Many internet entrepreneurs manage their businesses almost entirely on their own -- and if you're one of them, then it's a good idea to have some reference documentation prepared in the case of an emergency.

You never know when something will take you away from your business: perhaps a family emergency will call you away, or an unexpected illness. Regardless of the reason, your online business continues to function and will require someone to help manage the necessary day-to-day tasks until you're able to return.

Find someone you trust who can help you out when required. Your documentation is meant to help this person run your business while you are away. If you can, have this person help you every once in a while so that he or she can become familiar with some of these tasks.

Although every business will require a different level of detail, here are a few things to get you started on your 'reference documentation' package:

* A list of your domains, including where they're registered and who they're hosted with. Make sure you keep this list up-to-date and include details such as renewal dates, URLs, and key contact information.

* FTP and control panel login IDs and passwords. Instead of storing these on your computer where they can be exposed to hackers and malicious software, consider writing them down with regular old paper-and-pen and storing them in a secure area. Another alternative is to come up with a 'formula' for login IDs and passwords that only you and your helper know. That way you won't have to write down this information; your helper will be able to figure it out. A third option is to keep our login information in one place, and your password information in another for added security.

* A 'troubleshooting' document. Include a list of common problems that may occur with your website, and a step- by-step guide on how to fix them -- or provide contact information for someone who's qualified to fix them. For instance, a customer may write to you indicating that she wasn't able to download your software on the first try. In your document, include the reply you would use and the steps you'd take to rectify the situation.

* A list of software regularly used in the operation of your business. For instance, your helper should be aware of what anti-virus program you use, how/where to get updates, and when to run a full scan of your
computer system.

* Instructions on how to use email software. Most online businesses use email heavily for customer service. Set up email filters to prioritize your messages and help weed out junk mail... then document
which files or folders your helper should address first, and which ones are less critical and may be
left until your return.

* Responses to common questions. Some email software will allow you to create separate files that you can simply load into a message when required. This is a great way to simply click and load a reply, then customize it to suit the customer inquiry.

* A list of signature files. For example, you may use a certain sig file when writing to affiliates, another one for writing to the media, and yet another for customers. Again, if you can save this in your email software your helper can more easily load it into the message without re-typing it.

* Instructions on how to answer the phone. What greeting do you use? If there's a question your helper can't answer in your absence, how should he direct the call or what should he say? Alternately, you may choose to let your voice mail take messages and return calls when you are able.

* If you want your helper to have access to your email lists (eg. newsletters, autoresponders, etc), include instructions on how and where to access these lists. Consider creating "test lists" so that he or she can familiarize himself with the software before sending a message to the real lists.

* A list of vital contacts: for instance, your Internet Service Provider (ISP), programmer, web designer,
accountant, lawyer, and any other people and services you use to run your business. Include a brief description of their role in your business and when it would be appropriate to contact them. Indicate
whether or not your helper should talk to you prior to contacting them.

* How to make backups, where to store them, and where to find previous backups. Although it's okay to keep backups on your main computer, you'll have an extra measure of safety if you keep them on some removable medium such as a CD or a flash drive -- or even on a separate computer. This will help to protect you just in case your main computer stops working.

* Information on how to get in contact with you, such as a cell phone number. It doesn't necessarily have to be your direct contact information, just so long as you can receive messages.

Even if you do save much of the above information on your computer, it's a good idea to take just a few minutes to print everything out and place it into a binder for safekeeping. You never know when computer problems will prevent you from accessing your files.

Finally, to help avoid misunderstandings, it's best to lay out in writing what your helper is "authorized" to
do and the amount he or she will be paid for managing your business while you are gone.

An document preparation worksheet is available here: http://onlinebusinessbasics.com/prepare.html

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ABOUT THE AUTHOR: Angela is the editor of Online Business Basics, a practical guide to marketing a business on a beginner's budget. This guide offers loads of instantly useable tips and links, in a down-to-earth style that even marketing "newbies" can understand! A helpful Online Business Dictionary is included too... visit: http://onlinebusinessbasics.com/article.html