May 4, 2021

Your Backup Plan

Your Backup Plan

In this episode, Kristina talks about a recent technology failure incident that could have been catastrophic for business had she not had the proper back-up plans in place.

Almost everything we do revolves around digital or smart technology. Do you have a plan in place should your technology fail you? Listen to this episode to hear about the plans to have in place and the technologies our team uses to save us time and resources should our devices fail us.

We’ve established that technology can increase revenue and productivity… but what if it fails one day? Do you have a back-up plan in place to make this potential incident just an inconvenience and not a crisis situation? Kristina shares the importance of a back-up plan and how you can go about creating your own.

Don’t miss this episode! Kristina is talking about client relationship management softwares, project management softwares, Dropbox, Carbonite backup systems, G-Suite and more… and how all of those cloud based technologies recently saved our business from a potential disaster that only took hours to recover from… not days or weeks!

BY THE TIME YOU FINISH LISTENING, YOU’LL UNDERSTAND that having a backup plan in place for when, not if, your technology fails will save you valuable time and resources and allow your business to make a speedy recovery when it happens to you.

Transcript

Kristina Stubblefield  0:00  

Almost everything we do revolves around digital or smart technology. Do you have a plan in place? Should your technology fail you? You'll want to listen to this episode to hear about the plans to have in place, and the technologies our team uses to save us time and resources, should our devices fail us. Welcome to genius Marketing Solutions podcast. Hi, my name is Kristina Stubblefield. For over 15 years, I've served as a marketing strategist in coach. Also, I was once a wedding vendor. In my podcast episodes, I'm providing bite sized, digestible marketing solutions and information that can be immediately implemented and make an impact on your business. Now, let's dive into this episode. So today's topic, definitely hits home for me, and I'm going to speak straight off of an experience that I just had with technology. A lot of times we talk about how technology can increase productivity can increase your sales, your revenue. But most of the time, we don't think about what if that technology did not work for us. And I really want you to take time, and not just listen to this episode. But I want to give you some ideas, actually to be honest with you some questions that you should answer in your own business. And maybe that means taking out a sheet of paper or putting it in the note section of your phone. But let me tell you about my experience. First, I use a lot of technology, our entire team, business, everything revolves around computers, laptops, tablets, desktops, a lot of smart technology. And most of the time, when you're going to have an issue with technology, it's going to be at one of the most inconvenient times, there's no way around it. And that's exactly what happened to me recently. I had been working on my laptop, I had locked the computer and moved locations where I was working, open the laptop lid back up and thought my computer was in sleep mode. After hitting the enter button multiple times, I was like, Oh, that's interesting. Wonder why it died. So quickly. I know the battery was charged, but maybe not. So I plugged up to power and hit the power button. No power. I went and immediately thought, okay, maybe it's something with the outlet. Because it's not my computer, there's just no way, tried another outlet. Then I tried another power adapter for laptop. One of the things that we do inside of our own team, is we use the same brand of laptops. And the reason we do that is because you know exactly how it's set up. You know how it functions, if something happens to it, we replace it with the same thing. But one of the best benefits is the power cord. You know, if something was to happen to one, you can switch it out or there may be an extra one. And that's one of the really benefits. So long story short, guess what? My computer was d E, A d? no power, no nothing. And of course I had other things scheduled. So not only do you have to remain calm, especially when you're around other people. But then what do you do when everything involved with your business is based on technology and you have no power. So I would love to say that. I did not go in freakout mode. And honestly, I really didn't go in freakout mode. What I found myself doing was going in my mind. Okay, yes, we use that system. It's in the cloud. Yes, we use that system. It's in the cloud.

 

Because we have invested not only a lot of money, but a lot of time in making sure that whether someone is here, local, or someone is in another state, across the country that we can work No matter what. So we have utilized a lot of cloud based software that comes with a lot of security. And I just kept thinking, when's the last time I backed up? Oh, it does it automatically. And it was rolling through my mind. As I was thinking, Oh, my goodness, I have these three other things that need to be done. Okay, I'll just switch over and use my husband's and he'll be able to get that done. But what about the next day. And it really started to make me think I had compiled a list a while back sometime last year, in the midst of the pandemic, of every software that we utilized, that was on my computer. And I had put that list in my computer. And I know you may be thinking, haha, you have that list in your computer. But we also use Dropbox. And I'm going to talk about and I'm going to share with you exactly the process is the system's I should say, that we use. So not only was that stored on my computer, but it was available on my smartphone on another computer, because it was in Dropbox. And that's immediately what I went to, and was like what would have been on my computer that I'm going to need the quickest access to. So before I dive in, in several different directions with this topic, here's what I want to pose to you. If your computer, tablet or smartphone, desktop, whatever devices you use for running your business. If they did not power on tomorrow, when you started to work, what would you need to do? What software would you need access to? Do you have access to your files to your pictures, your videos in any of your assets, if you want to call them that, that are saved on those devices? Every business should have a backup plan. And I know you're going to probably some of you be thinking I do good to run my business. Now. You're telling me I need to do something else. What if you could not run your business? Because a lot of wedding professionals, their business depends on a laptop or desktop. What if that did not come on tomorrow, there are some things that you can do to make it easier on yourself for when that happens. Because I'm going to tell you I've dealt in technology for a number of years. And there's a lot of things that you just can't explain how it happened. It was just working. Five minutes later, my laptop wouldn't come on. And I'm a computer person. And fortunately for me and my team, we had taken the steps. And other than missing a few hours of time. Because I had to put another computer in place I had to be able to download Dropbox. I had to be able to get on the internet, login to my email. But it was a matter of a couple hours. It wasn't a couple days, it wasn't a week. And I'm going to play out this whole scenario for you. Okay, here's what happened. Most of our technology, I would say probably 99% of it is purchased through Best Buy. They have excellent service plans. Because we're on the go a lot our technology has to go with us. And one of their plans. If I drop my laptop, it's protected. So I had

 

a plan on my laptop. My laptop was less than a year old as well. So what do I do as soon as I can I go to Best Buy. And of course they're doing appointment only. And I think it will probably stay that way but because of the pandemic it's appointment only I told him what I had going on. And this was on a Wednesday, their soonest appointment was on Sunday at 6pm. Yeah, that's, that's a problem. So we have a backup laptop. But as much as I utilize it, I need one that's a pretty quick laptop, I might use multiple screens. notorious for having many, many tabs open, my husband would say too many to conduct any work. So what do I do while I'm at BestBuy, I go back to the computer department. I'm gonna buy another laptop. Because I'm thinking to myself, they can't get it in till Sunday. Maybe in the computer person I am, it's gonna get sent off to the manufacturer. So I'm at least two or three weeks without a laptop. So I go back to the laptop department, I want the exact same laptop. It's a newer model. Okay, great. Guess what? There's none in stock. Oh, and by the way, there's none at a store within 100 mile radius. So it needs to be shipped. So what do you do? You purchase it, and you pay for her two day shipping, so you can get the laptop as soon as possible. However, thankfully, having a backup laptop, I was able to log into my Google account and get access to any of my bookmarks, because we do use a lot of different online software and programs, as well as access my email quickly. We also use a CRM and project management software, and able to log in and get access to that. And without the time and money we had invested in our backups, as well as our Dropbox account for online sinking. Our project management software, I don't even want to begin to think it actually makes me kind of sick in my stomach to think of this would have happened a couple years ago. Because you get so busy working in your business, that it's hard to look at it from the outside, or it's hard to take a step back and say what if. And it really made me think this is a great topic for this podcast. Because I've had a couple of conversations with wedding professionals since this happened to me that didn't even think about having a backup computer or laptop. Or where they purchase theirs from Do they have some kind of plan in place? If something happens to it? Do they even know what software they use to be able to go off of a list because I'm here to tell you here's what happens. As soon as something doesn't work, a tablet, a computer a laptop? You? It's like you lose your train of thought, what program? Where's my email? Where do I need to log into? Oh, my goodness, I'm just used to go in and it pops up in my window. You are? It's very hard to explain. But it's almost as if your mind goes blank. Where do I start? So this is what I would like to encourage you to do. You can get out a sheet of paper, or use your notes section in your tablet or your phone, whatever is the easiest for you. And sit for just a few minutes. And really think if my computer did not come on, or my desktop did not come on, no matter what type of device you're using. What would you be missing? Make a list of the software that you use.

 

Maybe if you do not use Google, which I really encourage people to use Google and actually log into an account because you can use a bookmarks to bookmark every page you go to. I'm not here to have a discussion that you should always save your username and passwords. Because you really need to have some security in place, possibly even two step verification. If that's something you choose to do. This conversation is specifically about backups. And just have a list of every software everything you do now I've actually even talked to someone that tape they took a week and they wrote Today on every website, they went to every software that used on their computer, so that way, they weren't just sitting and thinking about it. And do I use that? Do I not use that they really put time into jotting down as they went throughout the week. So they would have an updated list. So However, it's easiest for you to make your list, I really encourage you to make sure you know, what software are you use on a regular basis, what different websites you go to, to conduct your business, it's going to be really important, especially if, and I hate to say it, but with technology, anything can happen. So it could be more when it does happen. So I'm going to share with you what we have in place. What we have in places, first and foremost, Dropbox, I've used it for a number of years, anything that saved on my laptop, or desktop, and anything that my team saves on their desktop or laptop is saved in a dropbox folder. It is not saved on the computer hard drive. So now if you know a little bit about Dropbox, you would say Well, yes, it is saved on your computer hard drive. That is correct, it is saved on your computer hard drive, but with Dropbox, it automatically syncs to the cloud. You can go in and program it how you want to. But the importance of Dropbox is if you save all your documents to a folder in Dropbox, it will automatically upload a copy to the cloud. So what how it worked for me, when I got another computer, I went in, downloaded Dropbox, logged into it. And then all of my files started appearing in my Dropbox account on that computer. Now does that take a little bit of time it can. But the point of that is you have immediate access from another computer with your login credentials, of course, even my cell phone, I can log in and access my files on there. So Dropbox, first and foremost, have probably used Dropbox for more than eight years. That's how long the other item or should say the other technology that we use is a CRM system, client relation management software, as well as a project management software. It's all in one, it is called monday.com. Very good security. That is where all of our project data is housed. So I didn't have to worry about oh my goodness, what am I supposed to be working on? What am I supposed to be doing? Because we use that it also houses contact information, and things like that for our clients. Also, in that same software, we have any of our software that we use, we have inside of monday.com It is called boards. We have a board that lists out every software that we use. So that list was already in place for when this happened. The other item is called Carbonite. And it is also a backup system. And I know people say well, do you really need both? It's really a security. It's just a lay another layer of security or a safety net, so to speak, just an additional backup. It's very affordable.

 

And some people ask me, well, I just want to backup my files, I don't want them to sync, I don't want them available on multiple computers, I don't need that, then I highly suggest Carbonite and any of this stuff I'm mentioning will be in the show notes and it's also available on a resource tab. That is on genius Marketing Solutions podcast.com because I like to share with others what I personally use currently, what I've used in the past things in software's that I feel are beneficial in running in conducting business. Now, in addition to what I've just mentioned, we are G Suite users and What that means is, that's the paid version of Gmail. So with that, you also get Google Drive storage. All of my appointments. My, my daily journal, my lifeline for that is Google Calendar. I'm a large fan of Google Calendar, personally, and in business, and everything was synced to my phone. As soon as I logged back into my G Suite account, all of my calendar information was there. So G Suite, I, it's very affordable, it's under $10 a month for the basic plan per user, most people, you know, it is just a wonderful tool. Regarding my appointments and schedule, I'm a big fan of Google Calendar and have been for a number of years. So obviously, as soon as I logged into G Suite, I had access, you know, to all of the ones that were there and could still set meetings, look at my schedule, and everything, of course, for my phone, or when I logged in on a different computer. Also, with G Suite, the Google Photos in a Docs, Sheets, anything like that, of course, was there when you know, I logged back into G Suite. And that's probably one of the reasons that I talked about, you know, Google products as a whole, for small business owners, is they're there if you use it the way it's intended. And if you set it up correctly, your information, your emails, photos, documents, all that will be there, you know, housed in the Google platform. Now, again, as I mentioned before, you know, that's a whole nother topic to talk about security, and secure passwords, and all of that stuff. Because if you're using the cloud, it's so important to make sure that the software, the backups, anything you use, like that has high security, they have a good level of protection, but also that you're using a very secure password, not your name and your street address, not your business name. And the year you started it, you know, so but that's a whole nother topic when you talk about security. So backup, going back to what I was talking about in regards to what we use, in addition to the items that I've shared with you, I will tell you, there is one other step that I do manually every month. And that is I take and I know it's a it's an extra step that probably doesn't need to happen. But it's something for my own sanity that I do. We have an external hard drive. Actually, to be honest with you, we have multiple ones, I believe we have three different ones. And there's a reason for that. But I plugged that external hard drive, I plug one of them in every month, and I make a complete copy of our Dropbox, everything that's in our Dropbox that way, in case something accidentally gets deleted,

 

a folder gets moved that we can't find we're all human. And when you have multiple people on your team, you know, it can happen. And that's just the an extra step that I take. And it takes it a while, you know, probably a couple hours. So I usually do it on the weekend or late at night to actually back it up. And I know you're probably thinking I just mentioned that I have multiple ones. And the reason I do that is because there's no guarantee that when you need that external hard drive, and you go to plug it up, that it's going to come on. Now I know you might be thinking Yes, right, she's talking over the top, I have seen myself that someone has plugged up an external hard drive. And nothing happened. I have seen someone plug up an external hard drive that everything was supposed to be backed up to, and there was nothing there. I have witnessed it. So the reason that I rotate hours is that way of that if one of those fail, the latest copy of stuff that I should have could be 60 days old, or if I had to go to the third 190 days old. And that's just an extra level that we take in regards to our backups. And I can't recall a time right this second that I've actually had to pull one of those hard drives out to look at something I'm trying to think and I don't know, right off the top of my head, a time that we've had to depend on that. But again, it's just my sanity, it's something that I like to have in place. So, and I know that, you know, this topic is, I probably have a lot of emotions about this topic, so to speak. And, you know, it may sound like my voice is kind of all over the place. This is something Personally, I just went through. And I'm here to tell you, if myself and my team had not taken the steps that we have, I don't want to think about how long it would have taken me to get back up and running, instead of a couple hours. Could have been a couple weeks. And I think for a lot of people out there, especially if you it's just yourself, running your business, and you're a team of one. It might be scary. But you really need to think about if running your business depends on technology. And that technology did not power on, lost its data, whatever happened? What's your game plan, what's your backup plan. Now nowadays, with smartphones, you could probably get by if you used mostly cloud base, at least to reply to emails, be able to access your calendar, things like that, depending on what type of business you have. But if you didn't have your computer, or your laptop, or tablet, and you have a couple people that want to book events, but you don't have a way to send them a contract, you don't want to miss out on business, you don't want leads sitting in your inbox because you cannot access them. And there's no better time to prepare them before it actually happens. And just going through this, it really made me want to talk about it. Because we always talk about the great side of technology and how beneficial it can be. And don't get me wrong. You know, I've mentioned this before I did websites when it was the AOL community. Gosh, I've seen many digital ages come and go. And we are in such a awesome place with technology, especially coming through a pandemic, to be able to still video chat with people and conduct business in some way shape, or form with technology, or to stay in contact with family. Technology is a powerful thing, powerful. But if it didn't work for you tomorrow, what would you need to have in place. And starting with a list of the software, the websites that you frequent a lot for your business, not to mention, your login information, your passwords, just to have something to fall back on, will make it a lot easier for you to get through some type of technology fail.

 

As I mentioned before, any of the resources that I talked about or that we use currently or have in the past will be in the show notes. Additional resources are always available on the website genius Marketing Solutions podcast.com. I hope that you found this episode, enlightening. I know it's something that you might not want to think about or even have to worry about or discuss. But I promise you, if you just take time to put together some type of backup plan, if it's written in a notebook, if it's in your phone notes, or on a tablet, somewhere where you can access that list, so you have something to go off of. You will be thankful that you did that. I truly hope that you never have to worry about technology failing you. But technology is just that it's technology. And as I mentioned, sometimes you cannot control it. Most of the times you can't really control if it's not going to work correctly. So just make sure you've got a backup plan for your business. Because that's what's going to be important for you to keep moving forward. Until next time, see you later. Thank you for tuning in to this episode. of genius marketing solutions. If you would like to get notified of upcoming episodes, make sure to click the subscribe button on your favorite podcast platform. We welcome any feedback from topic ideas to questions you may have. You can visit our website for previous episodes or to send us a message visit genius Marketing Solutions podcast.com

 

Transcribed by https://otter.ai