With last year’s floods and wind damage still fresh in our minds, Florida residents are once again facing hurricane season. That means it is time to review, adjust (or maybe create) your small business disaster recovery plan. One thing we have learned the hard way is that disasters don’t just strike large corporations. Small businesses are equally vulnerable—sometimes more so—due to limited resources and lack of formal planning. Whether it’s a cyberattack, hardware failure, natural disaster, or a prolonged power outage, having a clear disaster recovery plan (DRP) can mean the difference between quick recovery and permanent closure. Disaster recovery planning might sound technical and overwhelming, but it doesn’t have to be.

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Small Business Guide to Disaster Recovery Planning

Here’s a simple guide tailored to small businesses, with an emphasis on IT but not neglecting the physical and operational aspects that are just as critical.

  1. Understand What’s at Stake: Start by identifying what parts of your business are critical. This includes IT systems like your website or customer databases, physical infrastructure like your office or storefront, and key processes like order fulfillment, or payroll. The goal is to determine what absolutely must be up and running quickly after a disaster.
  3. Inventory Your Assets: Create a detailed inventory of all your hardware, software, cloud services, and business-critical data. Include information like device serial numbers, licensing details, and vendor support contacts. For non-IT assets, list key equipment, property, and supplies essential to daily operations. Keep this list stored securely—both digitally and in hard copy.
  5. Back Up Everything (And Test It): IT disasters often stem from data loss. Whether it’s ransomware or accidental deletion, backups are your first line of defense. Follow the 3-2-1 backup rule: keep three copies of your data, on two different types of media, with one off-site or in the cloud. Use automated backup software for your systems, and don’t forget to test your backups regularly. A backup that doesn’t restore properly is as useless as having none.
  7. Create a Communication Plan: During a disaster, clear communication can save time and reduce panic. Develop a contact tree that outlines who needs to be informed, in what order, and how. Include employees, key customers, vendors, and emergency services. Use multiple communication methods: email, phone, messaging apps, and even printed instructions for when digital tools are down.
  9. Set Priorities for Recovery: Not everything needs to come back online immediately. Decide what systems and functions are most critical and establish a Recovery Time Objective (RTO)—how quickly something must be restored—and a Recovery Point Objective (RPO)—how much data you can afford to lose (e.g., 12 hours, 1 day, etc.). For example, restoring customer transaction data may be urgent, while marketing analytics can wait.
  11. Plan for Alternate Work Locations: If your office or store becomes unusable, where will your staff work? Small businesses should identify alternate locations—whether it’s a co-working space, a partner’s office, or remote work setups. Make sure employees know how to access the systems and tools they need from other locations. Many small businesses have adopted hybrid work environments in the last several years, making this step easier – but don’t forget to test it our periodically.
  13. Cybersecurity Should Be Part of the Plan: Cyberattacks are a leading cause of business disruption. Ensure you have strong password policies, two-factor authentication, and up-to-date antivirus and firewall protection, and include cyberattack scenarios in your DR plan. Have a list of who to call (e.g., IT providers, legal counsel, or insurance) if a disaster should occur.
  15. Train Your Team: Even the best plan is useless if your team doesn’t know about it. Conduct regular training and simulation exercises and make sure employees know how to report incidents, access backups, and carry out their specific roles in a disaster.
  17. Review and Update Regularly: Disaster recovery isn’t a “set and forget” task. You’ll need to review your plan at least once a year or after any major change in your business such as installing new systems or adding locations. Be sure to update contact lists, backup processes, and risk assessments accordingly.

As a small business, being prepared isn’t optional—it’s essential for survival. If you are located in the Sarasota area and need help getting started, Alliance IT is here to help. Not only do we have the expertise you need, but our contingency plans were tested during the 2024 floods – we recovered, as did all of our clients. Call today to learn more.