Put your bank details in a sealed envelope
Earlier this year, I heard about a business owner who had a heart attack on a Tuesday morning. By Thursday, his team was freaking out because they couldn't get into the company bank account to pay everyone. The money was there, but no one knew how to log in.
His business almost fell apart - not because he didn't have money, but because no one could get to it when he couldn't help them.
This made me think about something we all try not to think about: what happens to your business when you suddenly can't be reached?
Why This Matters To You
If you're like most business owners I work with, the important stuff about your business lives in one place: your head. Or maybe it's spread across your phone, laptop, and some random sticky notes.
But what happens when your team needs that info and you're:
In surgery
On a plane with no phone signal
Unconscious in a hospital
Or just can't be reached for any reason
This isn't about planning for the worst thing ever. It's about being ready for the everyday emergencies that happen to all of us.
Why Most People Avoid This
The main reason business owners don't create emergency information packs is simple: it feels scary. Nobody wants to plan for times when they might be hurt or unavailable.
But here's the thing - this isn't a "what if I die" plan. It's a "what if I can't get to my phone for 48 hours" plan. And that happens to everyone at some point.
Another reason we skip this?
We think our team "knows enough" to handle things. But try asking your key people right now: where would they find your bank details if your laptop was locked and your phone was dead?
The long pause tells you everything you need to know.
The "Break Glass" Emergency Pack
Think of this like those emergency alarm boxes with "break glass in case of emergency" written on them. You hope you never need to break the glass, but when you do, it needs to work right away and have everything you need to handle the crisis.
Here's what goes in your emergency pack:
Critical access info:
Main business bank account details and passwords
Access details for "client accounts", if applicable
Key supplier account numbers and contacts
Major client emergency contacts
Building access codes and alarm systems
Important software logins (accounting, CRM, payment systems)
Money stuff:
Where business insurance policies are kept
Accountant and lawyer contact details
Payroll processing info
Outstanding loan details
Emergency fund access instructions
Day-to-day basics:
Where to find your process documents (SOPs)
Who can approve what when you're not there
Important deadlines and commitments for the next 30 days
When vendors need to be paid and how much
How To Make This Work
The key is creating a system that's safe but reachable when needed.
Here's what I recommend:
The physical pack: Print everything and put it in a sealed envelope. Store it in your office safe or bank safety box. Give one trusted person (business partner, key employee, or family member) the location and how to get to it.
The digital backup: Create a password-protected document with the same info. Store it in a secure cloud spot that your chosen person can access.
The regular check: Update this info every three months. Set up a calendar reminder - important details change more than you think.
Imagine If This Happened To You
Picture this. You get really sick with food poisoning during a busy week. You're completely out of it for three days - can't even look at a screen without getting sick.
Your team has a big client payment due, payroll to process, and a supplier threatening to cut you off for a late bill. You have the money but your team can't get to any accounts.
What should be a small problem becomes a potential business disaster. Your team is stressed, clients are asking questions, and suppliers are getting mad.
Now imagine this instead. Your chosen team member opens the emergency envelope, gets what they need, and handles everything smoothly. You get better to find your business ran perfectly without you for three days.
I had my own major life crisis in 2020, and my business didn't just survive, it thrived. Read chapter 6 in my free e-book.
Beyond The Emergency Pack
Creating the emergency pack is just step one. You also need to:
Test your system: Once a year, try running your business for a day without using any of your personal devices or accounts. See what info gaps your team finds.
Train your helpers: The people who might need this info should know it exists and basically understand how to use it, even if they've never actually opened the envelope.
Create decision rules: Include guidelines about what decisions can be made without you, what should wait, and who can spend money or make commitments.
You Can Do Better Than A Brown Envelope
Of course, a simple emergency pack is just the beginning. If you want to create a truly resilient business that can handle any crisis - not just when you're unavailable for a few days - you need a complete Doomsday Plan.
This is actually one of my most popular offerings - we work together to identify and name your biggest business vulnerabilities, then address them in a systematic way. It's not just about access to information; it's about building genuine resilience into every part of your operation.
This means building systems, processes, and team structures that can handle everything from staff departures to market changes to major disruptions. It's about creating a business that's genuinely prepared for whatever life throws at it.
The brown envelope gets you started. The full Doomsday Plan gets you bulletproof.
Your Action Steps
Here's what I want you to do this week:
List your critical info: Write down every login, account number, and contact your business couldn't work without for more than 48 hours.
Pick your person: Choose one person who could get this info if needed. Make sure they know about it and understand their role.
Build the pack: Don't overthink it. Even a basic version is way better than nothing.
Test one thing: Pick one important system and see if someone else can access it with your instructions.
Set up reviews: Create recurring reminders to keep this info up to date.
Remember, this isn't about planning for disaster - it's about creating a business that can handle normal life bumps without falling apart.
The strongest businesses aren't the ones that never face problems. They're the ones ready to handle problems when the owner isn't right there to solve them.
What's one piece of critical information that only you know how to access right now? Start there.
P.S. This might be the most important hour you spend on your business this month. Your future self (and your team) will thank you.
P.P.S. If you think nothing bad is likely to happen to you, read chapter 6 of my free ebook to learn what happened to me, and more importantly why my business survived my own life-changing crisis.