Many virtual assistants, both seasoned and new, always wonder if they should have a person that can serve as a backup in the event of emergencies.  I have family members to assist me if something happens where I can’t respond to my clients to let them know I’ll be out.  And some of the functions that need to be done, they can do as well.

But should you have someone ready as a backup to your clients in an emergency?  And what constitutes an emergency for that person to step in?  How do you tell your clients about your backup plan (new and existing)?  What about confidentiality?  What about my backup becoming competition?

There is so much to consider when you wonder what your business will do in the event that something happens to take you away from your business for an extended period.  And as a business owner, you get to make those choices.  But those choices can affect who does business with you.  So here are my tips for you.

1. Interview VAs to serve as your backup just as you would if you were hiring your own VA (in essence you are).  Call references, ask for experience, and ask for capabilities.

2. Get the backup VAs to sign non-compete and confidentiality agreements.  The non-compete protects you from having your backup take your clients away from you and the confidentiality protects both you and your clients and their sensitive information.

3. When you start a new backup, introduce your backup to your existing client, and introduce them to new clients as they come in so there are no surprises if this person has to pop in out of the background to help.

4. Set up an emergency plan that constitutes when your backup takes over for you (i.e. if you haven’t contacted them for two business days or more, perhaps they automatically kick into gear for you.).  Also decide if they’re just going to cover for your for emergencies, your days off, vacation days, holidays, or whatever.  Be respectful of their business hours, just as you want people to be respectful of yours.  The plan should clearly outline not only when they take over, but HOW they take over.  Do they have access to your emails?  Your clients?  Your login information for your clients?  How will they do your tasks if you are unable to tell them you’ve been in an emergency?  Webex and Airset are good places to share information with backup VAs.

5. Let your clients know and see your backup plan (maybe not all details but an overview), so they can be put at ease.  Let them know your backup has had a reference check and signed a confidentiality agreement with you.

Whether you have a backup person in place or not is up to you.  It’s just important that you have it clearly outlined for both your backup person as well as your clients so there is no confusion as to what happens when.

Keep moving toward success.