Many businesses are not prepared for disruptive events which can leave them and the public at risk. Continuity planning is the process by which decisions are made to prepare for disruptive events that can interfere with normal business operations. Calamities that strike businesses on a daily basis can take the form of power outages, cyber-attacks or employee related challenges. Low-probability high-impact events like natural disasters, terrorist attacks, and public health emergencies can wreak havoc on businesses. Most industry experts’ agree that business continuity planning can help organizations better manage adversity. When disaster strikes a business that is not prepared, it can become a temporary setback or fatal blow. Organizations may feel that disasters will not strike them or that advance preparation is not necessary. Operating with such a premise can be extremely risky.

Many small businesses are not prepared for disruptive events. Power outages and technology failures are the leading causes of business disruptions. In addition to the immediate damages caused by these events, valuable relationships with customers and suppliers can be severely strained. Fortunately basic precautions can minimize the harmful effects of disruptive events.

Implementing the following low cost practices can better prepare any organization for adversity. Backing up computer records and storing them offsite is an easy and low cost action that all business should take. This can be easily done on a USB Flash Drive. In addition to computer data, it is a good idea to back up software because this can facilitate faster recovery times if computers or hard drives are lost. Maintaining updated antivirus protection is a simple and effective precaution. Virus scans should be run daily or at least weekly to detect and contain any potential problems. While electronic data is important, businesses should not forget to protect physical documents. Photocopy or scan all important documents and save either physical or electronic copies off site. Copy all contact information for employees and business partners. This list should be accessible at a moment’s notice.

Regardless of the information type, it is important to label it all clearly with content descriptions and dates. This will make recovering from a disruption much easier. Documentation can also help expedite insurance claims. Taking dated pictures of all office contents and the building will help if a disaster damages your building, furnishings, or equipment.

All of the above information should be stored in an offsite location as far away from the business as possible. Saving records in a safety deposit box in a bank near the business may not provide access to the information if a disaster impacts that geographic region. Keeping the complete set of information in multiple locations will increase the likelihood that a business can quickly recover from a disaster.

By adopting these basic precautionary measures, a business will be better prepared to face inevitable disruptions. Whether your business large, small, or just getting started, I encourage you to adopt and follow a business continuity plan. This small amount of effort can save a tremendous amount of time and money when disaster strikes.