A hurricane warning doesn’t have to mean panic. For a prepared business, it’s a signal to put a trusted plan into action. Having a robust business continuity plan (BCP) gives you control in a crisis, providing you with a clear, actionable strategy. A truly effective BCP is a complete three-phase approach — covering preparation, response, and recovery — that ensures your business can weather any storm.
Before the storm: Be proactive
The best way to handle a crisis is to prepare for it long before it arrives. Building a resilient foundation starts with these key actions.
1. Develop your formal BCP
Your BCP is the master guide detailing how your business will operate during and after a disaster. It should include a risk assessment, a clear chain of command, and specific criteria for when to activate the plan. Your plan needs to cover all facets of your operations, from your supply chain and customer service to how you’ll pay employees and vendors if the office is inaccessible.
Unsure where to start? See how SpectrumWise’s strategic business continuity planning service can give you peace of mind.
2. Secure your data and IT infrastructure
Your data is one of your most valuable assets. An automated, cloud-based backup and disaster recovery (BDR) solution is the gold standard for protecting it. Storing data off site, ideally in a different state or geographic region, makes it immune to local flooding or power loss. Your plan must also make sure employees can work productively and securely from a remote location using tools such as cloud solutions and VPNs.
Learn more about how proactive IT management is the cornerstone of modern disaster recovery.
3. Solidify your communication strategy
To keep everyone informed during a crisis, your communication plan should address:
- Internal communications: Create and maintain an up-to-date emergency contact list for all employees. Establish a primary notification system (e.g., a mass text service) and a backup method (e.g., a call tree).
- External communications: Prepare scripted messages for your website, social media, and key clients to quickly inform them of your operational status.
- Phones: A Voice over Internet Protocol (VoIP) phone system routes calls to mobile devices, ensuring you never miss a critical client call, even if your office is closed.
4. Prepare your physical location
While digital resilience is key, don’t neglect your physical workspace. Remember to:
- Secure the facility: Board up windows, secure outdoor equipment, and move critical hardware such as servers away from windows and off the floor.
- Document everything: Take clear photos and videos of your office, equipment, and inventory for insurance claims.
- Prepare a disaster kit: Keep a kit on site with essential supplies, including flashlights, batteries, a first-aid kit, and water.
During the storm: Focus on safety and monitoring
With your preparations complete, the focus during the storm shifts to safety and real-time monitoring.
- Prioritize people: Your team’s safety is the absolute first priority. Confirm they are sheltered safely according to official guidance.
- Monitor critical systems: With a proactive IT partner, you can watch for power surges, network outages, and security alerts from a safe, remote location to get a head start on recovery.
- Stay informed: Follow official guidance from emergency management agencies such as the Federal Emergency Management Agency and the National Weather Service.
- Stick to the plan: Focus only on essential, preplanned actions to avoid introducing new risks.
After the Storm: Begin recovery
A structured recovery process is vital to resuming operations safely and minimizing further losses. Here are some important steps to take after a storm:
- Assess the damage safely: Do not enter your building until authorities declare it safe. Conduct a thorough physical assessment first, then perform a remote IT infrastructure check before bringing systems back online.
- Execute your recovery plan: Reach out to all staff members and other key people as outlined in your BCP. Initiate data restoration from your cloud backups and methodically bring systems back online.
- Communicate and resume operations: Inform customers and partners of your operational status and provide a realistic timeline for returning to full service.
- Review and refine: After operations stabilize, conduct a post-incident review. Identify what worked and what didn’t, and use those lessons to strengthen your BCP for the future.
Don’t weather the storm alone
A hurricane plan requires deep expertise in IT, security, and operations. Managing data recovery, fending off cyberthreats, and coordinating a remote workforce all at once is a monumental task. Doing it alone puts your business at significant risk.
A dedicated IT partner like SpectrumWise transforms your business continuity from a checklist into a strategic advantage, providing the 24/7 monitoring and rapid recovery capabilities you need. An expert partner helps you reduce downtime, improve resilience, and preserve the trust you’ve built with your customers.
Protect your business before the next storm. Schedule a complimentary assessment with our team today to identify your unique risks and build a resilient IT strategy.