In our fast-paced, ever changing business world, the notion of “prevention” – which generally means doing something you don’t absolutely have to do right now – often gets lost or set aside. But with so much riding on how smoothly things run at your business, that ounce of prevention can indeed far outweigh a pound of cure later on.
Think of some of the threats your business faces: computer viruses and other tech malfunctions, on-the-job accidents, employee theft, shoplifting, lawsuits, machinery downtime and broken equipment. All of these things can slow you down, cost you money and even put you out of business.
Here are six key areas where prevention can really make a difference to your business success, along with some preventive solutions.
1) Theft and Loss Prevention: Whether it’s stealing client lists and confidential data, fudging expense reports or stealing merchandise and materials, employee theft and fraud is a serious threat to small businesses. Shoplifting, employee theft and other types of “inventory shrinkage” can eat away your profits. Installing a loss-prevention program will help minimize losses. Include background checks on employees as part of your system. The National Association of Professional Background Screeners (www.napbs.com) can help. Conducting regular audits or “checkups” can help you detect fraud or theft and also serve as a deterrent. The Association of Certified Fraud Examiners (ACFE) helps companies of all sizes detect and deal with workplace fraud. Visit www.acfe.com.
2) Lawsuit Prevention: A lawsuit is a huge drain on your time, money and energy. The story is all too familiar: A small business owner and a partner (client, customer, investor, etc.) have a business dispute they can’t seem to resolve. No one will budge. Threats of legal action, emails and letters are exchanged. Everybody is upset, and productivity suffers under the stress. If a lawsuit results, things get even worse. Solution? Use arbitration and mediation to avoid a legal morass. It’s user-friendly (usually avoids lawyers), inexpensive and helps resolve thousands of business disputes yearly.
The American Arbitration Association (ADR.org) and the National Arbitration Forum (arb-forum.com) can help. Judicial Arbitration & Mediation Services, or JAMS (jamsadr.com), offers dispute resolution services, and can do it via videoconferencing. For preventive help keeping your business in legal compliance, visit LegalWorkplace.com.
3) PC Problem Prevention: Both Microsoft and Apple offer free security updates — but you have to download and install the latest versions and fixes. Get what you need at the Microsoft Download Center (Microsoft.com/downloads). For Mac OSX, go to the Apple menu and select “Software Update” to check for updates. Microsoft has some good preventive maintenance advice on its website at www.microsoft.com/athome.
4) Accident Prevention: Keeping things safe in the workplace is vital to a successful business. It’s not just good business, it’s also the law. For free information, the Occupational Safety and Health Administration (OSHA) is actually a good source for business owners. From the OSHA homepage at www.osha.gov, click on the “Small Business” tab on the upper right. There you’ll find quick links to small business safety resources, help with compliance, web tools and FAQ.
Many companies sell safety products and training materials, including the Workplace Safety Store (safety.1800inet.com), Northern Safety (www.northernsafety.com) and All Safety products (www.allsafetyproducts.biz).
5) Preventive Facilities Maintenance: If your facilities and equipment fall into disrepair, your business will suffer. Grainger (www.grainger.com) is the top provider of maintenance, repair and operating supplies to businesses in North America. And since there are a gazillion products and parts you might need (Grainger carries over 800,000), their online product search is super helpful. If your biz is big enough, consider outsourcing maintenance. USI Building Services, for example, (www.usibuildingservices.com) is a single provider for all maintenance needs. They take care of supplies, equipment management, scheduling and reporting.
6) Data Loss Prevention: You’ll find helpful virus protection and data backup solutions at MacAfee.com and Symantec.com. For web-based backup and data protection solutions, consider SystemSafe (www.systemrestore.com), Iron Mountain (www.ironmountain.com), Intronis.com and RestartIT.com. Carbonite.com is a low-cost service that offers non-stop, automatic backup over the internet for as little as $5 monthly. Imation.com devotes considerable attention to small business solutions, with helpful tips, advice and product information to help get you started. Second Copy (www.secondcopy.com), from Centered Systems, is inexpensive software for Windows that automatically makes a backup of your data files to another directory, disk or computer across the network.
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About the Author: Daniel Kehrer, Founder and Chief Content Officer of BizBest Media, is a senior-level leader in digital media, content development and online marketing with special expertise in startups, SMB, social media and generating traffic, engagement and leads. He holds an MBA from UCLA/Anderson and is a passionate entrepreneur (started 4 businesses), syndicated columnist, blogger, thought leader and author of 7 business and financial books.