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From COVID-19 to Hurricane Season: Disaster Preparedness for Small Business

You never know when a disaster might strike your business, but this comprehensive disaster preparedness guide can help you successfully navigate one.

Table of Contents

Running a small business is hard enough without having to rebuild after a natural disaster. Many businesses worldwide make the mistake of not preparing for disasters properly and are left to suffer the costly consequences. However, small business disaster preparedness planning is easier than you might think. We scoured the internet and interviewed risk management experts to bring you the best tips and resources so that you can finally check “disaster plan” off your to-do list.

What does good disaster preparedness look like?

What does good disaster preparedness mean? We asked Frank Russo, managing director of commercial risk advisory firm Imperium Consulting Group. He told us an impressive story.

A large consumer goods retailer calls a standing meeting after every major natural disaster — even ones with no effect on their business, Russo shared. They discuss what they would have done if the disaster had happened at one of their locations. Russo explained that the company builds these brainstorming sessions into a regular “catastrophe gaming process” where employees act out disaster situations. The real-life stress tests identify weak points — for example, a door that can’t be locked because the facilities person is on vacation.

In 2008, Hurricane Ike caused a significant loss for this company in Houston. Still, it recovered quickly thanks to all its preparation — so quickly that Russo says it saw higher-than-normal sales after the hurricane. Why? It was one of the only businesses open in the area.

Many businesses faced disaster-preparedness crises in 2020 when the World Health Organization recognized the spread of COVID-19 as a pandemic — beginning a year-long health and economic struggle. The pandemic impacted businesses all over the world. While many shuttered their doors for good, some managed to survive and others thrived. The companies that were prepared and able to pivot quickly were likelier to remain in business.

4 steps for disaster preparedness

Studies show that more than 40 percent of small businesses close permanently after a disaster. Among the businesses that reopen, another 25 percent fail within a year.

A good disaster plan means fewer days out of business, better communication with customers and a better insurance company settlement. Add it all up and your plan could be the reason your small business beats the odds.

Look, we know you have a long to-do list. But trustworthy government resources developed over the past few years have made creating a disaster plan much easier than you’d think. As Russo says, “Even a basic plan is better than no plan.”

Here are four key steps involved in creating a disaster preparedness strategy.

Step 1: Identify risk.

Which of these large-scale disasters is a threat to your business?

• Winter weather
• Earthquakes

If you have a single location, you already know the answer. But what about any additional areas that are critical to your business’s success? Consider additional business locations , where computer servers are located, where goods are stored and even areas where your employees commute from or work remotely. This risk assessment table from the Federal Emergency Management Agency (FEMA) will help.

If you have various business insurance types , ensure you’re covered for disasters that could hurt you. Your agent can tell you what coverage you need.

One thing you can do in the next 15 minutes to make your business more prepared is review one of the United States Small Business Administration (SBA) and Agility Recovery checklists below.

Step 2: Develop a plan.

The key to developing any good plan is to put one person in charge. This is your disaster plan coordinator. They decide how to develop the plan but you, as the business owner or manager, should be clear about what they must include. Here are some questions to consider when you assign this critical task.

Does the plan coordinator need a supporting committee?

If your business is large enough to have separate departments, the answer is probably yes. Each internal department will have its own unique assets, systems and requirements and you don’t want an outsider guessing what those might be.

Next, consider the entire scope of your operations. Do you ship hundreds of packages daily? If so, add a shipping company staff member to the supporting committee. Any vendor, supplier or government agency you use daily should be represented on your committee. They can explain their own disaster preparedness planning and how that will affect your post-disaster operations.

What are the minimum elements your plan requires?

Disaster plans aim to ensure the well-being of your employees, the stability of your location and your ability to keep the business running. You may need a 100-page guide or a simple series of reference sheets. Either way, your planning coordinator must understand the scope of your plan before they can properly develop it.

Your plan must address the following three goals, at the very least:

• Keep employees safe.
• Secure dangerous objects and chemicals. 
• Keep your business running.

These are the minimum viable elements of a disaster plan:

• An evacuation policy, including maps and routes
• Who employees should contact, inside and outside the company, for additional information about what to do
• Who is required to stay onsite to perform essential functions or shut down critical items
• Who is responsible for rescue and medical duties
• Employee emergency contact information, plus information about unique medical needs
• Special instructions regarding hazardous materials and equipment, if necessary

What special circumstances does your plan need to address?

Direct your plan coordinator to address any special circumstances related to your employees, your environment or your business operations. Here are some examples:

• An employee with mobility issues
• An irreplaceable piece of equipment that requires maximum protection
• A specific Occupational Safety and Health Administration (OSHA) requirement for the storage of a particular chemical

If you have business insurance , this is an excellent time to ask your insurance broker or agent any questions you have. Do you know the monthly premium you pay? Part of what you’re paying for is access to your insurer’s risk management experts. They have seen the aftermath of disasters from coast to coast and can help you decide what to prioritize in your disaster planning.

Here are some other resources to help you build out your plan requirements:

• Red Cross: Ready Rating
• U.S. Chamber of Commerce: Small Business Disaster Preparation Quick Guide
• FEMA Ready: Business Impact Analysis
• FEMA Ready: Disaster Plan Performance Objectives
• IRS: Preparing for a Disaster

Step 3: Implement and train.

Your disaster plan coordinator, their supporting committee and you, as the business owner or manager, should approve the final plan — but your work doesn’t stop there.

A disaster plan isn’t something you dust off when the red warning stripe comes across your TV screen. You’ll have action items as soon as your plan is complete. The idea is to identify things you can do now so you won’t have to do them in the days or hours before a natural disaster.

Here are a few examples.

Evacuation routes and wardens

Employees need to know where to go in case of an evacuation. Supply evacuation maps and post them in visible areas. Designate one or more individuals to ensure everyone gets out of the building safely — these folks are called evacuation wardens. OSHA recommends you designate one warden for every 20 employees .

Disaster communications materials

Approve emergency communications for employees, customers, suppliers and other stakeholders. Write these now, with fill-in-the-blanks to cover disaster scenarios. Ensure people who need access have it both at work and home. Don’t be like the state governor who couldn’t tweet because he forgot his password .

Employee go bag

“In the event of a weather emergency, employee safety needs to be the No. 1 priority,” said Peter Duncanson, disaster preparedness and recovery expert at ServiceMaster Restore. “Having a preparedness kit on hand, stocked with nonperishable food, clean water, first-aid supplies and emergency tools like a hand-crank radio and backup batteries will all serve as valuable resources, especially if you have to wait out the storm for an extended period of time.”

When you plan the items to include in an employee go bag, consider how far employees travel to your work location and that roads may be rendered impassable. This Red Cross quiz can help you decide what to include.

Every employee in your organization has a role during an emergency — even if it’s getting themselves out of the building safely. Your plan should identify which employees are responsible for which roles.

Businesses of all sizes should have a person or team responsible for business continuity and crisis communications. In a small company, this will be you, the owner:

• Business continuity team: The business continuity team prepares the business to restart once it’s safe. This team also works with the insurance company to recoup losses caused by the disaster. The sooner you start making money again and the more you get back from your insurance company, the more likely your business is to survive.
• Crisis communications team: The crisis communications team is responsible for developing a crisis communication strategy and delivering crucial messages during a disaster.

Here’s a sample training scheme:

Step 4: Be a preparedness leader in your community.

In a natural disaster, you may be at the mercy of your least-prepared neighbor. The unsecured restaurant patio umbrella that comes flying through your window or the hazardous materials that floodwaters carry into your parking lot might not be a threat if you were in charge of them, but you aren’t. And the longer your community takes to get back on its feet, the longer you’re likely to wait for business to ramp up again.

Communities often come together after a disaster, but it would be even better if they did so before the disaster happened.

Consider sharing your disaster preparedness plan to encourage other business owners and raise your profile in the community. Promoting your disaster preparedness efforts helps in these areas:

• Hiring and retention: Promoting your disaster preparedness can help when you hire staff . By showing prospective employees — and reminding current ones — that you take employee safety seriously, you encourage them to join and remain with your company.
• New business acquisition: Talking about disaster preparedness is a way to connect with potential customers and referrers that doesn’t require a sales pitch.
• Social media growth: Feel-good stories about your steps to keep the community safe can generate positive social media attention. Don’t be shy — you put in the work and deserve those likes and shares.

Ready’s Business Emergency Preparedness Social Media Toolkit has sample messaging and graphics to work from. They’re a little dry, so challenge your marketing team to do better. They should relish the opportunity to talk about something other than your products.

A business owner’s take: Prepare now so you can improvise later

Bennett’s Market & Deli is a neighborhood grocery in Atlanta’s Grant Park. In September 2017, Victoria Bennett and Claire Pearson had owned the store for five years without experiencing a single power outage. But as Hurricane Irma approached, they put their disaster plan into action.

They bought a generator and massive amounts of ice and collected coolers from neighbors. They moved all their backroom stock off the floor to protect it from flooding. They sent staff home, deciding to run the store themselves rather than risk employees’ safety.

Then, the power went out and it was time to get creative. With no way to run their credit card processors and cash registers and no light in the store, Bennett and Pearson were still able to sell beer, wine, bread and snacks using a cash bag and manual receipts.

“I think the neighborhood really appreciated that we were open,” Pearson said.

You never know how bad a disaster is going to be and you can’t control it. Maybe flooding would have forced Pearson and Bennett to evacuate. Maybe the power would’ve stayed on. But they were prepared, which let them pivot as the situation required. In the end, they formed a stronger bond with their customers.

An expert’s take: What you should do right now

Russo advises Fortune 100 corporations about disaster planning. We asked him, “What do you tell friends who own small businesses when they ask what they should do?”

“At a minimum, have an inventory of what your assets are and make sure it’s up to date,” Russo advised. That’s something you could knock off in less than an hour.

Once you’ve done that, consider following the steps above to create an actionable plan for your business.

“Have an updated planning review session once per year,” Russo recommended. “Ideally, every quarter.”

The best action you can take, says Russo, is to weave disaster preparedness into the fabric of your business like the company in Houston did.

The true indicator of your disaster plan’s strength will be your business not only surviving the disaster but thriving during the recovery.

SBA and Agility Recovery disaster checklists

The SBA and Agility Recovery provide comprehensive checklists of things you should do in the days before a disaster is likely to strike. Review the ones applicable to your business — you want to ensure you can do as much as possible. All checklists are printable PDFs, although some may need to be downloaded with a business email:

• Flood Preparedness
• Winter Weather Preparedness
• Influenza Preparedness
• Bomb Threat Preparedness
• Earthquake Preparedness  

FEMA Ready Business Toolkits

These 40- to 65-page documents are a good place to start. They are generic and broad because they are meant to work for many different types of businesses. However, they provide a solid framework focused on six factors: staff, surroundings, space, systems, structure and service:

• Hurricane Toolkit [ In English / En Español ]
• Inland Flooding Toolkit [ In English / En Español ]
• Power Outage Toolkit [ In English / En Español ]
• Severe Wind/Tornado Toolkit [ In English / En Español ]
• QuakeSmart Toolkit [ In English / En Español ]

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Small Business Preparedness

To minimize the impact of disasters on employees, property, and operations, businesses must make the right preparations. These include: creating a disaster plan, identifying priorities, training employees on emergency preparedness, and reviewing the business’ insurance coverage. Here are resources to help prepare for disasters and organize your response.

Quick Guide: Small Business Preparedness

January 01, 2015

Top 10 Preparedness Tips

• Organize a staff team to create your plan.
• Gather critical documents and information needed for decision making.
• Identify and prioritize the company’s most important operations and processes.
• Identify hazards and potential disruptions to your operations.
• Keep it simple: design a plan that is easy to understand and implement. .
• Create a communications strategy and plan to use it post emergency. Maintain an up-to-date emergency contact list for employees, vendors, suppliers, and other key stakeholders.
• Recruit and train employee volunteers that can effectively manage the response.
• Back up and store vital records and data at an off-site location.
• Take action to mitigate the potential impact of a disaster on equipment, buildings, facilities, inventory, and storage. Consider your insurance options and whether to purchase a generator.
• Exercise, test, and update your plan at least annually.

Only 33% of small businesses have business interruption insurance. (National Association of Insurance Commissioners)

• Top 20 Preparedness Tips for Businesses  (DRB Toolkit) – Covers what you need to do before, during and after with tips on how to protect everything from your employees to the company brand.
• Are You Prepared? How to Make a Disaster Recovery Plan For Your Business  – A 10-step guide to creating a disaster recovery plan.
• 7 Steps You Need to Take Before Disaster Strikes  (AmEx) – Provides simple, straight-forward steps derived from the response to Hurricane Sandy and other disasters.
• Business Interruption Preparedness/Recovery – Five steps to ensuring business continuity during a disruption.
• How Small Businesses Should Plan for Disasters – Case studies on disaster response from Hurricane Sandy.

“Small businesses are at particular risk as they often lack the resources to survive a catastrophic event. And when small businesses are unable to rebuild, the entire community continues to suffer. Jobs are lost, neighborhoods decline, and individuals and families endure further hardships.” ~United Way, Larimer County (CO) after 2013 floods

Preparedness Guides

• 7 Steps to an Earthquake Resilient Business  – Focused on earthquake recovery, this booklet explains what businesses can do before, during, and after disaster.
• Preparedness Planning for Your Business  (FEMA) – Website and tools for assessing, planning, responding, and improving future readiness.
• American Red Cross Ready Rating Assessment  – A program that provides a 123-question assessment to help businesses identify gaps and strengths and where they should focus attention.
• Disaster Recovery and Continuity Guide – Guide to prepare and assist businesses affected by a disaster.

Checklists—General

• Emergency Preparedness Checklist for Small Businesses  (Red Cross) – 3-step preparedness checklist.
• IOWA Business Emergency Preparedness Plan  – Checklist with examples of best practices for creating a preparedness plan.
• Business Disaster Planning Checklist – Useful list to help business plan ahead before a disaster.  
• Minimizing the Risks to Your Business Using Security Measures and Disaster Planning  – Guide to securing business property following a disaster.

Checklists—By Hazard

• Prepare for a hurricane’s effect on your business, employees and community  (SBA/Agility) – Guide to preparing for a hurricane.
• Tornado Preparedness Checklist  (SCORE) – Guide to preparing for a tornado.
• Tornado Preparedness and Response  (OSHA) – Planning and employee training guide for tornado preparation.
• Flood Preparedness Checklist  (SCORE) – Guide to preparing for a flood.
• Earthquake Preparedness Checklist  (SCORE) – Guide to preparing for an earthquake.
• Seven Steps to Earthquake Safety – Step-by-step guide to earthquake preparation.

Business Continuity Planning (BCP)

• Planning for Business Continuity after a Disaster  (IRS) – Short video giving four key areas for businesses to focus on when planning.  
• DRB Toolkit © (Disaster Resistant Business Toolkit) – Step-by-step, fully customizable planning tool guides to help all types of businesses build a disaster plan, train employees, run exercises, and prepare operations. Provides tools, templates, and videos for beginners and experienced planners alike. Use discount code: USChamber
• Planning and Responding to Workplace Emergencies  (OSHA) – Factsheet of requirements and tips for emergency response and protecting employees.
• Preparing Your Business for the Unthinkable  (Red Cross) – Short guide with helpful suggestions to get started.
• 2011 Crisis Preparedness Study  – Slideshow for businesses about the importance of Business Continuity Planning.
• Preparing for Disasters (IRS) – Short video about how to protect tax and banking information following a disaster.
• Preparing for a Disaster (Taxpayers and Businesses) – Tips for safeguarding documents and tracking valuables after a disaster. Includes a Loss Workbook tool from the IRS.
• Being Prepared: Is Your Business Ready for a Disaster? – Slideshow of information about disaster recovery; includes information on government assistance, statistics about business recovery, and assistance for small businesses.

71% of small businesses say they are “very dependent” on 1 or 2 key people, but only 22% have “Key Person Insurance” ~National Association of Insurance Commissioners (NAIC)

Insurance is not a tax; it is a risk management tool critical for all businesses. It can reduce the financial impact of accidents, fires, and other unplanned disruptions. Insurance protects businesses from events out of their control and improves chances for survival. Here are some tips to keep your business running smoothly:

• Review your coverage and design an insurance program that fits your business and risks. Bring in an insurance professional to explain different types of available coverage. Keep in mind that some policies may not need to cover every aspect of the business but simply the most critical elements that you need to remain operational. Find the right balance.
• When disaster strikes, file a claim as soon as possible. To do so, plan ahead for what items you will be required to provide so you do not miss an important step in the process. Take pre-disaster photos of your business and equipment. After an event occurs, document damage with photos or videos.

Review Your Coverage

• What Types of Insurance Should a Small Business Consider?  – Discusses everything you need to know how to pick the right coverage for your business.
• Types of Business Insurance  (SBA) – The 5 basic types of insurance that businesses need to consider.  
• Insurance is Financial Risk Mitigation  (FEMA) - Information on National Flood Insurance Program (NFIP); includes resources such as a link to an insurance coverage review  form .
• Earthquake Basics Insurance – Details insurance options available for businesses facing the threat of an earthquake.
• How to Develop a Small Business Disaster Recovery Plan – Overview of helpful insurance plans for small businesses. 

Filing a Claim

• Let Us Help Guide You Through Your Business Insurance Claims  – Checklist to assist with filing a claim.   
• After A Loss: Filing Your Business Insurance Claim  – List of steps to take after filing an insurance claim.
• Disaster Resource Guide for Small Businesses  – Step-by-step guide to filing a claim. (Ignore Missouri specific information) 
• Important Insurance Lessons from Superstorm Sandy  – Helpful tips on working with insurance companies during the claims process. 

Communicating with Employees, Suppliers, and Customers

During disasters, communication is one of the most needed activities to inform employees and suppliers, answer customer questions, reduce rumors, and provide expectations to the public. It is also one of the first systems to break or experience challenges.

To plan for potential business interruptions and to create a crisis communication strategy as part of your larger Business Continuity Plan. Here are some tips:

• Keep your Emergency Contact List updated with every possible mode to reach each person (phone: work, home, cell, significant other’s cell; email: work, personal, alternate; family contact; evacuation plan and contact; social media: Facebook, Twitter; etc.)
• Consider an alert mechanism that can keep your employees, customers, vendors, suppliers, and stakeholders informed and regularly updated in multiple ways (e.g. email, text messages). Test regularly.
• Use existing social media platforms to communicate online (e.g. Facebook, Twitter).
• Have procedures to work with the media following a crisis.
• Identify a spokesperson to be the voice of your company in talking with the media.
• Developing messaging and talking points specific to their intended audience (e.g. employees, vendors, community members).
• Communicate accurately and often with customers to keep them informed of any delays in delivery, alternatives, expectations, and any compensation.
• Monitor outside communications to determine what is working well and areas to improve your communication strategy.
• Update the communications strategy often. Train employees and provide new hires with the communications strategy.

Crisis Communication Planning

• Is Your Company Prepared to Respond after a Disaster?  (SBA) - Tips to get your company’s crisis communications plan started.
• Crisis Communications  – (SBA/Agility) Checklist for developing a crisis communications plan with recommendations for during and after an emergency.
• Disaster Recovery: Developing the Perfect Communications Plan for Your Business  – Guide to completing the Crisis Communications checklist.
• Crisis Communications Plan  (FEMA) – Background information about Crisis Communications Plans and their importance.
• Developing an Emergency Communications Plan: A Template for Business Continuity Planners  –List of eight essential topics that a crisis communications plan must cover.
• Crisis Communications and Disaster Response  – Tips on communicating with employees and stakeholders post-Disaster.                                       
• 2011 Crisis Preparedness Study  - Helpful statistics about Crisis Preparedness; includes recent case studies.
• Reputation Management  –Slideshow of the basics for pre-planning crisis communication and how to address events strategically.

Integrating Social Media into Your Communications Plan

• 5 Tips for Integrating Social Media into Your Disaster Plans – Helpful tips for using social media following a disaster.
• 8 Tips to Avoid Social Media Disaster – How to plan for and respond to potential damage to your company’s name and brand.
• Social Media Disaster Prevention and Response Tips – Case studies of businesses using social media to preserve their name and brand following a disaster.

Employee Assistance

An Employee Assistance Program (EAP) can be useful in handling productivity decline following a disaster.  

• Consider how your company can help employees and families access medical care, food, housing, and other essentials.
• Plan to connect employees with resources.  Those hit hardest may not have working phones or the ability to call area resources to find new housing, child care, a kennel, a rental car, or other necessary services.
• Plan for the possibility of employees requiring financial assistance through the form of emergency grants or an advance on future wages. 
• How to Set-Up an Employee Assistance Program?  – Five steps to set up an EAP.
• Employee Assistance & Support  (FEMA) – Steps on setting up an EAP and opening a family assistance center.
• A Manager’s Handbook: Handling Traumatic Events  – Chapters six and seven specifically provide information for businesses looking to set up an Employee Assistance Program. Includes tips on minimizing employees’ stress.

Additional Resources

Depending on the type of hazards your business may face there are a variety of resources to help. These include FEMA, SBA, business continuity publications, local fire departments, Chambers of Commerce, Economic Development organizations, professional organizations and many more. Most  have a strong online presence with tools available via the internet.

• FEMA.gov  – Presents many kinds of preparedness information and materials.
• Ready Business (FEMA) - Helps companies develop a five-step preparedness program that addresses the impact of many hazards.
• Protect your Property or Business from Disaster (FEMA) – A downloadable list of publications detailing how to minimize property losses caused by various types of natural disasters.
• DisasterAssistance.gov  – If you have personal (non-business) losses, register with FEMA here or call FEMA: (800) 621-3362 or TTY (800) 462-7585.
• Disaster Declarations  are made by states to keep track of what is happening and provide immediate resources.
• If there is a federal emergency declared, click here  to find your nearest Disaster Recovery Center.
• SBA: Disaster Loans  Links to articles, factsheets, and forms related to the Disaster Loans program; includes mail-in and online applications.  
• Emergency Preparedness (SBA) – Articles on planning and resources.
• IRS Videos on Disaster Subjects  – Informative videos to help businesses affected by a major disaster.

Recommended

• Disasters Measuring Impact of Investments to Support Communities Amid Escalating Crises Around the Globe Leaders from the Medtronic Foundation and Walmart share how organizations can work together to best position themselves for successful disaster response initiatives. By Heidi Jedlicka Halvarson
• Disasters The Importance of Small Business Resilience in Building Stronger Communities By Will Powell
• Disasters Severe Storms in Houston
• Disasters Flooding in Rio Grande do Sul, Brazil
• Disasters Trust and Collaboration in Action: Insights from the 13th Annual Building Resilience Conference By Sydney Lewis

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Best Tips for Creating Your Business’s Disaster Plan

Learn how to build a disaster recovery plan for your business.

Table of Contents

You never want to imagine the worst happening to your business – but what if it does? A natural disaster may seem unthinkable, but as a business owner, thinking about the impacts of one needs to be part of your job. Help secure your company’s future by creating business continuity and disaster recovery plans.

What are business continuity plans and disaster recovery plans?

While there are differences between a business continuity plan (BCP) and a disaster recovery plan (DRP), some companies merge them into one plan.

“A business continuity plan is a defined, documented strategy designed to help business owners and their employees prepare for any event that may disrupt business operations, including natural disasters , single-building fires or floods, supplier outages, and more,” said Mick Whittemore, vice president of IT at Paychex.

A DRP, sometimes referred to as a disaster recovery policy, describes how to resume business operations quickly and is typically applied to details-level planning of an organization’s IT infrastructure and applications. The DRP should allow your IT team to recover enough data and system functionality to operate the business again.

These plans apply to both physical disasters, such as weather events, and virtual ones, like cyberattacks. In either instance, your business needs to be equipped to minimize the consequences.

Do you need both a BCP and DRP?

To ensure your business can continue operating after a disaster, you need both a BCP and DRP. Your BCP and DRP work together to make sure all potential vulnerabilities are addressed so you can maintain continuity by keeping unaffected operations going while working on recovering to restore affected ones.

“With the proper planning, the loss can be a bit less devastating, and in some cases, you could even prevent certain damaging situations from happening,” said Jay Shelton, senior vice president of executive risk at Assurance. “A disaster restoration and business continuity plan can significantly reduce the effects of a loss.”

Why are disaster recovery plans important?

You can’t always avoid disasters, but you can prepare for them. Disaster recovery plans help recover what is lost, whether that is data from a cloud data center, physical property (e.g., office space in a hurricane) or something else.

Consider this scenario: A hurricane hits your region, flooding your data center. How will you get operations back up and running in a timely manner? What if you can’t? The longer your business is out of commission, the harder it will be for your company to survive. A thorough disaster recovery plan properly executed can mitigate the damage. Such a plan may not only save you money but also help ensure your company’s reputation emerges from the disaster unscathed.

How do you create a disaster recovery plan?

To create a disaster recovery plan, you first need to decide what approach or strategy will form the framework of your policy.

• Data center disaster recovery: With this approach, your business’s data is stored onsite. Your DRP should specify what the critical assets are and ensure there are redundancies in place (e.g., generators) to protect your company’s data.
• Cloud-based disaster recovery: Here, your company’s data is stored in an offsite location where it is not vulnerable to damage or loss.
• Virtualization disaster recovery: Virtualization creates a virtual version of IT resources (e.g., your servers, applications and networks), which are stored with a host. Virtualization cuts the time in performing a full restoration of your system. In the event of a fire, for example, you wouldn’t need to reconstruct a server.
• Disaster recovery as a service: With this method, providers can host and run a secondary hot site (a type of backup) for your data. In addition, they can rebuild and ship servers to your business.

Please note that due to the complexity of disaster planning, our advice is for small and midsize businesses only. If you work for a big company that has a lot of moving parts, we recommend contacting a disaster recovery specialist.

What’s included in a disaster recovery plan?

Once you’ve decided on your disaster recovery plan’s approach, begin tackling the specific components to build the plan. A good DRP should include the following elements.

A planning team: Establish a planning team of employees or volunteers who are responsible for the development of the plan.

A leadership execution team: Throughout your plan, specify who is responsible for executing the plan and assign a lead. In some cases, the entire company will be accountable, but to keep execution organized, always have a disaster recovery plan lead.

Goals and objectives: Identify goals and objectives for what your plan will accomplish. Establish answers to questions like, “Where do we relocate?” and “Whom should I partner with?” Your primary goal should be to have a solution for the issue.

Capabilities and hazards: Gather information about current capabilities and possible hazards and emergencies. Consider what the worst-case scenario would be. Also, consider something most businesses don’t think about – the recovery point objective, or RPO. RPO is the age of the files that need to be recovered from backup storage so your operations can continue as usual. The age of your files will affect your data backup strategy. Due to the complexity of this subject, consult an IT expert for assistance.

Action plans: Each type of possible disaster (such as fire, flood, earthquake or hacking) should have its own action plan. Each action plan should list the procedures to follow. In addition to an action plan, it’s essential to have a long-term recovery plan in place.

Written documentation: Include backup protocols and systems to ensure everyone on your team knows what needs to be done and can follow the outlined plan. Address the below questions so your plan is simple and easy to follow:

• Who are the team members responsible?
• What is the specific type of threat?
• What is the likelihood of it happening?
• What impact would it have on the business?
• What are the recovery objectives?
• What are the required response steps?
• What recovery and repair might be required?
• What follow-up is required?

Employee training: All staff members, from management to maintenance, should understand your company’s disaster recovery plan. Integrate plans into company operations and employee trainings.

Testing and re-evaluation: Your disaster recovery plan is not complete after you create the initial plan. Testing and re-evaluation are critical parts of ensuring your policy will be effective. See where there is room for improvement, then weigh different plans of action to ensure disasters are handled in the best way possible.

How and when should employees be trained for disaster recovery?

Employee knowledge is integral to creating a successful business continuity plan and disaster recovery plan.

“Employees need to be informed about their roles and responsibilities in support of any recovery effort,” said Whittemore. “They should be trained when the BCP is first developed and then refreshed every year as the document is updated.” 

Many companies use simulation exercises or drills to implement parts of the plan to ensure critical infrastructure is working. E-learning tools can be helpful as well, but the best practice is to simulate the plan at least once a year.

While existing employees benefit from training at the time the plan is created and during regular simulations, incoming employees need to be informed about the process too. New hires should be trained on the plan once they’re onboarded. You can even make it part of your onboarding checklist .

What happens if your disaster recovery plan goes wrong or isn’t followed?

If your disaster recovery efforts don’t go according to plan, your company could immediately lose money. It could keep losing money until the disaster is resolved – or your business is forced into bankruptcy. 

For example, let’s say you haven’t taken advantage of quick cybersecurity tips and fall victim to a cyberattack. This would be a digital and financial disaster: According to IBM , the average cost of a data breach in 2022 is $4.35 million. With a disaster recovery plan in place, you would quickly reactivate your IT systems and avoid or minimize losses. 

But without a disaster recovery plan – or with a team that doesn’t follow it or carry it out correctly – you could be hundreds of thousands, if not millions, of dollars in the hole. The longer you remain unable to provide your services, the more your customers will seek them elsewhere. That long-term revenue and customer loyalty loss can be hard to recoup.

Creating a DRP and BCP to keep your business stable

A disaster can happen at any time, especially when you’re not expecting it. When you create a disaster recovery plan and business recovery plan and train your team on them, you lessen the chances of disasters sidelining your business. It’s frustrating not to know when these disasters might be coming and how bad they’ll be. Preparing before there’s even a hint of a threat can help you keep the worst outcomes at bay. 

Max Freedman contributed to the writing and reporting in this article. Source interviews were conducted for a previous version of this article. 

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Emergency Planning for Business – a Guide to Disaster Recovery

Severe weather, flooding, earthquakes, active shooter events and other disasters have a direct impact on business continuity. Having an emergency plan for your business can help in risk mitigation, protect your employees and assets and speed the recovery process.

For businesses and organizations of all sizes, emergency preparedness and planning can mean the difference between operational resilience and staggering losses. It is, therefore, crucial for all types of organizations to take seriously the need for planning and preparing for unexpected calamities before they occur.

The most solid of business plans can be weakened by incidents like severe weather, other natural disasters, active shooter events, fires, and even pandemics like COVID-19 . Organizations that plan ahead can better respond to moments of crisis and recover more adeptly after a major event.

The most important aspect of any emergency plan is planning. This involves identifying areas of risk, key personnel and stakeholders, potential scenarios, and how to respond quickly to curtail the risks to life and property.

A regularly planned audit of your facilities is, therefore, essential to ensuring a safe environment for employees and other staff. Start by a thorough inspection of your facilities. Are there adequate safety precautions being taken? Do you have the necessary first response equipment (fire extinguishers, first aid, eyewash stations, AED machines)? Are your team members trained in emergency preparedness and response?

Along with these types of audits, it may be beneficial to analyze the structural soundness of your physical facilities and equipment. Since damage from severe weather can incapacitate a business for weeks — or even months — organizations must ensure their facilities are resistant to inclement weather and other natural conditions.

Organizations should also consider the safety of newly remote or distributed workforces while auditing their emergency response plans. As working from home is becoming more of a norm, post-COVID-19, planning for severe weather and other outages must accompany your preparedness plans.

Conducting a full audit of your current safety and emergency preparedness will give you a clear picture of potential threats, weaknesses, and opportunities to improve your emergency planning and response.

Some other actions you can take during this process might include:

• Gain insights from other local business owners
• Take inventory of property, content, and business insurance
• Conduct historical research on natural disasters and other events in your immediate vicinity

Formulate a Smart Disaster Recovery Communications Plan With any emergency preparedness effort, solidifying your communications strategy is essential to establishing a chain of command and how information is shared during unexpected events. Because your responses will likely be different, depending on the event, having your communication plan in writing becomes an important part of your overall strategy.

Keep your written plan simple and easy to follow in the event of an emergency. It should include the following key elements:

• Make sure your emergency preparedness efforts address communication. This includes a mass notification system that can alert team members — wherever they may be. A platform like Regroup Mass Notification can make it faster (and more reliable) when reaching out to team members during emergencies. Regroup can reach thousands of people with easy 2-tap messaging from any desktop or mobile device. Additionally, Regroup allows for seamless integration with existing communication channels simultaneously – social media, websites, desktop alerts, digital signage, and PA systems.
• Identify team member roles during a disaster as well as their expected responsibilities. . Those in senior management — who will act as the crisis communications team — should also be defined in writing. Identifying those team members who can provide first aid, or who are trained in CPR, is also important for your plan to be successful.

Develop a Business Continuity Plan Business continuity following an emergency or disaster can be challenging but is certainly not impossible. As always, planning ahead, identifying stakeholders and their roles, and having contingency plans in place can help you keep your business operating as you respond and recover from a disaster or emergency situation.

• Create a checklist of all of the office jobs needed for the company to continue functioning post-disaster, noting where they would relocate to and how soon these roles would need to be operational.
• Keep an inventory of necessary office equipment such as computers and telephones and server equipment.
• Create a work from home plan where appropriate. If such a scheme isn’t a possibility, plan ahead for alternate facilities on a temporary basis.
• For a newly distributed workforce, have a solid communication plan in place that includes notifications to mobile devices, desktops, email, texts/SMS, and company intranets.

Features like delivery to mobile devices, text/SMS, email, desktop alerts and even corporate intranets ensure critical alerts and other information are received by all.

With Regroup, automated alerts from the National Weather Service, NOAA, and others can seamlessly notify your team members when severe weather threatens your facilities or region. This can help with evacuation and other safety measures before the storm strikes.

Conduct Drills and Policy Reviews To keep everyone on your team familiar with emergency response procedures, plan for regular emergency drills. This includes choosing a drill interval and sticking to it. Emergency drills should be unannounced and have established metrics for measuring success.

Your safety and emergency response policies should also be reviewed on a regular basis. Should there be a significant change in your facilities or management, refreshing your emergency plans makes good sense. A platform like Regroup can be used to announce changes and keep your entire organization informed.

Conclusion and Next Steps Disaster can strike your business at any time, and not having a plan, or not clearly communicating your plan, can lead to a disorganized response with potential harm to employees, facilities, equipment, or operations. Hundreds of organizations rely on Regroup to get the message out when an emergency threatens and to help them organize recovery efforts.

Regroup has published an Emergency Checklist for Business Continuity. This quick reference tool will walk you through the steps of creating a successful strategy for emergency and disaster response, and help you identify areas of concern. Download it here:

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Steps for developing a small business disaster recovery plan

In this article, key elements of a business recovery plan , review your insurance plan, basic commercial insurance to consider, additonal resources.

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Businesses that are forced to close down following a disaster run the risk of never being able to open their doors again. While there’s no way to lower the risk of a natural disaster like a hurricane, there are critical measures that can be taken to protect your company’s bottom line from nature’s fury. A disaster plan and adequate insurance are keys to recovery.

No matter how small or large a business, a business impact analysis should be developed to identify what an operation must do to protect itself in the face of a natural disaster. Large corporations often hire risk managers to handle this task and some companies hire consultants with expertise in disaster planning and recovery to assist them with their plans. But small businesses can do the analysis and planning on their own.

• Set up an emergency response plan and train employees how to carry it out. Make sure employees know whom to notify about the disaster and what measures to take to preserve life and limit property losses.
• Write out each step of the plan and assign responsibilities to employees in clear and simple language . Practice the procedures set out in the emergency response plan with regular, scheduled drills.
• Compile a list of important phone numbers and addresses. Make sure you can get in touch with key people after the disaster. The list should include local and state emergency management agencies, major clients, contractors, suppliers, realtors, financial institutions, insurance agents and insurance company claim representatives.
• Decide on a communications strategy to prevent loss of customers. Post notices outside your premises; contact clients by phone, email or regular mail; place a notice in local newspapers.
• Consider the things you may need initially during the emergency. Do you need a back-up source of power? Do you have a back-up communications system?
• Human resources. Protect employees and customers from injury on the premises. Consider the possible impact a disaster will have on your employees’ ability to return to work and how customers can return to your shop or receive goods or services.
• Physical resources . Inspect your business’ plant(s) and assess the impact a disaster would have on facilities. Make sure your plans conform to local building code requirements.
• Business community . Even if your business escapes a disaster, there is still a risk that it could suffer significant losses due to the inability of suppliers to deliver goods or services or a reduction in customers. Businesses should communicate with their suppliers and markets (especially if they are selling to a business as a supplier) about their disaster preparedness and recovery plans, so that everyone is prepared.
• Protect your building . If you own the structure that houses your business, integrate disaster protection for the building as well as the contents into your plan. Consider the financial impact if your business shuts down as a result of a disaster. What would be the impact for a day, a week or an entire revenue period?
• Keep duplicate records. Back-up computerized data files regularly and store them off-premises. Keep copies of important records and documents in a safe deposit box and make sure they’re up-to-date.
• I dentify critical business activities and the resources needed to support them . If you cannot afford to shut down your operations, even temporarily, determine what you require to run the business at another location.
• Find alternative facilities, equipment and supplies, and locate qualified contractors. Consider a reciprocity agreement with another business. Try to get an advance commitment from at least one contractor to respond to your needs.
• Protect computer systems and data. Data storage firms offer offsite backups of computer data that can be updated regularly via high-speed modem or through the Internet. 

Make sure you have sufficient coverage to pay for the indirect costs of the disaster—the disruption to your business—as well as the cost of repair or rebuilding. Most policies do not cover flood or earthquake damage and you may need to buy separate insurance for these perils. Be sure you understand your policy deductibles and limits.

New additions or improvements should also be reflected in your policy. This includes construction improvement to a property and the addition of new equipment.

For a business, the costs of a disaster can extend beyond the physical damage to the premises, equipment, furniture and other business property. There’s the potential loss of income while the premises are unusable. Your disaster recovery should include a detailed review of your insurance policies to ensure there are no gaps in coverage. Your policy should include business interruption insurance and extra expense insurance. Even if your basic policy covers expenses and loss of net business income, it may not cover income interruptions due to damage that occurs away from your premises, such as to your key customer or supplier or to your utility company. You can generally buy this additional coverage and add it to your existing policy.

• Building coverage provides coverage up to the insured value of the building if it is destroyed or damaged by wind/hail, or another covered cause of loss. This policy does not cover damage caused by a flood or storm surge nor does it cover losses due to earth movement, such as a landslide or earthquake, unless added by endorsement.
• Business personal property provides coverage for contents and business inventory damaged or destroyed by wind/hail, or another covered cause of loss.
• Tenants improvements and betterments provides coverage for fixtures, alterations, installations, or additions made as part of the building that the insured occupies but does not own, which are acquired and made at the insured expense.
• Additional property coverage provides for items such as fences, pools or awnings at the insured location. Coverage limits vary by type of additional property.
• Business income provides coverage for lost revenue and normal operating expenses if the place of business becomes uninhabitable after a loss during the time repairs are being made.
• Extra expense provides coverage for the extra expenses incurred, such as temporary relocation or leasing of business equipment, to avoid or minimize the suspension of operations during the time that repairs are being completed to the normal place of business.
• Ordinance or law provides coverage to rebuild or repair the building in compliance with the most recent local building codes.
• Open for Business: A Disaster Planning Toolkit for the Small Business Owner at the Insurance Institute for Business & Home Safety
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8 steps to create a business emergency plan

Help protect your small business and its employees against unforeseen crises by creating a well-organized emergency plan. Presented by  Chase for Business .

You can’t predict the future or fully prevent disasters from impacting your business.

You can, however, take steps to prepare your small business for unforeseen and unfortunate turns in the market. With a bit of careful planning and a well-thought-out business emergency plan, you’ll be able to minimize negative impact and help ensure your business stays operational.

1. Anticipate your predominant risks

The first step in business continuity and emergency planning is to identify potential risks. Disaster can be man-made (a cybersecurity attack ) or natural (a hurricane or earthquake). The inherent risks you face are largely dependent on where your business is located or what kind of business you operate.

Conceptualize disaster scenarios for your location and market — then begin working backwards toward effective safeguards.

2. Identify your company's top priorities

The safety of your employees, customers, suppliers and neighbors should be the first priority for your business. You should have clear plans for evacuation and sheltering in place, as well as longer-term plans for how to support your community.

Identifying the materials that take top priority for your business also helps focus the scope of your emergency plan. The highest priority may be physical property, cash or data. In any case, considering the location and vulnerability of each business asset will help inform your emergency plan.

3. Have a secure backup solution

A business emergency plan should include storing and backing up all essential data at a secure, off-site location. Data breaches and other cybersecurity attacks can be incredibly costly to small businesses.

Securely storing data can minimize downtime during a disaster and help you remain operational for your employees and the public. If your business keeps any physical documents, it’s a good idea to secure them in a tamper-proof, fire-proof safe as well as back them up with digital copies.

4. Develop your plan

Different businesses will have vastly different emergency plans.

Whatever your specific environment, market and emergency planning entails, be thorough. No detail is worth breezing over. Consider how you will protect your employees in case of an earthquake, or your physical business assets if there’s a fire or customers if your email database is compromised. Also, include when and how you plan on addressing the public.

FEMA’s Ready Business program provides a number of natural disaster toolkits to help ensure nothing crucial is overlooked.

5. Establish a chain of command

Similar to any other workplace safety policy , business emergency plans are useless if none of your business’s stakeholders know about it.

An emergency communication strategy should be a core component of your plan. Identify staff members who can effectively lead in the face of pressure and uncertainty. Specify who is in charge, who’s next in command and who needs to be contacted in the event of an emergency. Be sure to update emergency contact information for all staff on an annual basis.

6. Mitigate the potential damage

Help mitigate the impact of a disaster on your business by keeping all your systems up to date — from the fire extinguishers to the software.

Aside from testing your various systems for weak points, ensure your business has ample insurance for the disasters that (statistically speaking) pose the greatest threat to your work environment.

7. Keep your small business emergency plan up to date

Best practice is to keep your emergency plan up to date and test its effectiveness frequently.

Make sure things like emergency contact information and your evacuation plan are current and ensure that your disaster kit is kept stocked and is accessible. Once a year, designate employees to go through a disaster simulation to make sure each process works as intended.

8. Know what emergency resources are available

It’s a good idea to become familiar with available disaster assistance resources in the event that an emergency does happen. Speak with your business banker to determine if your finances are in order. The Small Business Association (SBA) has several resources for disaster aid , including disaster unemployment assistance and the qualifications for special tax provisions and emergency loans.

Foresight and preparation can go a long way in minimizing the impact of disasters.

In addition to a well-informed insurance agent, speak with a business banker to establish you’re financing is in order in case disaster strikes.

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Develop an emergency management plan

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Why you need an emergency management plan

• Download our emergency management and recovery plan template

Develop your emergency management plan

In Australia, natural disasters such as floods, fire and even earthquakes can strike without warning. During an emergency, your main aim is to ensure your business continues operating. By carefully researching and planning before an emergency happens, you’ll be ready to act quickly and effectively.

Our emergency management plan template includes 3 plans to help you before, during and after an emergency:

• The continuity plan – helps you prepare your business for an emergency by identifying risks to critical areas and how to best protect them.
• The emergency action plan – helps you and your staff know what to do during an emergency situation.
• The recovery plan – guides your business’s recovery after an emergency.

Download our emergency management plan template

Our template guides you through the process of creating a solid, well-structured emergency management plan that's tailored to your business.

Emergency management and recovery plan template

Our template steps you through the process of creating your plan with links to extra information if you need it.

You may want to check out our tips below before you start.

1. Understand the plan sections

Prepare your continuity plan.

To prepare your business for an emergency, identify critical areas of your business and ways to protect them. Consider the following important areas of your business.

Products or services

List your most important or most profitable products or services. Describe current arrangements to provide each one and what you’d do if these arrangements failed – your back up options for an emergency.

Key customers

List important customers and how you’d contact them in an emergency to tell them what has happened.

Record the insurance policies you currently hold to cover your business risks.

Visit Insurance for more information.

Property and infrastructure

Record how you make your property infrastructure less vulnerable to damage. Is your property secured with alarms, security personnel or video surveillance from unlawful entry? Do you have fire retardant or flood resistant building materials? Are leaf litter, grass and gutters maintained regularly to minimise fire risk?

Business continuity strategies

Identify temporary office accommodation you could quickly access in an emergency situation. Record other strategies you’ll consider to help maintain business as usual. For example, a virtual office service, an e-commerce website or e-marketplace. Visit Buying and selling online for more information.

Staff training

List your staff, their relevant skills and strengths, and any cross-training requirements that would help you to continue business in an emergency.

Information backup

Record how you protect your business information such as customer records, financial records and contact lists. Explain your back up procedures.

Prepare your emergency action plan

You should include the following in the emergency action plan.

Emergency contacts

List your local emergency services numbers and any additional contacts you'll need to phone in an emergency. These should include the local state emergency, police, fire and ambulance services.

Emergency procedures

Briefly outline your emergency evacuation procedures. It may be useful to attach a copy of your detailed emergency procedures and floor plan with the location of emergency exits, emergency kit and safety equipment clearly marked.

Provide a schedule for emergency evacuation drills.

Emergency kit

Record where your emergency kit is located or stored. Make sure:

• your staff know where it is
• it's clearly visible and labelled.

List the contents of your emergency kit and the date each item was last checked.

Emergency team roles and responsibilities

Communication is essential when making emergency planning procedures. Consider allocating a person/people to be responsible for any emergency situation. Set clear roles and responsibilities and provide appropriate training.

Prepare your recovery plan

Complete this section after an emergency happens. You should include the following in the recovery section of an emergency management plan.

Business impact assessment

Assess the damage to your business. List the main damage, its impact on your business, and what you’re going to do about it. Assign responsibility for any tasks you've identified.

Recovery contacts

List all of the organisations or people that will be essential to the recovery of your business.

Insurance claims

List any insurance policies you have claimed for and record discussions you have with insurers about your claims.

Market assessment

Based on your assessment of the damage to your business and/or surrounding area, list any areas of your market that have changed.

Marketing strategy

Detail your marketing strategy after the emergency. If your business is reopening, how will you get the message out? What channels will you use to target customers? Make sure you consider any changes in the market.

For example, you might consider a targeted marketing effort (such as a social media campaign) to let people know your business is reopening.

2. Prepare your supporting documentation

After you‘ve completed your continuity, action and recovery plans, list and attach copies of supporting documentation, such as:

• detailed emergency procedures
• evacuation maps
• insurance information.

3. Review your emergency management plan

Regularly review your emergency management and recovery plan. It's also important to update your plan each time your staff change, or if you move to a new business location.

Practice your emergency action plan with your staff. You may find there are things missing or steps you need to change. This is your opportunity to make sure your emergency procedures are as efficient as possible.

If you’re in an emergency situation, check our page on what to do in an emergency.

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Business continuity and disaster recovery planning: The basics

Good business continuity plans will keep your company up and running through interruptions of any kind: power failures, it system crashes, natural disasters, pandemics and more..

Editor’s note: This article, originally published on March 27, 2014, has been updated to more accurately reflect recent trends.

Wildfires in California. A snowstorm in Texas.  Windstorms across the Midwest. Floods in Hawaii. Hurricanes in Florida and Louisiana. Russian hackers and ransomware attacks. And let’s not forget the global pandemic.

If anyone still thinks that having a disaster recovery and business continuity plan isn’t a high priority, you haven’t been paying attention to recent events. As we begin to emerge from the COVID-19 pandemic, organizations are shifting to a new normal that will certainly be more remote, more digital and more cloud-based. Disaster recovery plans will have to evolve to keep up with these changing business conditions.

On top of that, business requirements for disaster recovery have changed dramatically. There was a time when it was acceptable for recovery time to be measured in days or hours. Now it’s minutes. In some cases, business units are demanding zero down time in the event of an unplanned outage.

Here are the basics of a state-of-the-art disaster recovery/business continuity (DR/BC) plan for 2021 and beyond. (Without getting too hung up on definitions, let’s say that disaster recovery is getting the IT infrastructure back up and running, while business continuity is a broader discipline that gets the business back up and functioning once the lights are back on.) 

Integrate cybersecurity, intrusion detection/response, disaster recovery into a comprehensive data protection plan

For CISOs, the first goal of a disaster recovery plan is to avoid the disaster in the first place, which is becoming increasingly challenging. First, data is no longer safely tucked away in an on-premises data center. It’s distributed across on-premises environments, hyperscale clouds, the edge and SaaS applications. ESG Research Senior Analyst Christophe Bertrand points out that SaaS presents a serious data protection and recovery challenge because “now you have mission critical applications running as a service that you have no control over.”

Second, the pandemic drove millions of employees out of the secure confines of the corporate office to their home offices, where the Wi-Fi is less secure and where employees might be sharing sensitive data on collaboration applications.

Third, hackers took notice of these expanding attack vectors and launched a barrage of new and more targeted ransomware attacks. According to the Sophos State of Ransomware 2020 Report, hackers have moved from spray-and-pray desktop attacks to server-based attacks. “These are highly targeted, sophisticated attacks that take more effort to deploy. However, they are typically far more deadly due to the higher value of assets encrypted and can cripple organizations with multi-million dollar ransom requests,” according to the report .

In response to these changing conditions, CISOs should focus on beefing up endpoint security for remote workers, deploying VPNs and encryption, protecting data at rest no matter where it lives, and also making sure that collaboration tools don’t become a source of security vulnerabilities.

Conduct a business impact analysis (BIA)

Organizations need to conduct a thorough business impact analysis to identify and evaluate potential effects of disasters through the lenses of financial fallout, regulatory compliance, legal liability, and employee safety. Gartner estimates that 70% of organizations are making disaster recovery decisions without any business-aligned data points or based on an outdated BIA. “Without the fact base the BIA provides, teams can only guess at the appropriate level of DR and what risks are tolerable. This results in overspend or unmet expectations,” according to Gartner.

Remember, you don’t need to protect everything. Organizations that conduct these exercises are often surprised to discover servers that do nothing but run a routine back-end business process once a month, or even once a year.

Organizations need to prioritize applications by their criticality to the business, and to identify all the dependencies associated with a business process, particularly applications that may have been virtualized across multiple physical servers, might be running in containers in the cloud, or in serverless cloud environments.

Classify data

Along the same lines, you don’t need to protect all data, just the data that you need to keep the business running. You do need to go through the process of locating, identifying, and classifying data. Be sure to protect data that falls under regulatory requirements, customer data, patient data, credit card data, intellectual property, private communications, etc. The good news is that tools can automate data identification and classification.

Consider disaster recovery as a service (DRaaS)

DRaaS is an increasingly popular option for CISOs at small- to mid-sized organizations who want to cost-effectively improve IT resilience, meet compliance or regulatory requirements, and address resource deficiencies. The DRaaS market is expected to grow at a rate of 12% a year over the next five years, according to Mordor Intelligence . DRaaS services cover the full gamut of disaster recovery and business continuity, providing flexibility and agility to enterprises, according to the Mordor report.

Gartner adds that as the DRaaS market has matured and vendor offerings have become more industrialized, the size and scope of DRaaS implementations have increased significantly, compared with a few years ago.

Develop a solid communication plan

Simply getting servers back up and running is essentially meaningless unless everyone knows their roles and responsibilities. Do people have the appropriate cell phone numbers and email addresses to share information? Do the relevant stakeholders have a playbook that spells out how to respond to a crisis in terms of contacting law enforcement, outside legal teams, utility companies, key technology and supply chain partners, senior leadership, the broader employee base, external PR teams, etc.?

Depending on the nature of the disaster, networking groups might need to establish new lines of connectivity for remote workers and reconfigure traffic flows; maintenance teams might need to perform remote troubleshooting, security teams might need to re-set firewalls, change access policies, extend security protection to new devices or to cloud-based resources. The biggest problem in a disaster isn’t related to data backups, it’s not having the right people in place and understanding all the steps required for the business to recover, says Bertrand.

Automate testing

To test disaster preparedness, companies traditionally conduct tabletop exercises in which key players physically come together to play out DR scenarios. However, only one-third of organizations perceive the exercises as “highly effective,”  according to a July study  by Osterman Research in association with Immersive Labs, a company that develops human-readiness skills in cybersecurity. The research also found that organizations don’t perform tabletop exercises often enough to keep up with evolving threats and that these exercises cost an average of $30,000. During the pandemic, it’s fair to assume that tabletop exercises fell by the wayside.

Doug Matthews, vice-president of enterprise data protection at Veritas, says there’s a better way. New tools can automatically test backup and recovery procedures on an ongoing basis and identify potential issues that need to be addressed. Modern testing solutions are also able to use sandboxing technology to create safe environments in which companies can test the recoverability of applications without impacting production networks.

Create immutable data backups

Ransomware attackers are targeting backup repositories, particularly in the cloud. They are also targeting SaaS applications. In response, organizations should keep one copy of data that can’t be altered. “Be sure that you have an immutable copy of backup data that nobody can touch,” advises Matthews, who says companies should have three copies of data at all times, not just two.

Companies should also investigate isolated recovery environments, such as air gapping, in which one copy of the data lives in an environment not connected to the production environment.

Consider data re-use

“Business is the data and data is the business,” says Bertrand. Once organizations have a copy of their important data sitting in a safe backup environment, why not think about ways to reuse it to advance the company’s digital transformation efforts.

The idea is for organizations to “understand what you have, where it is, how to protect it, store it and optimize it.”  Ultimately, Bertrand predicts that organizations will evolve an intelligent data strategy that encompasses regulatory compliance, disaster recovery/business continuity and data analytics.

Perform continuous updates

CISOs updating their DR/BC plans should take their cue from DevOps. It’s not about one-and-done, it’s about continuous improvement. DR planners need to be plugged into any changes at the company that might affect recoverability, including employees working from home permanently, stores or remote offices opening or closing, applications being replaced by SaaS, data moving to the edge, or DevOps moving to the cloud. Also, the technology is constantly improving, so be on the lookout for new tools that can help automate DR/BC processes. The plan should not be sitting on the shelf collecting dust. It should be updated on a regular basis.

Do long-term planning

In light of everything that has happened over the past 12 months, it’s a good time to shift thinking about DR/BC from reactive to proactive. Unfortunately, between public health emergencies, climate change and the increase in cyberattacks, disasters seem to be occurring more often and are certainly more devastating. DR/BC plans need to get ahead of the threats, not simply respond to them.

For example, if your company is in California, your DR/BC plan has to assume that there will be power outages from next season’s wildfires. Companies concerned about losing power when the next natural disaster hits might want to think about generating their own power from alternative sources.

A successful DR/BC plan requires that companies perform the basics, but it is also an opportunity for companies to find creative and innovative ways to keep the business running when disaster hits.

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Neal Weinberg is a freelance technology writer and editor. He can be reached at [email protected] .

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Small Business Trends

Sba launches new business resilience guide for dealing with disasters.

Associate Administrator Francisco Sánchez Jr. for the Office of Disaster Recovery and Resilience at the SBA emphasized the critical role small businesses play in their communities and disaster recovery efforts. He noted that by proactively planning and preparing, small businesses can significantly enhance their ability to weather any storm.

Original text

In today's uncertain world, disaster preparedness is more than just a precaution—it's essential. Businesses must navigate various risks, from natural disasters to technological failures and man-made crises, all of which can disrupt operations and jeopardize survival. Knowing how to effectively prepare can be the key to transitioning from a crisis to a smooth recovery rather than facing a costly setback.

This article explores how disaster preparedness can safeguard your business, drawing lessons from successful disaster management programs. By examining key strategies like risk assessments, business continuity planning, and leveraging technology, you'll gain practical insights on how to protect your organization. From training your team to communicating during a crisis, these steps are crucial for minimizing impact and ensuring resilience. Discover how proactive disaster planning not only keeps your business operational but also strengthens your ability to bounce back stronger after adversity. 

Let's delve into these essential lessons and see how they can help your business thrive, no matter what challenges arise.

The Impact of MPH Training on Business Disaster Preparedness

When it comes to disaster preparedness, having the right expertise can make a significant difference. Professionals with specialized training in disaster management bring a wealth of knowledge that is crucial for effective emergency planning. One such qualification is a Master of Public Health (MPH) with a focus on disaster management. An MPH in disaster management degree equips individuals with the skills needed to navigate the complexities of disaster scenarios and create comprehensive strategies to protect businesses.

The knowledge gained from an MPH program includes understanding the principles of public health, risk assessment techniques, and strategies for managing both natural and man-made disasters. Professionals trained in this field can help businesses develop robust disaster preparedness plans, ensuring that they are ready to handle crises with minimal disruption. This specialized education supports the creation of strategies that not only protect assets but also safeguard the well-being of employees and customers.

The Importance of a Comprehensive Risk Assessment

A comprehensive risk assessment is a critical first step in disaster preparedness. It involves identifying potential hazards that could impact a business and evaluating their likelihood and potential impact. This process helps businesses understand their vulnerabilities and prioritize their preparedness efforts. By assessing risks, companies can develop targeted strategies to mitigate them. For example, a business located in a flood-prone area might focus on flood defenses and emergency evacuation plans. A thorough risk assessment also includes evaluating the potential impact of disruptions on operations, finances, and reputation. This understanding allows businesses to allocate resources effectively and create contingency plans that address their most pressing risks.

Developing a Business Continuity Plan

A business continuity plan ( BCP ) is essential for ensuring that operations can continue during and after a disaster. This plan outlines the procedures and resources needed to maintain critical functions when faced with disruptions. Key components of a BCP include identifying essential services, defining roles and responsibilities, and establishing communication protocols. It also involves setting up backup systems and alternative work arrangements. A well-developed BCP helps businesses quickly recover from disruptions and resume normal operations with minimal downtime. Regular testing and updates to the plan are crucial to ensure its effectiveness and relevance. By having a comprehensive BCP, businesses can better manage the impacts of disasters and maintain resilience.

Implementing an Emergency Response Plan

An emergency response plan (ERP) details the actions to take during a crisis to protect people and property. This plan should include procedures for evacuations, medical emergencies, and securing the premises. It also outlines roles and responsibilities for staff, communication strategies, and coordination with emergency services. Implementing an ERP involves training employees to respond effectively to emergencies and conducting regular drills to practice the procedures. Effective communication is key during a crisis, so the plan should include methods for disseminating information quickly and clearly. An ERP ensures that everyone knows their responsibilities and can act swiftly to minimize harm and facilitate recovery.

Training and Educating Your Team

Regular training and education are vital for effective disaster preparedness. Employees need to understand their roles in a crisis and how to execute the emergency procedures outlined in the response plan. Training should cover various aspects, such as evacuation routes, first aid, and how to use emergency equipment. Education programs can also raise awareness about potential risks and the importance of preparedness. By providing ongoing training, businesses ensure that their staff is ready to handle emergencies confidently and efficiently. Additionally, regular refresher courses and drills help reinforce the procedures and adapt to any changes in the disaster preparedness plan. Investing in training fosters a culture of preparedness and resilience within the organization.

Leveraging Technology for Disaster Preparedness

Technology plays a crucial role in enhancing disaster preparedness efforts. Modern tools can significantly improve a business's ability to manage and respond to emergencies. Early warning systems, for example, can alert businesses to impending natural disasters like hurricanes or earthquakes, giving them time to implement protective measures. Data backup solutions ensure that critical information is safeguarded and can be quickly restored after a disaster. Cloud-based services and digital communication platforms also facilitate seamless information sharing and coordination during emergencies. Furthermore, technology can assist in the development of disaster simulations and training exercises, helping employees practice their responses in a controlled environment.

Communicating with Stakeholders During a Crisis

Effective communication is vital during a disaster. It ensures that all stakeholders, including employees, customers, and partners, receive timely and accurate information. A clear communication strategy helps manage expectations and reduce confusion during a crisis. This strategy should outline how to communicate, what information to share, and through which channels. Businesses should establish protocols for internal communication, such as notifying staff about safety procedures and operational changes. External communication involves keeping customers and partners informed about the status of services and any potential disruptions. Using multiple channels, such as emails, social media, and company websites, ensures that the message reaches a broad audience. Maintaining open and transparent communication helps build trust and confidence during challenging times.

Learning from Past Disasters

Analyzing past disasters provides valuable insights for improving future preparedness. Reviewing how previous incidents were managed helps identify strengths and weaknesses in disaster response strategies. This analysis can reveal lessons learned and best practices that can be incorporated into current plans. Businesses should examine both internal and external case studies to understand different scenarios and outcomes. Lessons from past disasters can guide the development of more effective preparedness strategies and response plans. By learning from previous experiences, businesses can enhance their readiness and reduce the impact of future crises.

Disaster preparedness is a critical component of business resilience. By understanding the role of specialized education,businesses can develop more effective preparedness strategies. Comprehensive risk assessments and well-crafted continuity and response plans are essential for managing potential disruptions. Leveraging technology, maintaining clear communication, and regularly updating plans further enhance preparedness efforts. Learning from past disasters and engaging with community resources contribute to a robust disaster management framework. Implementing these practices helps businesses safeguard their operations, protect their assets, and ensure their continued success even in the face of adversity.

Copyright © 2024 SCORE Association, SCORE.org

Funded, in part, through a Cooperative Agreement with the U.S. Small Business Administration. All opinions, and/or recommendations expressed herein are those of the author(s) and do not necessarily reflect the views of the SBA.

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Verizon Business 2024 Mobile Security Index reveals escalating risks in mobile and IoT security

What you need to know:

80% of responding organizations consider mobile devices critical to their operations, while 95% are actively using IoT devices

96% of critical infrastructure respondents use IoT devices, with % having experienced a significant mobile or IoT device-related security incident

77% of respondents anticipate that AI-assisted attacks, such as deepfakes and SMS phishing, are likely to succeed

NEW YORK – Today, Verizon Business released its 2024 Mobile Security Index (MSI) report outlining the top threats to mobile and IoT device security. This year’s report, in its seventh iteration, goes beyond employee-level mobile usage and extends into the usage of IoT devices and sensors and the security concerns the growth of these devices can present especially as remote work continues to be a trend. This expanded view of mobile security concerns for organizations showcases the evolving threat landscape that CIOs and other IT decision makers must contend with.

As dependency on mobile devices grows, so too do the risks, especially in critical infrastructure sectors where the consequences of security breaches can be catastrophic. The 2024 MSI, which surveyed 600 people responsible for security strategy, policy and management, underscores this point.

Employees are using more mobile and IoT devices, leading to increased cyber risks

The survey finds that 80% of respondents consider mobile devices critical to their operations, while 95% are actively using IoT devices. However, this heavy reliance comes with significant security concerns. In critical infrastructure sectors, where 96% of respondents report using IoT devices, more than half state that they have experienced severe security incidents that led to data loss or system downtime.

“These findings highlight the continued friction that employers face as more and more work is done on personal mobile devices,” said Phil Hochmuth Research VP, enterprise mobility at IDC. “This is why we are seeing more and more employers move from a pure bring-your-own-device model to employer provided devices where CIO’s can have greater governance to protect critical infrastructure from cyber attacks."

Additionally, Hochmuth says, organizations should adopt robust frameworks such as Zero Trust and the National Institute of Standards and Technology’s Cybersecurity Framework (NIST CSF) 2.0, and comply with mandates like the European Union’s NIS2 Directive.

Emerging AI cyberthreats meet new AI defenses

Emerging artificial intelligence (AI) technologies are expected to exacerbate the mobile threat landscape, but it also presents opportunities for defense. A striking 77% of respondents anticipate that AI-assisted attacks, such as deepfakes and SMS phishing, are likely to succeed. At the same time, 88% of critical infrastructure respondents acknowledge the growing importance of AI-assisted cybersecurity solutions.

Accounting for IoT growth in cybersecurity planning

With companies increasingly deploying IoT devices, their digital landscapes are evolving, creating a need for cybersecurity strategies to evolve in kind.

“The Industrial Internet of Things (IIoT) is giving rise to a massive expansion in mobile device technology that goes well beyond phones, tablets and laptops. Enterprise networks now include all sorts of sensors and purpose-built devices that monitor, measure, manage and control commercial tasks and data flow,” said TJ Fox, SVP of Industrial IoT and Automotive, Verizon Business. “That IIoT growth brings with it a proportionate need for more knowledge, awareness and IT solutioning to ensure the security of those increasingly sophisticated networks. The growing importance that IoT plays in our customer’s technology ecosystem underscores why it should be a component in any sound cybersecurity program.”

What business leaders should know

The 2024 MSI helps inform cybersecurity decisions for leaders of businesses of all sizes and in key sectors. As mobile and IoT threats rise, the need for robust security measures has never been greater. In response to these growing threats, 84% of respondents have increased their mobile device security spending over the past year, with 89% of critical infrastructure respondents planning further increases.

This year’s MSI includes contributions from Verizon’s partners including Ivanti, Lookout, Jamf among others.  Help your organization lower cyber risks by deploying comprehensive security protections, continuous employee education and advanced threat detection capabilities. Read the V erizon Business 2024 Mobile Security Index to learn more about suggested best practices your organization can implement.

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Verizon Business has been awarded a task order valued at nearly $80 million to modernize communications infrastructure for the National Weather Service.

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Burnaby says Trans Mountain blocking release of risk assessment, emergency simulation

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What would a "major incident" at Trans Mountain's Burnaby Mountain tank farm or Westridge Marine Terminal look like and what risks would it pose to local residents?

The City of Burnaby knows, but it says it can't make the information public.

In 2021, the municipality paid $400,000 for a consultant to prepare a risk assessment and computer animation simulation of a hypothetical major incident atop the mountain and at the marine terminal by the Burrard Inlet, according the city’s public affairs manager Chris Bryan.

He said the report, completed in 2021, includes static and dynamic 3D models and scenario development for emergency response planning around the tank farm and terminal.

In a news release Wednesday , the city said it had intended to release those materials this week as part of its preparations and public engagement for a "full-scale emergency exercise" on Burnaby Mountain in 2027 – but it can't because of Trans Mountain.

The Freedom of Information and Protection of Privacy Act (FOIPPA) protects the release of third party business information, and the company has not consented to the release of information in the consultant's report that is related to Trans Mountain, according to the city.

Under the legislation, Trans Mountain has 20 business days to respond to a request for the materials to be released.

The city will then tell the company how it plans to proceed.

One way or another, however, Bryan told the Burnaby NOW the emergency exercise planned for Burnaby Mountain could go ahead without the materials in question being made public.

‘Confidential corporate information’

Trans Mountain, meanwhile, said it "looks forward to working with Burnaby on emergency management exercises now and into the future," including the full-scale exercise on the mountain in 2027.

In an emailed statement, the company said the city "recently" informed Trans Mountain it intended to release information about the safety of the company's Burnaby facilities and emergency capabilities to someone who had filed a FOIPPA information request for the consultant’s report.

 "As a responsible company we have an obligation to review the materials in advance of their release to ensure confidential corporate information is not improperly released," read the Trans Mountain statement.

The company said it is in the process of reviewing the records.

"We want to ensure that any third-party information provided to the public is accurate, does not contain any confidential corporate information and reflects the high measures of integrity and safety built into Trans Mountain facilities," the statement said.

'Enhancing our emergency response capacity'

Burnaby city council approved the emergency exercise on July 22, according to a city's news release.

Although the city has had the consultant's risk assessment and computer models for three years, plans for a full-scale emergency exercise on Burnaby Mountain have not made it into the city's community safety plan and have not been discussed publicly.

The July 22 decision from city council to go ahead with the idea was made in camera.

"The work by the consultant was done primarily for internal purposes, to inform our investments in enhancing our emergency response capacity," Bryan told the NOW .

When asked why the city wanted to release the information now, he said it was because someone had applied for access through an FOIPPA request.

The NOW asked how that squares with the news release, which said the city wanted to publish the information this week as "part of exercise preparation and public engagement," but has not yet received a response.

To find out more about the plans for an emergency exercise on Burnaby Mountain, visit the City of Burnaby's webpage .

Follow Cornelia Naylor on X/Twitter @CorNaylor Email [email protected]

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Penfield Planning Board condenses meeting agenda for Costco public hearing

Kevin Oklobzija // August 6, 2024 //

The Penfield Planning Board will hear public comments on a proposal by Penfield Partners LLC to build a mixed-used development on both sides of Fairport Nine Mile Point Road, with a Costco Wholesale store serving as the centerpiece. (Rendering from public documents submitted to the Town of Penfield)

The expected crush of public comments at Thursday’s Town of Penfield Planning Board meeting regarding the proposed Costco Wholesale mixed-use development project means tabled items won’t be up for discussion.

The planning board agenda now includes just three public hearings — Silver Maple Dental, the Williams subdivision on Plank Road and the highly publicized Costco project by Penfield Partners LLC, an entity headed by real estate developer Matt Lester.

That proposal features a 170,000-square-foot Costco store along with an 8,000-square-foot pickleball facility and 7,200-square-foot commercial building on the west side of Fairport Nine Mile Point Road at Sweet Corners Road.

Across the street to the east would be multifamily residential, restaurant and commercial space. There would be four, three-story buildings that would each house 26 apartment units; three 5,500-square-foot to 6,000-square-foot restaurant/commercial buildings; and two, 20,000-square-foot multi-tenant commercial buildings.

Suburban office vacancy declines, little change for downtown Rochester

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In order to accommodate needs of the project, Penfield Partners is asking for the town to re-zone the area on the east side from a mixed-use district to a planned development district.

The developers say the residential component complies with several requirements of the mixed-used district zoning, but the change to a planned development district would, among other things, provide a more efficient use of land and work in “harmony with the town’s current comprehensive plan.”

Three tabled items that normally would have been heard at Thursday’s meeting will now be discussed at the planning board’s work session on Aug. 22.

A three-minute time limit will be in effect for speakers at the public hearing.

Thursday’s 6:30 p.m. meeting takes place in the Town Hall auditorium and will be streamed on the town’s website (which also includes links to other platforms).

[email protected] /(585) 653-4020

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