3 Steps to Safeguard Your Work, Your Network, and Your Future
This week's wildfires in Los Angeles have been a stark reminder of how quickly life can change. Right now, five active fires are burning uncontained, forcing tens of thousands of residents to evacuate and consuming hundreds of businesses.
As a local, watching my community face this devastation is heartbreaking. As a business owner, the news hits even closer to home - so many businesses may never reopen simply because they weren’t prepared.
Whether it’s a natural disaster, an accidental fire, or a sudden layoff, being unprepared can make a tough situation even tougher. That’s why I’m sharing three essential things every corporate professional and small business owner should have digitized and ready to go. A little preparation now can save you a lot of stress later.
Why Digitization Matters
In a crisis, time isn’t on your side. Having your essential documents stored in a secure, cloud-based drive like Google Drive, Dropbox, or OneDrive means you can access them anywhere, anytime.
Think of this as an investment in your future peace of mind. Preparing now gives you options and control when life throws the unexpected your way.
#1 - Financial and HR Records
For Business Owners:
Digitize essential financial documents like tax returns, profit-and-loss statements, payroll records, and invoices. In addition, collect business records you’ll need to complete an insurance claim. This includes documents that prove the value of damaged inventory, equipment, or structures.
Depending on your policy, these records could help you receive coverage for commercial property damage, loss of income, and even the cost of relocating your business, if necessary. Having these documents stored securely in the cloud ensures they’re accessible when you need them most.
For Professionals:
Digitize your financial records like recent pay stubs, tax returns, and retirement account details. And don’t forget HR records—store documents like employment agreements, benefits information, and any communications about your role.
Bonus Tip: Keep a secure, encrypted file of passwords for accounts linked to your work email address. This ensures you can still log in and update your contact information after separation.
#2 - Professional Assets
For Business Owners:
Backup client contracts, project files, and your website. Yes, the entire thing. Losing this data could paralyze your operations and make it even harder to recover.
For Professionals:
Your professional portfolio is your career safety net. It’s important to have control over your own assets. At a minimum, retain:
Key Work Samples: Save standout projects, presentations, case studies, or other deliverables that showcase your skills.
Testimonials: Keep client or colleague feedback that highlights your expertise and value.
Certifications or Awards: Digitize proof of any certifications, licenses, or recognition that reinforce your credibility.
Personal Branding Materials: If applicable, keep a copy of your professional bio, headshot, and resume. It’s easy to work on these documents on your work laptop; don’t forget to back them up a well to your personal files!
Store these files securely in a cloud-based system you control (e.g., Google Drive, Dropbox) to ensure you have easy access, even if you’re separated from your company unexpectedly.
#3 - Contact Lists
For Business Owners:
Store your customer database, supplier/vendor contacts, and team information in a cloud-based system. Having these ready allows you to stay in communication with key stakeholders, even if your main systems are down.
For Professionals:
Maintain a list of professional references, former colleagues, and mentors. You’ll also want to keep hand a list of industry contacts, and potentially recruiters you’ve met over your time in the current role. These connections can be invaluable when navigating your next career step.
Take Action Today
Start by taking inventory of what you already have stored in a cloud-based solution. Then, create a plan to scan or upload anything that’s missing.
A little preparation now can make all the difference when it matters most.