Backups: Your Best Insurance Against Chaos
by John Gross
What would happen if your key employee called in sick tomorrow—or quit next week? Would the work still get done? If not, you’re not alone. Many small businesses rely on a few trusted people to keep things running, but that trust can quickly turn into vulnerability.
If your “backups” are the same two people for everything, trained through tribal knowledge and informal shadowing, you don’t have backups—you have risk. When someone leaves, takes vacation, or wins the lottery, that risk becomes reality.
The solution is simple but strategic: build a cross-training system that creates true depth in your organization. Here’s how:
1. Identify your critical processes. Which tasks must happen every day to serve customers or keep cash flowing? These are your bottlenecks.
2. Map your current coverage. Use a training matrix to see who’s trained for what—and where the gaps are.
3. Spread the knowledge. Choose employees to cross-train in key areas, making sure responsibility is distributed across your team.
4. Train with documentation. Use written, visual process guides so training is consistent—and so the knowledge stays even if people move on.
5. Repeat regularly. Review and update your matrix as your team and processes evolve.
Cross-training doesn’t just prevent fires—it frees you to focus on growth instead of survival. A strong backup plan isn’t a luxury. It’s the foundation of a resilient, scalable business.
PS: If you would like to learn more about process—check out the book ‘Process’ by Mike Paton. If you would like a simple visual training matrix, then email me.
John Gross is an EOS Implementer who helps small and mid-size businesses stop fighting fires & start growing by helping them take control. You can contact John at John@DrivingChangeInc.com or call 636.667.0579.