How Will Your Business Cope if Disaster Strikes?

The other day my Financial Advisor asked me about getting life insurance through him. I politely declined as I already have it, but after digging a bit deeper he informed me that it might not be enough to take care of my loved ones if I were to pass on. Since our meeting I was thinking of the similarities between life insurance and Business Continuity Plans, and how some believe that since nothing’s happened to them yet, there is no need for action.

Too often when speaking with IT decision makers do I hear there is no budget in place for a Business Continuity Plan, or at least not a sufficient budget. Many businesses do incremental backups and monthly backups to disc/tape drives which go home with an employee at the end of the work day, so that the data will at least go off site… but what happens if that person were to be robbed at home, or worse, dies?

It is these sorts of Business Continuity Plans (BCPs) that are not planning for disaster – they are done simply because we feel we ought to have some back ups done. In the event of a real disaster, is there a written plan in place for all that would be involved in getting the business back to normal? It’s imperative to have a written BCP and to have it in a safe place where all parties involved will know where to access it. The toughest part for IT decision makers might be persuading your Executive team to approve the upgraded plan – here are a few ideas to include when writing out a proper Business Continuity Plan:
 
What will it cost if we don’t have a proper BCP?

The business impact is the best place to start with this one. How many man hours will be needed to fully restore your IT environment if shit were to hit the fan? How many days would it take to get back to normal? Based on this number of days, what would be the amount of revenue lost? Usually when these numbers are crunched, the lost revenues far outweigh the costs of implementing a solid BCP. By the way, if a business can’t get it’s mission-critical systems up and running within a 48 hour period, the risk of bankruptcy increases dramatically – this will grab the attention of your Executive team.
 
Know the recovery plans in place today.

As said earlier, the existing plan could be enough to ensure data isn’t lost, but when we’re talking about a massive disaster, where will the data reside? Usually there is room for improvement on the existing BCP so review this before rewriting it altogether. Being available and being recoverable are two different things when referring to returning to operations.
 
Know which types of disasters your BCP currently protects you against.

This man used to work with you. NOW look at him!

Again, as said earlier a lot of plans will cover a server failure or data corruption, but not a full data environment failure. Weather-related disasters (hurricanes, earthquakes, etc.), environmental-related disasters (fires, chemical spills, etc.), or human-related disasters (viruses, psychos with hammers, etc.) are all important to cover when writing out the plan. These larger-scale disasters are a more difficult sell to the Executive team since they are less likely to occur, but are that much more important to recover swiftly from in the event any were to happen.
 
Know the risks associated to specific disasters.

Ok, so maybe businesses in the Pacific Northwest won’t have to worry about hurricanes anytime soon. Nevertheless, it’s important to assess the likelihood of potential disasters when writing the plan so your Executive team can assess why the extra money needs to be spent to have a proper BCP in place. If the business is located along a highway, is there a possibility semi trucks could crash into or near your building, causing problems? Are you located along a body of water that could be susceptible to flooding in the Spring if the snowpack melts too quickly?
 
Know who is involved in the Disaster Recovery process.

Depending on the size of the organization, there may be a whole team of people involved in getting business back to normal. Included in the written plan should be all parties involved and each should know the plan inside-out so there is no miscommunication, in order to prevent delays in returning to business as usual.

 
Remember, the goal of the plan is to never have to use it – kind of like life insurance. But stranger things have happened, so why not take care of this before a disaster occurs?

Now if I could only remember where I put my Financial Advisor’s business card…

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The Importance of Unifying Communications

I'm Vandelay Industries?

Remember when cell phones/pagers didn’t exist? I was still learning long division then. According to the ‘Old Schoolers’ who were established in their career back then, it was a great time – no internet, no need to always be available. Back then if you weren’t available, the caller left a message on the answering machine and you got back to them when you could. Whenever I watch Seinfeld reruns, I marvel at the lack of technology in the show. Sometimes I envy it.

The times, they are a’changin. These days most people have mobile phones and are ditching their land lines. I am part of this group – I haven’t had a land line at home in, well… ever (excluding when I lived at my parents’ place).

Perhaps on a personal level it’s not that necessary to always be available, but on a professional level it’s becoming more and more important to streamline communications as people expect “instant gratification” within the business world. The internet has brought an unlimited supply of information to buyers and has expanded the marketplace so when our clients/coworkers reach out to us, we need to be available – or at least try to be. Every sale counts and productivity needs to be optimized.

VoIP has been around for a while and is becoming more stable each year. The benefits of going VoIP are quite apparent – greater flexibility and cost savings are the two most obvious in my opinion. Many businesses are moving to this platform to be able to take advantage of unifying their communications. I, for one, use VoIP and have the following configuration: if I don’t answer my desk phone after 15 seconds, it rings on my cell phone. If I don’t answer on my cell phone, callers are sent back to my desk phone’s voicemail. These voicemails are emailed to me in a .wav file, which I can download & listen to on my cell. Because I have this configuration, I am able to respond as quickly as possible to my clients and coworkers – something I’ve been told is invaluable to my professional relationships.

There are many different players in the VoIP marketplace, some offering hosted solutions and others on-site with management packages available. The hosted solution is gaining popularity due to businesses not wanting their IT staff to manage their PBX, but it has not overtaken on-site solutions… at least not yet.

I would strongly recommend looking into a VoIP system to see how it can help if you are looking for ways to be more accessible to your clients & coworkers.

As always, your thoughts on this topic are appreciated.

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The Cloud’s Biggest Threat To Date: Unfamiliarity

A lot of businesses try to ‘make a silk purse out of a sow’s ear’ when it comes to leveraging IT to help improve efficiencies and in some cases, revenues. There will, for the most part, always be an internal struggle between Finance and IT to decide how and where the budget gets spent. Studies have shown that IT spending was one of the first things cut during the recession we went through.

Most non-techy employees just want anything IT-related to work without having to understand how it works. And many IT people will tell you that the C-Level employees expect it to work flawlessly, regardless of the budget (which is often insufficient). Usually what is sacrificed is the IT person’s time, which could be spent on more important tasks like helping the sales staff be more efficient in the way they use the internal network.

So therein lies the rub. Not enough cash for the ideal IT environment, but it’s supposed to work as though there is. Here are some key priorities most businesses have these days:

  1. Reducing Business Costs
  2. Integrating & Enhancing Current Processes
  3. Maintaining/Improving Security and Data Integrity

 
So how do we get there?

  1. Consolidate
  2. Optimize Networks
  3. Drive Productivity in Operations
  4. Virtualize

 
Virtualization provides economies of scale to businesses of all sizes, and can be deployed in-house or in the Cloud.  Many businesses lack the in-house resources (knowledge, cash flow, etc.) to properly manage a virtual server environment, so they would look to the Cloud if they were to go virtual at all. Cloud Computing offers many benefits at a fraction of the price of an in-house virtual environment, such as:

  1. No capital outlay for hardware
  2. Built-in redundancies
  3. Ease of management – the virtualization layer is typically managed by the service provider

 

Unfortunately, before we can regularly see businesses make the switch to moving their mission-critical data to the Cloud, we need to overcome another massive hurdle: unfamiliarity.

Ed Note: After receiving feedback from a reader, I feel I should clarify what I mean by unfamiliarity. I do not mean it in the sense that people don’t know what Cloud Computing is – most people with an Internet connection have heard about it in one space or another. Actually, what I was referring to was the low level of trust that most business decision makers/influencers have with the service.

In my experience I’ve found that the savviest IT people are the ones that truly understand the benefits of the Cloud and aren’t afraid to migrate to it – this might be because they’re well read on the subject, already have some personal data stored there, or understand the simplicity of the service from a management perspective. A lot of IT people are still skeptical of the service because it hasn’t been around long enough for them to forge an opinion on it, or they don’t want to risk their jobs by converting their company’s entire server farm (or a portion) to the Cloud only to have it be inferior to their legacy environment. Perhaps there is an underlying control issue that is associated with moving data to the Cloud as well.

Unfamiliarity is something that will eventually diminish. Security concerns will wash away in time. Disaster Recovery planning will soon be far simpler, since Cloud environments are redundant 10+ times over and are easy to restore if the business needs to go back a few days/months to retrieve data. But in the meantime, while the Cloud is still gaining wide-audience acceptance, there will always be the skeptics waiting for others to test out the new technology before they take advantage of it.

Agree? Disagree? I would love to hear your thoughts.

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Selling Yourself First – Advice from Mike Lipkin

So now that I’ve written about gallivanting around in Gravenhurst, Ontario with my coworkers and listening to Mike Lipkin for a few days, I suppose I should write about what I took away from the days spent there. Fortunately for me, that’s going to be quite easy.

Mike on the stage at Primus Business Services' Sales Kickoff

As I’d mentioned in the previous post, it was quite a change from the typical sales kickoff since there weren’t any new products to learn about or group activities about them. It was focused around us as individuals. I’ve been working on building my personal brand for a while now and it was great to hear this from Mike:

Sell yourself first, your company second, your products and services third.

Now I know this isn’t the one piece of advice that will change everything; in fact, I’m pretty sure we’ve all heard something similar to this before. But this was just what I needed to hear, especially since the past year has been tough for all of us given the economic recession. I can speak for people in sales roles that the well seemed like it was almost bone dry on some days. Budgets were cut, many people lost their jobs as a result and now they’re either still looking for work or  just getting settled into new roles… often roles that require less experience than their previous position.

Now that 2010 is upon us and it looks as though we’ve gone through the worst of it, people are starting to get positive again and think of better days to come. Businesses are reinstating budgets that were cut altogether (perhaps slowly) and buyers/decision makers are more open to having conversations about whatever it is we as sales executives are providing. So from a timing perspective, it couldn’t have been better to have Mike Lipkin discuss the importance of having preeminent conversations with our clients. Part of having these conversations is about being truly fascinated with what your counterpart is telling you! And in a roundabout way, this is part of selling yourself. People love to see that others are interested in them and in turn, they will respond in kind.

I left the workshop feeling revitalized, particularly on a personal level. What Mike spoke of was exactly what I needed to do to help me build a solid personal brand. Not only will this information help me with offline relationships, but online as well. By helping people out it show that you care about them and their interests, which will come back in spades. I’m a firm believer in Karma… mainly because it seems to be quite evident in my life with everything I do.

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A few days with Mike Lipkin

Recently Primus Business Services sent the entire Sales team to Taboo Resort in Gravenhurst, Ontario for a few days. For those who aren’t familiar with Gravenhurst, not to worry. It’s somewhere up north where it’s below zero for 6 months of the year.

Anyway while there for our annual Sales kickoff we had the chance to catch up with coworkers, have a few drinks have several drinks drink like Keith Moon at an open bar wedding and get prepared for the year ahead. Typically Sales kickoff content involves some form of product training, but this one was different – it was entirely focused around Mike Lipkin, Canada’s preeminent speaker. In turn, Mike focused his presentations around us and the importance of building preeminence, one conversation at a time. It was a breath of fresh air. The last thing my fellow reps and I wanted to do each morning while recovering from the previous night was get bogged down with product knowledge and creating presentations around that. I credit Jeff Lorenz, our VP of Business, as well as our entire Marketing department for the change of pace.

Since I mention the word Preeminence a lot in this post, I should mention Mike’s definition of it: the benchmark by which all others are judged.

Mike stressed the importance of ‘living above the line’, which I interpreted as holding yourself to standards that are higher than what is typically expected or socially accepted. As part of this, he covered his ‘Ten Laws of Sales & Service Preeminence’:
 

  1. Focus On Success
  2. Own The Business
  3. Prepare To Win
  4. Be Courageous
  5. Care Deeply About Your Customers
  6. Listen Intensely
  7. Communicate With Confidence
  8. Be a Team Player
  9. Be Hungry For Kaizen
  10. Be Disciplined

 
The last thing I want to do is regurgitate through text Mike’s entire presentation over the few days we spent with him, as this would do a serious injustice to the quality of the content he spoke of. I will say this – if you ever have the chance to attend one of his seminars, workshops or presentations, jump at the chance. He is a highly sought-after speaker who engages his entire audience. And despite everyone’s hangovers, people enjoyed getting involved in his presentations because of this.

Coffee helped too though.

“The quality of your future is a direct function of the quality of conversations you have with the people in your life. Extraordinary relationships are created one preeminent conversation at a time.”  - Mike Lipkin


For more information on Mike Lipkin, check out his website: http://www.mikelipkin.com/

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