You Can’t Control the Storm. You Can Control Whether You’re Ready

This blog was inspired by a trending post I came across on social media recently that I acutally really liked. It got me thinking about how relevant the message is when you’re running a small business. It’s also well timed, with the UK being told to 'prepare' this week, hence the post title. You can’t control the weather, but you can make sure you’re ready for it, and the same goes for your business.

This post is one of my longer reads, so grab the custard creams and get comfy!

So let's look at how you can make running your business feel a little more manageable, even when things don't go according to plan.

The Economy

Prices go up, clients tighten their belts, and there’s very little a one-person business can do about the news headlines. What I can do is know my numbers.

Quiet spells are worth planning for as well. Even a small amount set aside each month gives you breathing room when things slow down. And have a look at how much of your income comes from one client. If the answer makes you wince, that’s your cue to widen the net. Too many eggs in one basket and all that!

A really simple but effective tool to help with this is SWOT analysis. I’ve written a blog about how AI can help you refine your SWOT analysis further, offering fresh perspectives and alternative viewpoints you might not have considered. Click here to read the article.

Your Clients' Circumstances

Clients change their minds. Projects get paused, budgets get cut, priorities shift, and when they do, it can sting you somewhat, especially after you’ve put time into the relationship.

The best protection I’ve found is sorting things out at the start: clear payment terms, an agreement that covers cancellations, and regular catch-ups so nothing comes as a shock. I also keep chatting to potential new clients when things are busy, because it’s much less stressful to have options already warming up when a project ends unexpectedly.

Life Happenings

This is a big one that can have a huge impact on your business. Illness, family commitments, caring responsibilities and unexpected emergencies can disrupt even the best-laid plans, and when you're running a business on your own, taking time off can feel particularly difficult because you might worry about deadlines, client expectations and the work that will be waiting when you return.

I have teenagers, and while they don’t need my input in quite the same way they used to, there are still moments when I’m needed, ie the "the bus is late so can you pick me up" (translation = I can't be bothered to wait like everyone else)... That’s why I deliberately build breathing space into my week, rather than scheduling every hour. Having that flexibility makes it much easier to manage the unexpected.

It’s also important to document your processes, key contacts and any essential information someone might need if you were suddenly unavailable. This means someone else can step in more easily if needed, helping to keep things running smoothly even when you can’t be there.

Your Competitors

It's natural to look at other businesses when you're starting out, and competitor analysis is an important part of any business strategy. Understanding what others offer, how they position themselves and what they're charging can help you identify opportunities and make informed decisions about your own business.

However, there's a difference between learning from your competitors and constantly comparing yourself to them. I was hugely guilty of this when I first started. You can't control what they do or how quickly they grow, and social media rarely shows the full picture. Use what you learn to help shape your own strategy, rather than feeling you need to copy everything everyone else is doing.

Ultimately, focus on your strengths, the clients you want to work with and what makes your business different, because your business doesn't have to look like anyone else's to be successful.

Other People's Unwanted Opinions

When you're running a business, it can be difficult not to take other people's opinions to heart, particularly when you're putting yourself out there on social media, sharing your work and making decisions that not everyone will understand or agree with.

I'm often asked why I haven't taken on other VAs, especially as I regularly pass on enquiries when I'm unable to take on new clients. The truth is, I'm happy with the size of my business. It fits around our life, and that's important to me. I don't aspire to earn six figures simply for the sake of it, because I understand the time, effort and demands that come with building a business to that level. For me, success isn't about growing as big as possible; it's about having a business that works for me and my family.

You can't control what other people think about you or your business, but you can be more selective about the content you consume and remind yourself why you started your business in the first place. It can also help to have people you trust who understand the realities of running a small business and can offer an outside perspective when you're struggling to make a decision or beginning to doubt yourself.

Technology Failures

Technology is wonderful right up until the moment your file vanishes from OneDrive!

My non-negotiables: regular backups, including an offsite copy in case my usual systems are unavailable or compromised, plus updates, strong passwords and multi-factor authentication. It’s also worth having a simple plan for what you’d do after a phishing attempt or data breach, and knowing who you’d call for tech support before you need them. Working out how you’d carry on without your usual setup is much easier on a calm Tuesday than in the middle of a crisis.

The things you can control (and how to make them work for you)

You can’t control everything that happens in business (if only!), but you have more control than you might think. Focusing on what you can influence helps you make decisions with confidence, spend your energy where it really matters and build a business that works for you, rather than the other way around.

Your Reactions

You can't always control what happens in your business, but you can control how you respond. Whether it's a client cancelling a project or an unexpected expense, taking a moment to process the situation and consider your options can help you focus on finding a solution rather than feeling overwhelmed.

Sometimes you need to take action, and other times you need to pause, gather advice and give things time to work themselves out. Probably a good life skill in general!

Your Boundaries

Boundaries are my nemesis! As a bit of a people-pleaser, I find it tempting to say yes to every opportunity and respond to every message straight away, even when it isn't always practical. But without clear boundaries, your business can quickly take over your personal time.

Setting expectations around your working hours, availability and the work you take on helps protect your time while maintaining positive client relationships. It's not about being difficult or letting people down; it's about creating a business that works for you, too.

Also, it took me a while to realise it, but you don't have to work with everyone.

Your Systems and Processes

If you're constantly searching for information or repeating the same tasks, it's worth looking at how your business workflows could be improved (shameless plug, as this is exactly the kind of thing I can help with!). From creating email templates and setting up task management systems to documenting your processes with Standard Operating Procedures (SOPs) and automating routine reminders, small improvements can save time, reduce errors and make your business run more efficiently.

Having clear workflows and documented processes also makes it much easier to delegate tasks as your business grows, because you're not having to explain everything from scratch each time. And because I love this area of work so much, I've dedicated an entire blog to it: Systemise to Optimise Your Small Business.

How You Use Your Time

I bang on about productivity all the time, so I'm not going to say too much here other than to point you towards the many blogs I've written on the subject! Planning your week, prioritising important tasks and identifying what you can simplify, automate or delegate can help you make better use of your time and focus on the work that really matters.

The Experience You Give Your Clients

You can't control every outcome, but you can influence how clients experience working with you through clear communication, reliable service and realistic expectations. When things don't go to plan, taking responsibility and finding a solution can help build trust and strengthen relationships.

Your planning and preparation

Although you can't predict what lies ahead, reviewing your finances, setting realistic goals and planning for quieter periods can help you prepare for uncertainty. Your plans don't need to be complicated; they simply need to give you direction while allowing room to adapt when circumstances change.

There will always be things you can't control when running a business, but you can take steps to prepare for challenges, protect your time and build better ways of working. When things feel overwhelming, consider where your energy would be most useful and whether there's anything you could simplify, delegate or approach differently.

You can't control everything that happens when you're running a business, but you can get your ducks in a row. And if your ducks are currently running around like headless chickens, well, that's something we can work on 🦆