Mitigating the effect of a disaster is all about communication, and not just once a problem has occurred. From monitoring, to diagnosing problems, to declaring disasters, the quicker and more thoroughly communication happens, the more likely a crisis can be prevented or swiftly dealt with, reducing the negative effects on the organization.
Communication is of particular importance at the outset of a disaster because it is through instantaneous communication that those involved in executing the Disaster Recovery plan are able to act quickly. This is just as true when the recovery team is formed by an external service provider, as it is when the team is drawn from in-house people.
The value of quick communication is invaluable to disaster recovery, but it is never more so than for large organizations with sizeable recovery teams. The larger the recovery team, the more likely problems will arise as a result of gaps in communication. After all, it’s much easier to get a hold of five people and make sure they are on the same page than it is for 50 people.
Gaps in communication can severely hamper the recovery process. They can lead to uncertainty regarding individual roles and an inability to overcome unexpected obstacles. Such issues tend to stall the recovery process.
The importance of eliminating gaps in communication begins with incident management, long before disaster actually strikes. In fact, the stronger the communication before disaster, the more likely the business will survive during the disaster itself. That is why successful DR programs adhere to the following principles:
- Easy access to the DR plan – The plan should be published in a place or places that those involved with declaring a disaster and executing the program can find it.
- Frequent updates to the DR plan – The plan should be regularly updated to ensure that it remains relevant and capable of handling issues involving all the newest equipment, software, and services used by the organization. Those involved with the program should be aware of this and be aware when alterations to the plan are made.
- Understanding of roles – Even if people are told exactly what to do when a disaster is declared, it will not do much good if they do not know how to perform what is asked of them. Everyone involved should be aware of the plan’s strategy, and should be oriented, trained and prepared to perform their primary and back-up duties.
When everyone knows the plan, trusts the plan, practices, and understands their role, disaster recovery goes much smoother than if those tasked with solving a problem are learning on the fly. That is why communication is key, not only when a disaster strikes, but well before.
