Prepare your business for time away
How to set an emergency escalation plan before travel
Define what counts as an emergency, set levels, name deputies and agree channels before you travel, then share a one-page plan with the team.
An emergency escalation plan says what counts as an emergency, who can reach you, how, and what the team does if you cannot be reached. Write it as a short page and share it before you travel.
Define an emergency
Without a definition every problem feels urgent. Write three or four examples: a payroll failure, a security breach, a legal notice, a major customer loss. Everything else waits for the weekly check-in.
Set levels
| Level | Example (illustrative) | Who acts | Reach you? |
|---|---|---|---|
| 1 | Routine issue | Team lead decides | No |
| 2 | Customer escalation | Deputy decides, informs you | Next check-in |
| 3 | Payroll, legal or security event | Deputy acts and contacts you | Yes, by the agreed channel |
Channels and backup
- One primary channel and one backup, such as a phone number and a messaging app.
- A named deputy with authority up to a limit you set.
- A second deputy if the first is unavailable.
- Your accountant or attorney contact for the relevant issues.
Travel details to share
Share your location, time zone, the retreat's contact number and an arrival date. Confirm the internet situation with the provider. Lions Gate states protected work periods with Wi-Fi (lionsgateretreats.com, checked 2026-10-12). Related: Business continuity checklist for a founder's retreat.
Plan for being unreachable
Retreats, flights and rest hours create gaps. Decide what the deputy does if you do not answer within a set period: act within the authority limit, document the decision, and tell you at the next opportunity. Agree actions the deputy must never take alone, such as signing long term contracts or moving large sums.
Common failure points
- The plan lives only in your head.
- The deputy has responsibility but no access.
- Everyone assumes anything is an emergency because the founder is away.
Fix these by writing the plan, testing access, and reviewing examples with the team. A short rehearsal where you walk through a made up problem often reveals gaps quickly.
Questions people ask
How many emergencies should reach me?
Few. Define them narrowly and keep everything else for the weekly check-in.
Who should the deputy be?
Someone trusted with authority up to a limit you set.
What if I cannot be reached?
The plan should say who acts and which actions are off limits.
Sources and further reading
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