You hear it all the time from us – back up your data, keep your virus protection current, and install and maintain a firewall to protect your business from hackers.
Circumstances beyond our control such as fires, windstorms, earthquakes, theft and vandalism can occur with very little, or no warning. Knowing how to protect your business and having a plan of action is vital to making sure you experience minimal downtime when disaster does strike.
Here is a checklist to help you begin to set up an effective and comprehensive small-business disaster and continuation plan.
Map out a disaster plan.
Many business owners have not given much thought as to what they would do if their business critical files were destroyed. Start by working up a detailed plan, taking into account as many variables as you can imagine. You should know where you can take your property (merchandise, equipment, machinery, etc) to safety and where you can reach your insurance agent in a hurry. Draw up a map of shut-off valves for gas, electricity, and other utilities. Draft the same sort of plan for other emergency situations, including floods, fires, etc. Give copies of your ID, SS Card, and other important personal data to a relative or close friend who lives in another part of the country in case your house and personal records are destroyed or unreachable.
Back up files to an off-site location outside of the Pacific Northwest.
Every business owner with business critical data and applications needs to back them up frequently. This can be as often as every 15 minutes, or once per day, depending on their individual circumstances. In addition, they should be encrypted, and sent off to a different geographic location in case they are unable to get to their business. Ask us about our very affordable on-and-offsite backup and disaster recovery solution for small and medium businesses.
Keep insurance current.
Growth is wonderful, but prosperity without commensurate insurance can be disaster knocking on your door. Meet your insurance agent on a regular basis to make certain your coverage is current. Find out about guaranteed replacement coverage. This will keep you from having to reach into your own pockets to make up for any coverage shortfalls.
Set up an emergency cash reserve.
Personal financial experts routinely suggest that families set aside between three and six months of living expenses for use in family emergencies. If possible, do the same for your business. That way, in case of an emergency, you will have money available to pay your rent, bills, and keep payroll flowing without having to resort to layoffs or loans.
Let your employees know your disaster strategy.
Don’t treat your disaster strategy like a secret. Make sure your employees know and understand what they need to do should the worst occur. Take that even further, and let your clients and customers know what you’ll do in the event of a disaster. Telling customers that you have contingency plans in case of an emergency will increase their confidence in you; they’ll know you plan to keep your business up and running, no matter the circumstance. Δ