978: How I’m Prepping My Business to Run Without Me (For 7 Days)

Summary

Episode 978: How I’m Prepping My Business to Run Without Me (For 7 Days)
Strategy Hour | Online Marketing for Business Growth
Host: Abagail Pumphrey - Business Strategist
Release Date: August 7, 2025

In Episode 978 of the Strategy Hour | Online Marketing for Business Growth podcast, host Abagail Pumphrey delves into the essential strategies she employs to ensure her business operates smoothly in her absence. Planning a seven-day trip to the UK with her leadership cohort, Abagail shares actionable insights on preparing an online business to run without the owner, providing valuable lessons for entrepreneurs seeking to balance personal commitments with business continuity.

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1. Introduction to the Challenge

Abagail Pumphrey begins the episode by announcing her imminent departure for the UK, where she will be participating in a leadership cohort titled Emerging Leaders. This group, consisting of about 35 individuals from her Methodist church, focuses on enhancing leadership abilities through self-awareness and team-building. Recognizing the need to ensure her business continues to thrive while she’s away, Abagail sets the stage for discussing her preparation process.

Abagail [02:43]: "I thought I'd take you along with how I'm prepping my business to run without me because I'm gonna be gone, gone."

2. Phases of Business Preparation

Abagail outlines her preparation strategy in three distinct phases: Packing, Unplugging, and Carry-Ons. Each phase addresses different aspects of ensuring business operations remain uninterrupted.

a. Packing: Prepping Tasks Before the Trip

The first phase involves thorough planning and batching of tasks to minimize disruptions.

• Internal Review: Abagail conducts an internal audit of her business activities, identifying ongoing projects, client communications, and scheduled obligations.

• Batching Tasks: By grouping similar tasks together, she enhances efficiency. For example, she prepares all podcast episodes, show notes, and companion emails in advance, ensuring continuous content delivery.

• Content Strategy: Instead of creating new episodes, Abagail opts to rerun successful past shows that align with her upcoming live training on gaining subscribers. This strategic selection keeps her audience engaged and primed for future offerings.

Abagail [06:07]: "The podcasts I decided to run during this period are all specifically related to that topic, so it is getting people that are the most interested engage with that kind of content in advance of this live training."

b. Unplugging: Deciding What to Pause

The second phase focuses on setting boundaries and minimizing active involvement in the business during the trip.

• Automated Communication: Implementing out-of-office auto-responses for emails and social media ensures clients and followers are informed of her absence without requiring constant attention.

• Client Communication: Abagail extends support periods for her coaching clients, clearly communicating her availability and setting realistic expectations.

• Handling Inquiries: By allowing low-volume inquiries to wait or respond upon her return, she reduces the need for ongoing monitoring.

Abagail [15:16]: "You are doing more than everyone else can keep up with anyway. So you doing it a little differently or a little bit less, the majority of people aren't going to notice unless you consistently point it out."

c. Carry-Ons: Maintaining Essential Activities

The final phase involves maintaining critical business activities that require ongoing attention.

• 100 Day Visibility School: Even while traveling, Abagail commits to her 100-day visibility program. She adapts content delivery to fit her new environment, ensuring continuity and engagement with her audience.

• Flexible Content Creation: Whether through pre-recorded sessions or spontaneous posts, she maintains a consistent presence without overburdening herself.

Abagail [27:xx]: "You can absolutely build a business on purpose that will keep running, that will keep bringing in revenue and it doesn't mean you won't have to make adjustments or that you won't have to prepare when you can."

3. Tools and Systems for Seamless Operations

Abagail emphasizes the importance of leveraging technology and systems to automate and streamline business processes.

• Notes App: Utilizing a synchronized notes app allows her to organize tasks and collaborate efficiently with her team, ensuring everyone is aligned on responsibilities.

• Automated Funnels: Pre-built email funnels and automated workflows handle client onboarding and engagement, reducing the need for manual intervention.

Abagail [09:xx]: "I'm using the tools I'm putting in place and the things I've already built like the funnels I built that I teach you how to build inside of next level funnels and the tools I'm using to make my job easier..."

4. Communication and Boundary Setting

Clear communication is pivotal in maintaining professionalism and managing client expectations during her absence.

• Auto-Responders: Setting up automated responses on email and social platforms informs clients of her temporary unavailability, ensuring they know when to expect a reply.

• Extended Support Windows: By adjusting support periods and clearly communicating her schedule, Abagail maintains trust and reliability with her clients.

Abagail [15:xx]: "You spend some time to get it out on paper and know where you're going with it and not just feel like you're scrambling until the very last second, that's going to make you feel better."

5. Real-Life Examples and Inspiration

Abagail shares examples of how her friends manage their businesses while traveling, highlighting diverse approaches to maintaining operations.

• Katie’s Nomadic Business: Katie continues producing content while on the move, demonstrating that adaptability can coexist with a mobile lifestyle.

• Tara’s Continuous Operations: Tara plans her travels meticulously to ensure she can maintain her call schedule and business commitments without compromising her work-life balance.

Abagail [30:xx]: "These friends have chosen to be more nomadic. So one girl, Katie, she shipped her van across the ocean... and she's going to continue her business by adjusting her lifestyle."

6. Maintaining Presence: 100 Day Visibility School

Abagail’s commitment to her 100-day visibility program serves as a practical example of sustaining business presence without being physically present.

• Adaptable Content Formats: She experiments with different content types, such as pre-recorded videos or casual updates, to remain engaged with her audience.

• Automated Systems: Leveraging pre-built funnels and automated content delivery systems ensures that her business continues to attract and engage clients even in her absence.

Abagail [31:28]: "My business is set up for me to walk away. I already have a ton in place that happens all the time without me."

7. Conclusion and Key Takeaways

Abagail concludes the episode by encouraging listeners to implement strategic planning to prepare their businesses for temporary absences. She emphasizes that with the right systems, clear communication, and thoughtful task management, stepping away from the business can be seamless and stress-free.

Abagail [31:28]: "Know that if this is something you want to work towards where it is simple and easy to let go, I'm here. I would love to support you in that."

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Key Quotes:

• Abagail [06:07]: "The podcasts I decided to run during this period are all specifically related to that topic, so it is getting people that are the most interested engage with that kind of content in advance of this live training."

• Abagail [15:16]: "You are doing more than everyone else can keep up with anyway. So you doing it a little differently or a little bit less, the majority of people aren't going to notice unless you consistently point it out."

• Abagail [27:xx]: "You can absolutely build a business on purpose that will keep running, that will keep bringing in revenue and it doesn't mean you won't have to make adjustments or that you won't have to prepare when you can."

• Abagail [30:xx]: "You spend some time to get it out on paper and know where you're going with it and not just feel like you're scrambling until the very last second, that's going to make you feel better."

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Final Thoughts

Episode 978 offers a comprehensive guide for entrepreneurs aiming to maintain business continuity during personal absences. Through her personal experience, Abagail Pumphrey demonstrates that with strategic planning, the right tools, and effective communication, it is entirely possible to let your business run smoothly without your constant oversight. This episode is a must-listen for anyone looking to achieve a balanced approach to business management and personal well-being.

Transcript

[Abigail Pumphrey]

That live training is going to be how to get your first or next 1000 subscribers and you can find out more and sign [e-mail] email that page is actually already live, but the podcasts I decided to run during this period are all specifically related to that topic, so it is getting people that are the most interested engage with that kind of content in advance of this live training.

[Emily]

Welcome to the Strategy Hour podcast brought to you by Boss Project. I'm your host Abigail Pumphrey and I'm dedicated to supporting online businesses. I don't believe in one right way to build a business. I'm here to help you build business your way.

[Abigail Pumphrey]

One that supports not only the life.

[Emily]

You have, but the life you want. I'm on a personal mission to help you become financially free. I'm taking all the lessons learned as I turned a layoff into a seven figure online business. I'm here to help you prioritize your life every step of the way. Whether you're creating your first digital product, growing an email list, or scaling an already profitable business. Settle in. It's time to talk strategy.

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[Abigail Pumphrey]

Com. I am leaving the country in like T minus 10 days from me recording this episode and I Thought I'd take you along with how I'm prepping my business to run without me because I'm gonna be gone, gone. And I also have a lot of things I've already committed to and I want to sort of take you through my process for how I'm deciding what to pack, what to unplug from and what to carry with me.

[Emily]

So I suppose I should let you.

[Abigail Pumphrey]

Into where I'm going. I am headed to the UK for some seven days. I am so excited to be leaving the country. It's shocking for as many countries as I've been to. I haven't left the United States in 12 years. 13 years. 13 years. That's bizarre to me because I've been to. I'd have to look it up at least 13 or 14 countries, but not in a very long time. So I have already been to the uk, but I'm going back with a group that I've been studying with for the last nine or so months. So last August, I joined a leadership cohort of sorts of about 35 or so people. It was called Emerging Leaders. And we were specifically learning leadership skills to make us better leaders in our community. So not necessarily in business. We focused a lot on self awareness and self growth and really understanding our leadership styles and where we might have both growth opportunities, but also weaknesses. And how do we actually lean into the things we're all already good at and worry less about what we're not and instead equip ourselves with teams of people that can assist us in the areas that were a little weaker? Anyway, the class itself was incredible. It was once a week, once every other week, once. I don't even know anymore. I. I went for many, many months in a row and then we had a summer break and now all of us are going to the UK together. This was actually a religious group of people. They were affiliated with my church. I'm Methodist. I grew up Catholic, but joined the Methodist Church after I got married. And these are all specifically people that go to the same church that I do. And so part of our trip is going to be following the footsteps of John Wesley, who was the kind of godfather, so to speak, of the Methodist Church and specifically that Protestant movement. But I'm not here for a church history lesson. I'm here to show you how I'm preparing to let my business just keep running while I'm not on U.S. soil. So this is, I think, a good representation of what it's realistically like. I've known for almost a year now. That I was going to be gone for a week in August. And just like so many small businesses, I have been doing many other things to continue to run my business and do promotions. And now I'm 10 days out and I'm like, oh, I guess I should really plan some stuff to both be ready, but also not be stressed about leaving my business behind. And I think we all would love to spend a ton of time prepping in advance and feeling really good about stepping away. That's just not always realistic. So I think a lot of us are looking at a calendar a week out and thinking, yeah, should probably do something about that. So that's what this is. I think we all will enter a time in our business at some point where we are excited about stepping away, but also don't want to drop the ball on the things we've spent so much time and energy to develop. And I think there's a misconception that if you set stuff down, that it's just not going to be there when you come back. And that's not usually true at all. And while you could completely unplug and put all of it down, that's usually not realistic for most small businesses. Usually there's some element that has to keep running. And so I want to acknowledge that tension. So here's how I'm making it happen for myself and how I think you can, too, even if you're short on time and you're just seven to ten days out from whatever trip or event you have coming up. So this first phase, I consider it like packing, right? You're putting it all in your suitcase and you're getting ready. So this is the things I am preparing, what I want to get done before I leave, which is not the same as the other two topics we'll dig into today. So the way I decided to figure out what I want to get done before I leave is I started with an internal meeting. And if you don't have a team, no biggie, you can absolutely do this yourself and really just spend some time jotting down on paper everything that's going on. What is your communication like with current or existing clients? What is your prospecting like? How many calls do you have on your calendar? What sort of things have you promised? Are you obligated to deliver on? Is there anything you're worried about? Is there anything you're excited about? Is there anything happening immediately after you get back that you need to acknowledge? Really putting this all out pen to paper or virtually in your own kind of digital Notebook, you knowing what those things are is going to make it far easier to batch what needs to get done. Because in my experience, even if you're not the kind of person who, like, batch creates content, you batching, like tasks is going to make you getting all of the things you want to get done done faster. So, for example, I know before I leave that I want to have all the podcast episodes that will air while I'm gone and the one or two after I get back be ready to go. So we are going to have those prepped and ready. Both the podcast produced, the show notes scheduled. We're going to have them on our website and already loaded to go out. And then we will also have the companion email ready and scheduled, which it would be really easy to look at that and be like, oh my gosh, I gotta do all of this for all of these different things. But if you batch those, like tasks, it's gonna get a lot easier. So part of that, I knew that it made the most sense for me to do some reruns rather than producing new shows, because I have plenty to do before I leave. And I don't necessarily always have to be creating new content. So you can always resurface things that have worked for you in the past. So I'm going to scrounge up what I would call kind of best of, but also do it strategically. So it'd be very easy to say I'm just going to rerun the things that got the most downloads or the best engagement or the, you know, had the best analytics around them. But I also want to set myself up for success. So what am I doing when I get back? Well, I am running a live training about 10 days or so after I'm back on US soil. And so I want my audience while I'm gone to be thinking about the topics that I'm going to be talking about. And so that live training is going to be how to get your first or next 1,000 subscribers. And you can find out more and sign [e-mail] email. That page is actually already live, but the podcasts I decided to run during this period are all specifically related to that topic. So it is getting people that are the most interested engage with that kind of content in advance of this live training. I also at this point have a very regular email schedule. So I know how many emails are going to go out between now and when I get back and on what days. I know all the things that are sort of routine. So, for example, I have a Shop drop for my co op members. That will happen while I'm gone. And so part of that is being prepped and ready for that. Now, could I build out a complicated project management spreadsheet to, like, have all of these things mapped out and get super detailed? I could. I'm not saying that's necessarily a bad idea, especially depending on how long you're going to be gone, but considering I'm really only out a week, I can realistically know what those, like, typical things that are going to come up are and just map them out. And I do, probably more than I should, but it totally works for me. I do a lot in my notes app because it transfers from my phone to my desktop to my laptop. I don't have to like Surface new things. It's very easily accessible. It's even more accessible than Google Drive in a lot of ways because it's just always front and center and it's so easily searchable. I can search a few words or a key phrase and it's going to find every note that's even remotely related or includes that phrase within it. And so it makes it very easy to find anything I'm looking for, really. But I created a shared note that has thoughts on the kinds of things that are coming up and the things that need to get done. And I have shared that with my team, so they're aware of how they can assist and help me. But Jared's actually going with me on this trip, so the business will effectively be closed while I'm gone. And thus there's a few extra things that will need to get done that wouldn't necessarily have to get done if I had team on the ground here that was going to continue to run things or handle customer service in my absence. So I think to really get this part of it planned, it's going to be easiest if you just lay it all out there. What are all the things that could come up? Both expected, unexpected, regular content, special content, all of the things. Right. And then from there, really just labeling. What do you want to get done? I. E. What do you want to pack? What do you want to get done before you go? What is the things that I are just going to have to get checked off the to do list to really make you feel like you can rest and relax and continue to be in alignment with the thing you said you were going to do, which was walk away.

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[Abigail Pumphrey]

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[Abigail Pumphrey]

Now. From that list there is likely some things that you're going to be willing to unplug from. I. E. Put down intentionally let go. And we're not saying put down forever. We're not saying cancel. We're not saying never revisit. We're not saying trash the plan. We're just saying we're putting it on pause and you can decide how you want to pick that up back up when you come back. So, for example, I don't have any live calls, any scheduled meetings. I don't have anywhere I have to be online while I'm gone. I've communicated to my key brand partners that I will be out of the country. They are aware I know what deliverables I need to get them before I leave and the things I need to deliver on when I get back. Now, some of it is just communication. So for example, I have a private coaching client and in her contract it says we have 90 days of support, but I include an extra week for the week I'm going to be gone. Now, I don't have to do that. I can very easily say I have 90 days of support and I'm going to support you every day I'm in office, even if that means I'm gone for a week. And as long as I'm communicating, these are the dates I'm going to be gone. This is when you're going to be able to hear from me. That is okay. You get to set the rules, you get to set the boundaries. The way I personally handled that was just tacking a week of additional coaching onto the end. I also recommend things like out of office emails that are going to just auto respond for you while you're gone so that you don't have to think about it. Those things are just being handled. People know you are away and that you'll get back to them in a reasonable timeline when you get back. So you could even set those sort of autoresponders even on social media if you wanted to. Instagram has a feature where you can autorespond. LinkedIn has a feature where you can autoresponder. I personally am probably only going to attach it to email and that's fine by me. The other things, the volume is low enough that I'm not concerned about being able to answer a few DMS here and there and or literally letting them sit until I get back. Some of those are going to be completely fine. I do not owe them a response. I think for a lot of you this could feel hard the first time you do it. But I promise you the more times you leave and you plan ahead for leaving, this will get easier. You can absolutely get better at setting better boundaries, communicating better to your clients or your followers, what's going to happen and even just like maintaining your presence like, because in, in some cases, depending on the kind of work that you do, you may not have to tell anyone you're leaving. There are absolutely ways for you to look like you're continuously showing up, even when you're gone. Especially if you're worried from like a safety perspective that you don't want to broadcast that you're gone, that's fine. You don't have to broadcast that you're gone. You can absolutely make it appear that you are right here and that you're continuing things as usual. It doesn't mean you don't have to slow down. It doesn't mean you don't have to like edit what that looks like a little bit, but you can do less or you can just pause. Like. No one says you have to keep showing up on social. No one says you have to keep emailing people. No one says you have to answer emails within a certain time frame. As long as you're doing the kind and courteous thing and communicating with the people that are in some kind of contract with you, I think you're going to be just fine. Now the last category are what I call my carry ons. They're the things that I'm going to keep with me even when I'm traveling. Now, most of the time when I leave, regardless of for how long, if it's for a business conference or a vacation or for any reason a family member is sick, it could be for any reason at all. Most of the time, I do not commit to doing things that I can't pre schedule that I, you know, can't do in advance of. If I can't do it in advance of, it's just not happening. And that's okay. But there is one thing that I am committed to that is my choice to maintain that. I do not have to maintain that. No one expects me to maintain but myself. So I started 100 day visibility school at this point. It will have been a few weeks ago when you guys hear this episode. And I want to keep that going while I'm gone. Mostly because There was exactly 100 days from the day I started to November 1st, and I am a little OCD and I don't want to be off by a week. I don't want to wait an extra week to land on those results. So I'm going to keep being consistent with that. Now, that being said, what that looks like can be different. No one says it has to be a talking head video. Every single day for 100 days, I'm in charge of what the content looks like. And even if you have a typical way you do something. It doesn't mean it can't be different, it doesn't mean it can't be edited. I guarantee you, you are doing more than everyone else can keep up with anyway. So you doing it a little differently or a little bit less, the majority of people aren't going to notice unless you consistently point it out. So the nice thing is like my business is set up for me to walk away. I already have a ton in place that happens all the time without me. Like, I have emails that are auto sent out when people opt into certain things. I have funnels that are triggered when someone watches a certain workshop. All of those things happen automatically. Someone can consume my content on social and comment and a link is automatically sent to their DMs. You're not going to bring your entire wardrobe on a trip. You're just going to bring what you need. You're going to bring the essentials. And so that's how you need to treat your workload. Like, is there something you feel like you absolutely have to do? I will question if that's actually true, if it's not something you can't completely walk away from, but if there's something you want to maintain. Okay. Like, I have two friends actually, one who's already done it and one who's leaving soon who have chosen to be more nomadic. So one girl, Katie, she shipped her van across the ocean. It's still in transit, the last I checked. And she's still going to produce content, she's still going to run a business because she is adjusting her lifestyle and being gone. But that doesn't mean she's like letting her whole business go. Will it look different? Will her daily schedule be different? Will how she gets that work done be different? 100%. 100%. My friend Tara is planning to move abroad soon and very similarly go nomadic. And I know that girl loves her job and loves to work hard. And I know some of the things she's doing in advance are things like making sure she's going to have adequate WI fi in all the places that she's going, that she's going to be able to maintain her call schedule because she's not stopping her job when she leaves, she's going to continue it. And so she's trying to make sure she's not going to be on calls at 3am she's really monitoring what those decisions look like. And so for her, it was more about making decisions that affect how she's traveling and where she's traveling and where she's staying in advance of the leaving versus letting these things go. And so you're just spending time on different things. For me, almost always I am taking a break from the business. I am putting those things down and I will pick them back up later. But like I said, I'm going to continue on my 100 day visibility school. And part of that is going to be showing what it looks like to be running a business while you're gone. And I think it'll be fun. I haven't totally decided if I'm going to pre record some stuff or if I'm going to do stuff on the fly and it's just going to be more casual. I don't know, I haven't decided. And it's okay if it doesn't look perfect, it's okay if it doesn't go exactly as I had hoped. But that's kind of the fun of it. Like I want to enjoy that. And it's something I'm choosing to do, not something I feel obligated to do. Now if this were something where I was leaving my team to run the business while I was gone, then I might have certain things I will tell them. I will monitor like I have left in the past and said things like if you need me more urgently, you have my phone number. You can call me or text me and then I'll tell them, you know, I won't be on slack. Or maybe I know we have to get certain things done. And so I will say, hey, I'm going to be unavailable. But every evening I will check slack and get back to you so that you have what you need in the morning. You get to set the expectations, you get to decide how much or how little you do. That's okay. Whether you're prepping for a vacation, a life event, or you just need a break. I just need you to remember that you don't have to disappear. You can step away, you can build a business on purpose that will keep running, that will keep bringing in revenue and it doesn't mean you won't have to make adjustments or that you won't have to prepare when you can. But when you have a lot of these things in place in advance, the prepping feels a heck of a lot easier, feels way more reasonable to get done and you're going to feel good about that. So I'm excited for you to prep for your next getaway. And if you have questions about the kinds of things I would or wouldn't do, feel free to DM me. But almost always I will say it's either putting it down pre scheduling it or doing a lighter version. It's really, it's not that complicated. I just think you need time to sort it out, you need time to think about it. You don't need to spend a ton of time planning, you need to do it. You need to execute on the thing. But you spending some time to get it out on paper and know where you're going with it and not just feel like you're scrambling until the very last second, that's going to make you feel better. So I'm confident that the reason this is going to be so simple is because of the systems I'm putting in place and the things I've already built like the funnels I built that I teach you how to build inside of next level funnels and the tools I'm using to make my job easier that I've put in the co op. Those sort of things will continue to serve me even when I'm not here. Which is what makes me so confident to step away. So know that if this is something you want to work towards where it is simple and easy to let go, I'm here. I would love to support you in that. If you have a specific thing you feel like you need more prep around, send me a dm. I would love to kind of steer you in the direction for a specific resource or tool or course that you could learn from that would help make that process easier. Now I hope you go follow along. If you're not following me on Instagram, you should be because I hope to give you some behind the scenes of all the fun and cool things I'm doing, like walking around Oxford and eating scones. Because obviously. So you have a great start to your August and I will see you when I get back. In the meantime, I have a lot of stuff queued up for you and I cannot wait for you to enjoy all of it.

[Emily]

Hey, a few quick favors before you leave? I'd love if you'd share today's episode, send it to a friend who needs to hear it, and post on social. You can show us where you're listening from, your favorite takeaway, or why someone else should listen. Be sure to tag me at Abigail says and Boss Project so we can share it.

[Abigail Pumphrey]

Okay.

[Emily]

Second favor, to get podcast updates and all the behind the scenes news from Boss Project. I'd love if you join my VIP list. Just head to bossproject.com signup to make sure I have all your contact details. Really love this show. It would mean so much to me.

[Abigail Pumphrey]

If you'd leave a rating and review.

[Emily]

It not only helps more listeners find the show, but allows us to bring on quality sponsors so we can keep bringing you this valuable content for free. Thanks so much for listening.

[Abigail Pumphrey]

Until next time.