Well, in a previous post, I covered computer crashes and protecting data from property loss by fire, flood or other natural disaster. Now comes the tricky topic of health-related disasters.
This is a difficult topic because: 1) no one wants to think it will happen to them; and 2) it's tough to keep a business based on personal service running if you're flat on your back in the hospital.
Much as we hate to think about it, the need may arise down the road for someone to step in and act for you, if you're temporarily incapacitated and can't personally handle your business--an individual to tell your clients that something's come up and the job they just hired you for? Well, it may require some extra time or have to be handled by someone else (depending on how dire your situation is).
To be clear on this, I'm not talking about health insurance--everyone should have it, but I'm not talking about that. (And if you think you're too young and healthy to worry about it, think again. Take this from someone who knows.)
I'm also not talking about estate planning or having a lawyer draft a power of attorney of any sort, in case you completely lose your ability to manage your affairs (although this is a good idea--I'm just not covering that).
I'm just talking about planning for the kind of stop-gap, emergency measures that should be taken if you end up, say, in the hospital in a body cast for several months. (Gruesome example? Yes--I told you this wouldn't be easy.) You haven't lost your ability to make decisions, but how well could you run your business in that condition? Someone has to make the calls, handle the bills and do whatever else it takes to keep the lights on, but let clients know either your assignment will be turned in a bit late or you'll be out of commission for a while (again, depending on how dire your situation is).
So if you're like most freelance writers and work solo (no partner, no employees), I would suggest you take at least the following steps, in case the unthinkable should happen:
1. Designate a spouse or significant other to act for you if you become incapacitated. Find someone you trust completely to take the reins of the business until you've recovered enough to take them back. This person will have to do all the tasks in the rest of this list, so (along with being trustworthy) it should be someone responsible, capable and cool-headed enough to manage the job. This person (if they aren't living with you) will need a spare key to your home and your mail box. Did I mention trustworthiness is important?
2. Make a list of all your current and pending projects. That list should include each client name, contact person, and any contact info you have for that person (office and cell phone, email), so the person acting for you (we'll call this person your "agent") can reach them and let them know what's going on, if necessary. Put this list in a file marked "In Case of Emergency" and tell the agent where to find the file. Also on that list, I'd include the name of any file you're working on for each client, so your agent can find it on your computer and send it to the client, if they wish to see what you've done so far. A client may really appreciate the extra effort you took to make sure they at least got a rough draft of your work, if that's all you could do before you-know-what hit the fan.
3. Make a list of other key contacts. You may be scheduled to speak or appear at an upcoming conference or event--make sure your agent can get access to your calendar and keep a list of people to contact (with contact info, of course) for each conference or event you're actively participating in, in case you aren't able to appear (or tell them about it). Put this in your emergency file, too.
4. Make sure your agent knows how to access your email and voice mail. You can't anticipate everyone who might need to know about your situation. Be sure that when someone does call or email you, your agent can respond, if necessary. The agent doesn't have to answer the phone, but should be able to monitor voice mails for potentially urgent calls.
5. Arrange for your agent to handle bills. You may be in the hospital, but that won't stop the bills from coming in. Be sure to have your agent look for those bills and pay them promptly or take them to you to pay promptly (if you're able). If it's a spouse or live-in SO, this shouldn't be much of a problem. If it's someone who doesn't live with you, you may want to set aside some extra cash to cover the payment of your bills in an emergency. Obviously, the cash would have to be kept in a place where your agent could find it. Or (since trust is an element here) your agent could pay the bills until you're well enough to handle it yourself, and you could pay him or her back later.
6. Consider finding people to whom you can refer work if you are unable to complete it. This is a really tricky one. Someone hired you for your expertise and skill. Now, because you're in the hospital in critical condition for who-knows-how-long, you can't deliver your work by the deadline. Maybe for so long, they can't wait for you. Clearly, your agent must contact the client to let them know what's going on. If it looks like you'll just need a deadline extension, you may be able to arrange that. Otherwise, you might want to be able to suggest someone who can either finish what you've done or take on the assignment instead. Keep a list of those people (and the kind of work they do) in a place where your agent can find them, if necessary. And--yes--add this list to the emergency file.
These are just a few ideas I came up with while pondering what is a very troubling (but possible) scenario. I won't say this list is comprehensive, but it's everything I could think of. Feel free to submit a comment with any further suggestions.
I've done many, but not all, of the listed things. However, I'm working on that. As I said, I'm just trying to think of all the little things you might want covered, in the event a medical emergency puts you temporarily (whether for two weeks or several months) out of service. Lengthier or permanent disabilities are another matter--usually handled by attorneys who do estate planning and draft powers of attorney.
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