that my agency might be too small to justify hiring someone else. Even if I considered that step, could I really trust another person with complete access to everything?
I’d love to hear experiences or suggestions from other solo agency owners who have dealt with similar concerns.
One response to “Advice needed: I run a solo WP agency. If I get hit by a bus, my clients are gonna be hosed. What to do?”
Ensuring that your clients are taken care of in the event that you are unable to continue running your agency is a critical aspect of risk management and client relations. Here are some steps to consider that can help protect both your clients and your business:
1. Create a Business Continuity Plan
A business continuity plan outlines specific steps your business will take in response to various unforeseen events.
Documentation: Document all systems, passwords, and processes you use to manage websites, including backup procedures, hosting details, and control panel credentials. This documentation should be comprehensive enough for someone else to follow.
Emergency Contact: Designate an emergency contact or interim manager who could temporarily take over in your absence. This could be a trusted colleague or another freelancer in your network.
2. Use Password Management Tools
Password Manager: Use a password manager (e.g., LastPass, 1Password) to store all credentials and grant emergency access to a trusted individual. This keeps your credentials secure while allowing for emergency access.
Access Control: Set up a system for revoking access if necessary. This could involve regularly updating passwords or using a centralized control tool to change shared credentials quickly.
3. Develop a Succession Strategy
Backup Freelancer or Agency: Develop a relationship with a freelancer or agency that could take over your client work if needed. This allows for continuity and assures clients there’s a backup plan.
Contracts and Agreements: Consider legal agreements to formalize this relationship, ensuring the protection of your and your clients’ interests.
4. Client Communication Strategy
Proactive Communication: Be transparent with your clients about your status as a solo agency and your continuity plan. This builds trust.
Emergency Communication Kit: Prepare a communication kit for clients explaining how they can access their assets and who to contact in your absence.
5. Regular Backups and Documentation
Automated Backups: Ensure all client sites are regularly backed up, with copies stored securely in a location that can be accessed by your designated contact.
Technical Documentation: Maintain up-to-date technical documentation for each client project, including design and development details. This can be invaluable for whoever takes over.
6. Financial and Legal Preparations