It’s not the most cheerful thought, but it’s one that every business owner should face head-on:
What would happen to my business if I suddenly couldn’t run it?
Whether it’s a bus, a heart attack, or any other unexpected event, the reality is that life can throw curveballs. And if you’re the one holding everything together - quotes, invoices, payroll, client relationships - then your business might be more vulnerable than you think.
The Mental Load of Being “The One Who Knows Everything”
Most small business owners wear multiple hats. You know where everything is, how everything works, and who needs what. But if you were suddenly out of action, would your team (or your family) know how to keep things running?
Would they know how to access your Xero account?
Could they find your job management system?
Do they know who your key clients are and what’s currently in progress?
Could they get your staff paid?
Chantelle’s Story: Why This Matters
This isn’t just a theoretical exercise for us at Varntige. Our founder, Chantelle, lives with chronic kidney disease - a condition that has required her to step back from the business at times to focus on her health.
It was during one of these moments that the importance of having systems in place really hit home. Because she had built a team, documented processes, and set up secure access to key tools, the business didn’t grind to a halt. It kept moving, serving clients, and staying financially healthy.
That experience is why we’re so passionate about helping other business owners prepare for the unexpected. You don’t need to live with a chronic illness to benefit from having a plan: you just need to care about your business and the people who rely on it.
What Systems Do You Have in Place?
If your business relies heavily on you, it’s time to start building systems that others can follow. This doesn’t mean stepping away - it means protecting what you’ve built.
Here are a few things to consider:
Document your processes: From quoting to invoicing to reconciling bank transactions, write down how things are done.
Use cloud-based tools: Make sure your systems (like Xero, job management, and email) are accessible to trusted team members.
Share access securely: Use password managers and permissions to give access without compromising security.
Train your team: Even if they don’t need to do everything now, they should know how to step in if needed.
What We See at Varntige
We’ve worked with many business owners who’ve had close calls - or who’ve ended up out of action unexpectedly. The businesses that survive and thrive are the ones that had systems, backups, and support in place.
We often help clients:
Set up clear financial workflows in Xero
Create SOPs (Standard Operating Procedures) for admin tasks
Build redundancy into their team roles
Prepare for succession or emergency handover
Download Your Emergency Checklist
To help you get started, we’ve created a simple, fillable checklist with the absolute essentials someone would need to keep your business running if you were suddenly unavailable.
Need help building a business that can survive without you?
Let’s chat. At Varntige, we help NZ small businesses put the right systems in place so you can sleep better at night.
