A professional speaker customer of my How to Get on Radio Talk Shows All Across America program called me last week asking if he could have a replacement copy of my 900+ radio contacts database because his computer crashed.
After providing some sympathy, I replied, "What else did you lose?" His reply was just one word: "Everything."
Poof! All of his data, programs, and customer history were gone and he was in panic mode. I call this sudden loss of data and extreme surge of anxiety the Poof Panic Syndrome.
The number of professional speakers and business owners not prioritizing data backups amazes me.
What happens when your computer crashes and you do not have a backup? You lose everything. I’m no IT expert. But, I can assure you, as a professional speaker for the past 50 years, your speaking business will come to a screeching halt if your hard drive crashes and you lose all of your data.
So, let me ask you this very important question...
How Reliable is Your Data Back Up Plan?
Most of your materials are on your computer or cell phone. If you lost all of that, what would it mean to you? You would have to start all over again.
If you are a new professional speaker entering the business, you will spend many hours over the coming months to:
· Install software.
· Develop a database of contacts.
· Create or store promotional documents and photos.
· Produce video.
· Interact with social media connectors.
· Send and store email.
· Manage invoices and payments.
With all of that effort riding on a machine, and no backup in place, you are practically inviting a Poof Panic situation. A lightning strike or power surge could fry your hard drive in an instant. An aging computer or early morning coffee spilled onto the keyboard can quickly cause you to have to drop everything and go buy a new computer.
Even with a new computer, you will be nearly starting over unless you have a backup.
If you have been a speaker for a few years, the data loss risk is even greater. Notes of conversations with meeting and event planners and consulting clients accumulated over a period of months and even years could all vanish without a strong backup.
Computer Back Up Used to be a Chore
I've been a MAC user for 33 years and cannot remember ever having a total hard drive crash or even a computer virus for that matter. At my How to Speak for Fun and Profit workshops, I’m always advising my students to “Get a MAC, Get a MAC, Get a MAC,” for that reason.
Many years ago, I did experience the loss of some data and did not have a good backup. I vowed to never let that happen again.
Back Up Software is Not Enough
Backing up at home or at the office is not good enough. You must store your data at an off-site location to assure your files are safe.
After my data loss experience 25 years ago, my friend Larry and I began to exchange backups of our computers on CD every Friday. I would save his backup CD at my place and he would take my CD home with him. We kept that exchange schedule for many years.
Back then, we would have to keep a stock of CDs, manually transfer files every week and then schedule a time we could meet. Looking back, I realize how much time I save now using a modern cloud-based system that backs up my entire hard drive automatically.
Why an External Hard Drive is Not Enough
When I ask my audiences how many use an external hard drive to back up their computer, most people in the room will raise their hand. An external hard drive is an important component for storing videos and images, but it’s not an adequate solution for a full backup of your computer and important files.
Your house can flood with water. There could be a fire. Your young son or daughter can pull the device off your desk and suddenly your backup device is in pieces on the ground.
And, who will you call if you only have an external hard drive and discover a problem when you attempt a restore?
Continuous Online Back Up is the Way to Go
The days of CD and external hard drive backups are long gone now that online backup systems are functional and secure.
I have been using a web-based system for the past 10 years called Carbonite (Not an affiliate link). For just $6/month, my entire hard drive is stored and I never lose anything.
During the setup process, the system will ask you if you want to back up everything or just certain files. Once the settings are saved, the backup process happens in the background automatically and continuously.
I no longer have to remind myself, "Oh, it's Friday. I need to run my backup program and not use my computer for five hours." Carbonite runs in the background while I'm using my computer and I never even notice it.
And, I do not have to have any in-person exchanges with anyone just to keep off-site storage of my data. Carbonite stores everything in a secure cloud environment.
My favorite part of all is that if I feel I'm having any problem with my files, I just pick up the phone and call the Carbonite company for support help.
Continuous Back Up Provides Peace of Mind
I sleep very soundly at night and have peace of mind all day long knowing my computer is backed up continuously. If you have not yet experienced data loss or a full system crash, you probably will. It's just a matter of when.
Take steps now to research other web-based backup companies. I'm only suggesting with this post that Carbonite has worked well for me over the years. Several of my professional speaker clients have used it as well.
If you are in the process of building your speaking career and business, avoid the Poof Panic Syndrome causing you to start all over and avoid the anxiety that comes with it. Make it a top priority today to get an online storage and computer backup plan in place.
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Author Bio: Joe Sabah is the author of How to Speak for Fun and Profit and is a nationally recognized speaker, trainer, consultant, author and publisher. He co-founded the Colorado chapter of National Speakers Association and has trained thousands of new professional speakers how to get started in the speaking business over the past 38 years.