However, there can be times when an owner simply cannot run their business.  An illness, a family obligation or other serious matters take precedence.  This can be catastrophic for the business if the owner is ill-prepared for this possibility.  Many owners don’t even like to think about the day that could come where they couldn’t run their business – after all, they’ve worked so hard to create it!  But facing the inevitable may help prevent financial loss or even the closing of your business if you are faced with this possibility.

Here are some tips to help you prepare:

• Always Have Plan B.  This is important to keep in mind for many important factors that occur in your business. For example: who will manage your business if you are unable to for a period of time?  It is ideal to have at least one or even several people in mind for this position and to talk them beforehand.  You don’t want to have someone in mind, only to find that when “crunch time” comes they are truly unable to do it.

• Keep Good Records.  Some business people feel bogged down by the tiny details and are less interested in keeping good records.  However, keeping good records is an important factor to keeping your small business going if you are unable to. The person running it will then be able to find information quickly and easily.  Records include financial information and contact information for clients and suppliers.  It also includes information about any insurance policies and banking information.

• Insurance.  Having insurance will help your business run smoothly, especially if something happens and you are unable to run your business for a period of time.  Consider adding short-term or disability insurance to your current plan to protect your family’s bills.  Have a life insurance policy as well, to protect your family.  Having medical and dental insurance for your employees is an excellent benefit that their families will greatly appreciate.

• Work With Good People.  It is said in business that the most expensive thing you can do is to hire someone else.  With paying benefits and salary, it is truly understandable why hiring people could be so costly.  So it is important to be working with the best people.  Even if your company hires independent contractors, interview people extensively and check their references.  Make sure that you are hiring people that are skilled at what they do and are also reliable and dependable workers.  If you are unable to run your business for some reason, it will be critical that your company has people that you know you can count to get things done.

• Automate.  Some business tasks can be automated.  A lot of companies have switched many bills to be automatically paid through online banking such as utility bills or rent.  Your telephone system can have an automated system that directs callers and keeps track of voicemails for everyone.  Some supplies can be placed on auto-refill with your suppliers, so they will instantly send them at a certain time of month or when they know you are running low.  Automating tasks will make things very convenient, and will help the company to keep things running smoothly in the event of a crisis.

We all know that no one can truly run your business like you can.  But coming up with a strong back-up plan guarantees that your business will be run efficiently in case of an emergency.  It also helps ensure that there will be a business to return to after the emergency is over.  Setting up a back-up plan is different for each business; consult with professionals for advice on how to create the best back-up plan for your business.

There are two ways that ecommerce sites can arrange to accept credit card payments. One is by establishing a merchant account through the business owner’s own bank. Another is to use a third-party service to process the payments.

Bank Merchant Accounts – Most banks offer merchant accounts and processing gateways to their account holders. Funds from credit card purchases, less the agreed-upon fees, are deposited into the merchant account, then moved to the owner’s business or personal account on a regular basis (usually within 24 hours). The primary disadvantage is that approval for merchant accounts is more difficult to obtain for internet businesses than for standard retail businesses. Every bank has its own qualification guidelines and fee schedules.

Third-party services such as PayPal eliminate the need for a merchant account. They offer real-time processing of payments and transfer of funds to the business owner’s account for a fee, usually a small flat rate plus a percentage of the sale total per transaction.

Other features available might include a shopping cart that the business owner can install on the website, conversion from U.S. dollars to foreign currency, the ability to accept multiple forms of payment (such as electronic debits or echecks), customer service, and set-up assistance.

PayPal offers three account types, two of which can be used by merchants to accept credit card payments: the Premier Account and the Business Account. An individual can open a Premier Account, but a Business Account can only be opened by a registered business. A 2.9 percent fee is charged for receiving a payment, but as the dollar volume increases, the rate drops. Premier and Merchant Account holders can incorporate special html code into their website to create a “Buy Now” button. With one click, the customer is taken to a payment page to complete the transaction.

PayPal also provides a shopping cart to merchants. This software lets the consumer select multiple items for purchase, then proceed to the payment page to pay for all selections at once.

The cost for setting up a merchant account, processing gateway, and shopping cart can range from $500 to $1,500, more so if the etailer chooses to hire a web master to consult on or install the system.

For the start-up or small business owner, third-party services such as PayPal may provide a more accessible, affordable alternative to traditional banking options.

1. Sending too many or too often. A little appreciation is a good thing, an e-mail a day is just plain annoying. Use your free e-cards sparingly (or any e-cards). If you send too many, your customer will simply hit “delete” before even opening.
2. Sending E-Cards with Advertisements in them. The purpose of sending an e-cards is to show appreciation for your customer, not to try to “sell” them. Sending a free e-cards that has advertisements (whether you get any benefit or not) is just plain tacky and will not have the desired effect. Your customer will simply feel like you are trying to “sneak” another sale.
3. Sending Business Inappropriate Cards. Yes the dancing can-can girls are funny, and the flatulant farm animals make you laugh so hard your sides hurt, but this is a business contact, and should be treated with respect. Save the off color, adult content, bodily function cards for personal use. If you offend a customer, you may never see them again. Use cards with a professional feel and you won’t go wrong.

4. Sending Awareness and Activism Cards – Many sites offer awareness and activism cards in addition to every holiday you can think of. Be careful of sending cards for causes YOU believe in, but maybe not necessarily relate to your business. If you sell vegetarian recipes and pre-prepared meals, sending a Vegetarianism card is fine. If however, one of your main customers if the president of the local cattleman’s association, sending a Vegetarianism card may cause you to lose your best customer.
5. Holiday Card issues. The same principle on activism cards goes for holiday cards. However, you can send holiday cards as you feel inclined, however, just be aware of how they may be received. I am a Christian and I send out Christmas cards, however, I usually include a note that says something to the effect of “since this holiday is so important to me and who I am, I just wanted to let you know that you are thought of and appreciated at this time of year.” This way you can celebrate who you are without assuming that everyone shares your beliefs or offending anyone.

If you follow these guidelines, you will be much more likely to reap the positive benefits of sending free e-cards. Happy card sending!