As violent storms continue to threaten the country, businesses are facing interruptions to their operations, which impacts their profitability.

To reduce downtime, disaster planning is essential and business continuity planning is critical. Software provider Applied Systems, Inc. offers these recommendations to reduce loss and mitigate risk associated with catastrophic events.

1. Analyze possible threats to your business – i.e., fire, tornado, hurricane, earthquake, server crash, data breach, theft.

2. Determine how your company can and should respond to each threat.

3. Identify specific situations that put disaster plans in motion when facing a threat.

4. Create a plan in case a disaster hits without warning.

5. Involve your team in the planning and communicate often.

Today's technology allows companies to be far more mobile than their predecessors, especially with proper planning. Here are some considerations for taking your company mobile:

1. Convert paper files to electronic files when possible.

2. Set up several laptops to access agency management systems remotely.

3. Create an employee phone tree with cell phone numbers, distribute the emergency numbers and test the process before a disaster hits.

4. Investigate text communication options for your staff and clients. If feasible, gather client cell phone numbers and test the system regularly.

“Even if an agency is up and running during a disaster, they still need to communicate with their customers,” says Michael Howe, senior vice president of product management for Applied Systems. “You don't know what will be working, so you need the flexibility to communicate with your audiences. Use multi-channel communication like phones, texting, email and social media and be ready for the unknown.”

Continuity is an essential planning objective and decisions need to be made before a disaster hits. Unfortunately, too many companies suffer from inertia or the idea that “I know I should do this, but I just didn't get around to it.”

Howe also recommends creating an operating manual that lays out the various business processes and printing a hard copy. If the electricity is out, printers and computers won't work. Companies should also back up their data and have mobile solutions in place in case they are needed. Cloud solutions allow companies to access their data from anywhere, protects the data, and allows business systems to run in the event of a disaster. Self-service portals for customers allow them to file claims, get updates and communicate with the company even when office operations are down.

According to the Small Business Administration, roughly 40-60% of businesses never reopen following a disaster. “A business continuity plan is an essential factor of a small company's long-term success and will contribute to the community's economic recovery in the aftermath of a disaster,” says Maria Contreras-Sweet, administrator for the U.S. Small Business Administration.

Special Reports /

Preparing Your Business for the Summer Storm Season

Related Stories

Recommended For You