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Why Successful People Will Never Neglect A Backup Plan

Why Successful People Will Never Neglect A Backup Plan

A contingency plan doesn’t sound like what you would discuss with friends over cake and coffee, but it’s an essential part of any actual plans you make. You may need one (or more) for your business, school project, or even a family vacation. The biggest problem with making a contingency plan is that people often aren’t sure about what to include in it. Here is a handy guide for you to make a comprehensive one.

What is a contingency plan?

A contingency plan is a set of actions that you will take when something unexpected happens. Think of it as a backup plan, or a Plan B. It should have instructions that you can follow when your original plan doesn’t work out due to changes in the situation.

A contingency plan prepares you to deal with any future troubles you may encounter, and gives you some sort of escape route out of any accident.[1]

What happens if you don’t have a contingency plan?

If something goes wrong with your Plan A unexpectedly, or if accidents force you to change your current plan, chances are you will panic. Especially if you’re not well prepared to deal with contingencies, you probably can’t think straight enough to come up with the solution you need at that moment. You won’t know what to do.

What’s worse, until you’re able to get the situation under control, business can’t go back to normal. You’ll have to fix the trouble and make new plans.

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What if the contingency plan is a bad one?

Don’t think making a contingency plan is a simple task. A contingency plan should be comprehensive, which requires lots of careful consideration. Otherwise, it is not helpful.

For instance, you may be prepared for the wrong kinds of accidents. And when your plan doesn’t work out as expected, you won’t be organized enough to handle the crisis. That is, you’ll panic.

How can a contingency plan benefit you?

For instance, a contingency plan allows you to deal with accidents quickly and effectively.[2] In a business scenario, it can even help you save time and cost in repairing the situation.

Also, a contingency plan helps minimize the negative consequences or losses caused by the unexpected event. It guides you to start dealing with the situation as soon as something goes wrong and keeps you safe.

After all, having a contingency plan ready is reassuring, because you won’t have to worry about making new plans in a rush.

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You may think that accidents are unlikely. You may think that your Plan A is perfect. However, you should keep in mind that the future is uncertain until it becomes the present, and that we as human beings can’t control 100% of what happens. You don’t want to regret not having a contingency plan when it’s too late!

How to write a good contingency plan?

There are basically 5 steps:[3]

    We’ll now go through them one by one:

    1. Identify

    As a contingency plan has to do with what’s unexpected, you have to first try and predict the risks:[4]

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    • What could possibly go wrong?
    • How likely it would go wrong?
    • What’s the impact and consequences of the contingency?
    • What should be your reaction or solution?
    • How can you prepare for it in advance?

    2. Prioritize

    Using what you’ve written down in Step 1, rank your risks by their possible impact and likelihood. The more likely the risk will happen and the more serious the impact will be, the higher it should rank.

    You have to decide how much weighting to put on each risk according to your situation.

    3. Plan

    The next step is to actually write your contingency plan. Keeping in mind the resources available to you, design solutions to the risks you want to cover in the plan. Be realistic about your needs: perhaps some issues have to be dealt with before some others, or perhaps you have to take actions within a certain time frame, etc.

    It is also important to give clear and simple instructions, so that you won’t forget what you’ve written months later, or that someone will misunderstand them.[5]

    4. Execute

    If your contingency plan involves other people, say, your colleagues or your family members, talk it through with them. Let them know what they’re supposed to do when certain things happen.[6] Prepare them.

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    Then, if your plan includes actions to prepare for future accidents, execute them. This can help you lower the risks.

    5. Review

    Changes happen all the time. For your contingency plan to be practical, you should review it and make adjustments regularly. Evaluate the items in your plan. Over time, some risks may become more or less likely, or may bring about different outcomes. Learn your situation well, and update your solutions accordingly.

    If your plan is about large-scale risks such as natural disasters or server failures, conducting drills is very helpful to identifying any weaknesses of the plan, as well as making sure the people involved will be prepared to act according to the plan when they have to.

    Some concrete examples to put things into perspective:

    Example 1: Contingency plan for an outdoor exhibition

    • Potential risk: Rain
    • Who will be affected: Exhibitors, visitors, organizers and crew members
    • Action 1: Secure exhibit items
      • Who will take action: On-site crew members
      • Preparation: Rain-proof covers for exhibitors’ stalls, email exhibitors with weather forecasts 3 days in advance
    • Action 2: Lead visitors to sheltered areas
      • Who will take action: On-site crew members, security guards
      • Preparation: Mark designated areas as no-parking areas, waterproof jackets for crew

    Example 2: Contingency plan for delivering a speech to a big group of audience (co-workers)

    • Potential risk: The projector or the computer doesn’t work
    • Who will be affected: Me
    • Action: Write outline and key points on whiteboard as I speak
      • Who will take action: Me
      • Preparation: Notes in hard copy, 3 colored markers, printed handouts

    Featured photo credit: Flaticon via flaticon.com

    Reference

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    Wen Shan

    Proud Philosophy grad. Based in HK.

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    Published on November 12, 2020

    5 Signs You Work in a Toxic Environment (And What To Do)

    5 Signs You Work in a Toxic Environment (And What To Do)

    What’s the most draining, miserable job you’ve ever had? Maybe you had a supervisor with unrealistic demands about your work output and schedule. Or perhaps, you worked under a bullying boss who frequently lost his temper with you and your colleagues, creating a toxic work environment.

    Chances are, though, your terrible job experience was more all-encompassing than a negative experience with just one person. That’s because, in general, toxicity at work breeds an entire culture. Research shows abusive behavior by leaders can and often quickly spread through an entire organization.[1]

    Unfortunately, working in a toxic environment doesn’t just make it miserable to show up to the office (or a Zoom meeting). This type of culture can have lasting negative effects, taking a toll on mental and physical health and even affecting workers’ personal lives and relationships.[2]

    While it’s often all-encompassing, toxic culture isn’t always as blatant or clear-cut as abuse. Some of the evidence is more subtle—but it still warrants concern and action.

    Have a feeling that your workplace is a toxic environment? Here are 5 surefire signs to look for.

    1. People Often Say (or Imply) “That’s Not My Job”

    When I first launched my company, I had a very small team. And back then, we all wore a lot of hats, simply because we had to. My colleagues and I worked tirelessly together to build, troubleshoot, and market our product, and nobody complained (at least most of the time).

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    Because we were all in it together, with the same shared vision in mind, cooperation mattered so much more than job titles. Unfortunately, it’s not always that way.

    In some workplaces, people adhere to their job descriptions to a fault:

    • Need help with an accounting problem? Sorry, that’s not my job.
    • Oh, you spilled your coffee in the break room? Too bad, I’m working.
    • Can’t figure out the new software? Ask IT.

    While everyone has their own skillset—and time is often at a premium—cooperation is important in any workplace. An “it’s not my job” attitude is a sign of a toxic environment because it’s inherently selfish. It implies “I only care about me and what I have to get done” and that people aren’t concerned about the collective good or overall vision.[3] That type of perspective is not only bound to drain individual relationships; it also drains overall morale and productivity.

    2. There’s a Lack of Diversity

    Diversity is a vital part of a healthy work environment. We need the opinions and ideas of people who don’t see the world like us to move ahead. So, when leaders don’t prioritize diversity—or worse, they actively avoid it—I’m always suspicious about their character and values.

    Limiting your workforce to one type of person is bound to prevent organizations from growing healthily. But even if your work environment is diverse in general, the management might prevent diverse individuals from rising to leadership positions, which only misses the point of having a diverse work environment in the first place.

    Look around you. Who’s in leadership at your company? Who gets promotions and rewards most often? If the same type of people gets ahead while other individuals consistently get left behind, you might be working in a toxic environment.

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    However it manifests in your workplace, keep in mind that a lack of diversity is a tell-tale sign that “bias is rampant and the wrong things are valued.”[4]

    3. Feedback Isn’t Allowed

    Just as individual growth hinges on being open to criticism, an organization’s well-being depends on workers’ ability to air their concerns and ideas. If management actively stifles feedback from employees, you’re probably working in a toxic environment.

    But that definitely doesn’t mean nobody will air their feelings. One of the telltale signs of toxic leadership is when employees vent on the sidelines, out of management’s earshot. When I worked in a toxic environment, coworkers would often complain about higher-ups and company policies during work in private chats or after work hours.

    It’s normal to get frustrated at work. That’s just a part of having a job. What isn’t normal is when dissent isn’t a part of or discouraged in the workplace. A workplace culture that suppresses constructive feedback will not be successful in the long run. It’s a sign that leadership isn’t open to new ideas, and that they’re more concerned about their own well-being than the health of the organization as a whole.

    4. Quantifiable Measures Take Priority

    Sales numbers, timelines, bottom lines—these metrics are, of course, important signs of how things are going in any business. But great leaders know that true success isn’t always measurable or quantifiable. More meaningful factors like workplace satisfaction, teamwork, and personal growth all contribute to and sustain these metrics.

    Numbers don’t always tell the whole story, and they shouldn’t be the only concern. Measure-taking should always take a backseat to meaning-making—working together to contribute to a vision that improves people’s lives. If your workplace zones in on quantifiable measures of success, it’s probably not prioritizing what truly matters. And it’s probably also instilling a fear of failure among employees, which paralyzes employees instead of motivating them.

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    5. The Policies and Rules Are Inconsistent

    Every organization has its own set of unique policies and procedures. But often, unhealthy workplaces have inconsistent, unspoken “rules” that apply differently to different people. When one person gets in trouble for the same type of behavior that promotes another person, workers will feel like management plays favorites—which isn’t just unethical but also a quick way to drain morale and fuel tension in the office.[5] It only shows how incompetent the leadership is and indicates a toxic workplace.

    For example, maybe there’s no “set” rule about work hours, but your manager expects certain people or departments to show up at 8 am while other individuals tend to roll in at 9 or 10 am with no real consequences. If that’s the case, then it’s likely that your organization’s leadership is more concerned with controlling people and exerting power rather than the overall good of their employees.

    How to Deal With a Toxic Work Environment

    The first thing to know if you’re stuck in a toxic work environment is that you’re not stuck. While it’s ultimately the company’s responsibility to make positive changes that prevent harmful actions to employees, you also have an opportunity to speak up about your concerns—or, if necessary, depart the role altogether.

    If you suspect that you’re working in a toxic environment, think about how you can advocate for yourself. Start by raising your grievances about the culture in an appropriate setting, like a scheduled, one-on-one meeting with your supervisor.

    Can’t imagine sitting down with your supervisor to air those problems on your own? Form some solidarity with like-minded colleagues. Approaching management might feel less overwhelming when you have a “team” who shares your views.

    It doesn’t have to be an overtly confrontational discussion. Do your best to frame your concerns in a positive way by sharing with your supervisor that you want to be more productive at work, but certain problems sometimes get in the way.

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    Final Thoughts

    If your supervisor truly cares about the well-being of the organization, they will take your concerns seriously and actively take part in changing the toxic work environment into something more conducive to productivity.

    If not, then it might be time to consider the cost of the job on your well-being and personal life. Is it worth staying just for your resume’s sake? Or could you consider a “bridge” job that allows you to exhale for a bit, even if it doesn’t “move you ahead” the way you planned?

    It might not be the ideal situation, but your mental health and well-being are too important to ignore. And when you have the opportunity to refuel, you’ll be a far more valuable asset at whatever amazing job you land next.

    More Tips on Dealing With a Toxic Work Environment

    Featured photo credit: Campaign Creators via unsplash.com

    Reference

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