Winter is coming, and you’re likely preparing for the season—stocking safety kits, readying the snow blower, and cozying up with a warm blanket. But have you thought about how your business can weather the winter ahead? Just like staying warm and safe at home, your business needs the right measures to stay operational during the colder months. Here’s how to prepare for whatever winter throws your way.
It's Time to Get Your Business Ready For Winter
While Rochester, NY, has been spared the snowstorms that have already hit neighboring cities like Buffalo, we’re not in the clear just yet. There’s plenty of time for the snow to pile up, and for icy roads and power outages to disrupt your operations.
If a snowstorm hits, how would your business respond to a power outage or an Internet service disruption? Does your team have the flexibility to function remotely if necessary? By preparing your business for the winter season, you won’t be caught off guard when nasty weather strikes.
6 Steps to Take Before the Snowstorm
According to a DataCore survey, 54% of businesses reported experiencing downtime lasting eight hours or more. For small businesses, the impact can be devastating. 90% are forced to close within a year if they can’t recover within five days of a disaster.
Taking proactive steps now can help you avoid costly downtime later. Here’s what to do before the snow starts falling:
1. Backup All Data Following the 3-2-1 Rule
Keep your data protected by:
- Keeping three copies of your data
- Storing them on two different types of media
- Having one backup stored off-site or in the cloud.
Regular backups are critical, not just during winter but year-round. Many businesses fall short, with most not performing daily backups, 60% of backups being incomplete, and 50% of restores failing. To avoid these risks, verify that your backups are working correctly and perform test restores to ensure your data is safe and accessible.
Further Reading: What is Data Backup and Recovery
2. Establish Communication Expectations
Make sure your team knows how to stay in touch during outages or remote work situations. Have clear protocols for updates, meetings, and project management. Tools like Microsoft Teams, Slack, or cloud-based email systems can keep everyone connected, even if they’re snowed in at home.
3. Update Your IT Inventory
Verify that all devices, software, and infrastructure are functioning and secure. Knowing what you have can save time and money if repairs or replacements are needed. Document all hardware and software licenses so that you’re prepared for insurance claims or repairs in case of damage.
4. Secure Business Devices
Move critical devices to safe locations away from potential water or weather damage. Double-check that everything is plugged into surge protectors and that portable devices are stored securely to avoid accidental damage during a storm.
5. Develop a Business Continuity and Disaster Recovery Plan
Outline how your business will operate during disruptions. Identify key operations, staff responsibilities, and recovery steps to minimize downtime. Your plan should address both short-term fixes (like remote work setups) and long-term recovery strategies (like replacing damaged hardware).
Further Reading: A Lesson in IT Disaster Recovery
6. Partner with a Solution Provider
Working with a managed IT services provider can help you stay prepared with solutions like cloud storage, remote work tools, and robust backup systems. A trusted provider can also offer 24/7 monitoring and support to address issues as they arise.
Further Reading: 6 Reasons Why SMBs Are Seeking Managed IT Services
4 Steps to Take After the Snowstorm
Once the storm has passed, follow these steps to recover quickly:
1. Proceed with Caution
Maintain employee safety by assessing the building and surrounding areas for hazards such as ice, snow accumulation, or structural damage. If your business relies on a physical storefront, clear walkways and entrances promptly to ensure customer safety.
2. Assess and Repair Damaged Property
Conduct a thorough inspection of your office and IT equipment. Address any damage promptly to avoid further issues. If you notice water damage, take steps to dry affected areas quickly to prevent mold growth or additional equipment failure.
3. Contact Your Insurance Provider
Report damages and file any necessary claims. Having documentation of your IT inventory can speed up this process. Take photos of the affected areas and keep a record of repair expenses for insurance purposes.
4. Put Your BCDR Plan into Action
Use your business continuity and disaster recovery plan to resume operations efficiently. This might involve shifting to remote work, accessing cloud backups, or temporarily relocating to another office space.
Long-Term Winter Strategies
Winter-proofing your business is an ongoing effort. Consider these additional steps to stay prepared throughout the season:
- Conduct Regular Maintenance: Schedule routine inspections of your heating systems, plumbing, and electrical equipment to avoid unexpected failures.
- Train Your Team: Educate employees about winter safety protocols, including how to handle power outages and remote work scenarios.
- Review and Update Plans Annually: Ensure your BCDR plan and IT strategies are up-to-date, reflecting any changes in your operations or team structure.
Are You Ready for a Western, NY Winter?
Whether it’s winter, a hurricane, or another unexpected event, is your business prepared to move forward?
Meteorology is not our specialty. But preparing your business and helping you get back on your feet again after an unexpected event is where we thrive.
When disaster strikes, businesses that have planned have the upper hand. You’ll either be grateful for your proactive measures or wish you’d done more.
At Just Solutions, our cloud-based solutions keep you running—even during a blackout. The businesses that are unmoved by disasters are the ones that plan for them. Let us help you weather the storm. Contact us to learn how our services can protect your operations year-round.