Many of us have been impacted in some way by today’s “global IT outage” that has dominated this morning’s news coverage.
It’s a good reminder that we all need to have backup plans. It starts with our critical technology systems and files, but it goes well beyond that.
Small agencies don’t have all of the same resources to have the same robust contingency plans as larger firms, but there are still a lot of things we can do to be better prepared for the unexpected.
The three most important areas you should focus on are technology, people, and finances.
Later in this week’s newsletter, I will go over some of the basic backup plans you should have for each. But first, let’s look at what Jen has rounded up for us this week.
— Chip Griffin, SAGA Founder
Upcoming Events
- Webinar: How to work with nonprofits as an agency (August 6)
Latest podcasts from SAGA
- What to do when your agency can’t avoid responding to an RFP (Agency Leadership Podcast)
Weekly Roundup
Below are some articles, blog posts, podcasts, and videos that we came across during the past week or so that provide useful perspective and information for PR and marketing agency owners. While we don’t necessarily endorse all of the views expressed in these links, we think they are worth your time.
— Jen Griffin, SAGA Community Manager
Articles & Blog Posts
- Can RevOps Stabilize This Chaos? Let’s Find Out. (Bureau of Digital)
- 10 Common Client Reporting Mistakes Agencies Should Avoid at All Costs (AgencyAnalytics)
Podcast Episodes
- Leading in a Chaotic World (2Bobs)
- Earned Media Among Corporate Silence and Fragmented Bubbles (Spin Sucks)
- How to do more by doing less, with Charles Alexander (The Personal Brand Business Show)
- How PR Pros Can Stand Strong in Uncertain Times (That Solo Life)
- Staying Versatile and Adaptable in Uncertain Times with Amy Jackson (Smart Agency Master Class)
- Mastering Sales and Thought Leadership, with Tudor Dumitrescu (The Innovative Agency)
Videos
- They’ve Gone Dark (Win Without Pitching)
- 10% growth (Agency Management Institute)
AI in Focus
- The Effect of Generative Search On Video Marketing (Spin Sucks)
- As AI adoption grows, is share of model the new metric? (For Immediate Release)
Does your agency have good backup plans for the unexpected?
When you wake up to reports that flights are grounded, TV networks are off the air, and hospitals are struggling to operate because of a technology disruption, it’s hard not to feel concerned.
Of course, the problem is more acute for you if your own computer won’t boot up or if a service that you rely on isn’t working properly.
Although this current incident doesn’t seem likely to be more than a short-term inconvenience for most of us, it’s a good reminder to think about our own backup strategies.
That starts with the literal backing up of files. If the only copy of crucial client or company files lives on a single laptop, you need to get that fixed immediately.
Simply using a cloud service isn’t enough of a plan if you don’t have copies that are kept physically separate from the provider. In recent times, Google Drive users have seen files disappear completely. Without a local backup you are at the mercy of that service to find and restore them.
Most IT experts will recommend a 3-2-1 backup strategy where there are at least 3 copies of every critical file kept in at least 2 different devices with at least one of those physically separate from the others.
You may also want to consider keeping old laptops on hand as quick physical replacements if your main system should fail. That way you can get back up and running with clients without needing to run out and overspend on a new laptop at your local Best Buy or similar store.
But your backup plans shouldn’t be limited to technology.
What are your plans if a team member suddenly becomes unavailable due to illness, personal emergency, or otherwise?
Do you have access to all of their computer files? Are there documented processes for client work? Are there shared project tracking systems so you can help make sure that no balls get dropped?
Don’t forget to include yourself in this. If you need to suddenly absent yourself from the business for any reason, does your team have access to all of the information that they would need to keep things functioning while you are away?
Finally, you need to have financial backup plans. This typically takes the form of having a cash reserve equal to a minimum of 3 months worth of your agency’s operating expenses, but you might also supplement that with a business line of credit.
You want to make sure that a slow-paying client or a client who unexpectedly leaves doesn’t cause more damage than is necessary. You also need to give yourself runway to make strategically sound decisions to handle the consequences of the delayed or diminished revenue.
There are countless other contingencies that you could plan for, but you should be thinking through those things that are most likely to occur and cause issues for your agency.
Having backup plans in place allows you to hear the news about a global IT incident and be more confident that you have done everything you can to minimize your own risk.
Take the SAGA Small Agency Owner Survey
Everyone wants to know how other agencies are doing. Several times a year, Gini Dietrich and I talk about what we’re hearing from agency owners on our weekly podcast.
But real data would be better. That’s why SAGA is launching a quarterly survey of agency owners to look at how things are going and what the future looks like.
In this first quarterly survey, we’re also taking a deeper dive into agency business development to see which tactics everyone is using and which ones seem to be working best.
I would encourage you to complete the survey (it takes less than 10 minutes) and share it with other owners, too.
The more participants, the more valuable the data will be for the whole community.
Everyone who completes the survey will receive a comprehensive report of the findings.
The survey will be open until August 2.
You can take the survey here.
