We know that one day, this artificial pause created by the COVID-19 pandemic will end. Your personal life and your business will eventually return to a kind of normal. I believe the smart set will spend this found time asking themselves important questions about their business that the rigors of daily life won’t usually allow, like “What is my disaster recovery plan?”

As social distancing creates extra time in my schedule, it has me wrestling with lots of questions about my bookkeeping business. I bet you are too.

What is Working? What is Not?

One question I’m asking myself is, “What’s working and what’s not?” I’m spending my found time taking a look at my foundational business processes to determine what’s supporting my company and what isn’t.

For example, the Stay Home – Stay Safe directive means I can’t work on-site with my clients. Moving to a 100% virtual bookkeeping service (for the time being) means I must re-evaluate the way I give and receive information electronically. Over the years, I have developed different processes for different clients. These variations are a reflection of how long the client has been with me and the best technology available at the time they signed on. Now, I’ve made sure every client has the same process. This ensures even greater efficiency when there are fewer variances in my process.

Do You Have a Disaster Recovery Plan?

Another question is, “Do I have a disaster recovery & continuity plan?” When I ask this question, I am not talking about your electronics or equipment. I already have a computer backup/recovery plan in place, and so should you. I’m talking about a step-by-step plan for getting my company back to full capacity in the face of a total disaster. I’m also thinking about how my strategies can help my clients get their companies going again. How do we make sure everything is taken care of?

Do Your Homework Before There is a Disaster

Start by consulting the experts. Hire someone if you don’t have the time or the inclination to DIY. Talk to other business owners, seek out thought leaders in your field, read articles, and assess where your company is based on what you have learned.

Get a notebook, a file folder, or make a word document – make sure your disaster recovery plan is clear and available to those who need it. Have copies both on and off-site, and be sure those responsible for implementing your disaster recovery plan all have copies. If you are a paperless office, make sure those that need to know have the appropriate access to your cloud-based storage.

What Are the Elements of a Good Disaster Recovery Plan?

1. Identify the common and not so common threats that your company could experience. Include how you want employees to respond.
2. Identify and document your mission-critical processes.
3. Decide who is in charge during an emergency and make sure all employees know who that is.
4. Have a clear evacuation plan and clearly post all evacuation routes.
5. Create a communication plan for letting employees and customers know how you plan to operate in a crisis. I own a small company. My recovery plan includes my spouse, who understands what to do and who to call in an emergency.
6. Include emergency phone numbers for contact critical to doing business like your insurance agent, legal representative, and personal banker in your plan documentation.
7. Include physical and digital copies of all essential licenses and permits.
8. Have a list of contact information (address, phone, agreement details, purchase history) for both vendors and customers in a spreadsheet or, ideally, in a Customer Relationship Management (CRM).
9. Finally, be sure you have an established backup and recovery plans for all business hardware and software. Include an inventory of what equipment you have, when and where you bought it and what it cost. Copies of your receipts are recommended.

What Resources Do You Need to Survive a Disaster in Your Business?

One of the most important questions you need to ask before a crisis is, “Who can assist me with my disaster recovery efforts?” For example, do you have adequate insurance? Do you have someone you can ask what level of coverage is right for your small business?

I keep a list of trusted vendors at the ready for clients in need of a referral. My digital Rolodex is organized by business category, so I can support my client’s needs with trusted vendors like:

• A personal banker
• A marketing agency
• A mortgage broker
• A certified public accountant
• A business coach
• A personal injury attorney
• A commercial realtor

Who’s in YOUR disaster resource Rolodex?

Above all else, I think the most essential tool for surviving this particular disaster is grace. Among our clients, employees, and colleagues, there will be those dealing with PTSD, grief, and survivor’s guilt in the wake of the COVID-19 pandemic. So, be kind to each other, and let’s help each other get back to a kind of normal when the time is right.

Take good care,

Christie Hammond