We're heading into another hurricane season here in Florida and I'm trying to get better prepared this year. Last September when Hurricane Ian hit, I lost power for 8 days and couldn't access any client files or billing systems. FPL took forever to restore service in my area. I've got about 40 active clients and some of them had critical deadline issues I couldn't address. What do you all do for business continuity planning? I'm thinking about cloud backup solutions but also wondering about physical document storage and communication strategies when cell towers go down.
Hurricane season prep - protecting client data and business continuity
Mike, that's smart thinking ahead. I'm not in a hurricane zone but we get severe weather in Iowa that can knock out power for days. I switched to a completely cloud-based system three years ago - everything goes through Microsoft 365 and I can access files from my phone if needed. The key is making sure you have redundant internet access. I keep a mobile hotspot device with a different carrier than my main internet service. Also invested in a generator for the home office after getting burned during that derecho in 2020.
Good topic Mike. We don't get hurricanes in upstate New York but ice storms can be just as bad for power outages. I learned the hard way during that big storm in 2021 - lost power for 6 days and had to drive 40 miles to find an open coffee shop with WiFi. Now I keep paper copies of critical client information in a fireproof safe, including utility account numbers, contact info, and emergency procedures. Also have agreements with two other auditors in different regions to cover each other's urgent issues if one of us gets hit with a disaster.
The mutual backup agreement idea is brilliant Tom. I just started in this business but can already see how weather events could be devastating. Here in Virginia we get everything - hurricanes, ice storms, occasional tornadoes. Dominion Energy can be slow to restore power in rural areas. I'm setting up cloud storage for everything but hadn't thought about the partnership angle. Would any of you be interested in forming a more formal backup network? Maybe 4-5 auditors in different regions who agree to cover emergencies for each other?
Bernard, I love that network idea! Count me in if you want to set something up. Rosa, your setup sounds solid - I need to look into that Microsoft 365 option. Tom, the paper backup system is smart too. I've been thinking about renting a small storage unit inland where I could keep physical files and maybe a backup computer. The coast gets hit harder than areas 20-30 miles inland. Question for everyone: do you have specific language in client contracts about service interruptions due to natural disasters?
Mike, I added force majeure language to my contracts after a wildfire evacuation in 2021. Spent two weeks away from home with just a laptop and couldn't meet several deadlines. The clause basically says that natural disasters, power outages, and government evacuation orders pause any contractual deadlines. Most clients are understanding if you're upfront about it, but having it in writing protects you legally. Also keep photos of any damage to your office or equipment for insurance claims.
This is all great advice. I went through tornadoes in Ohio a few years back and learned some hard lessons. One thing I'd add - make sure your clients know how to reach you through multiple channels. I set up a Google Voice number that forwards to my cell phone and also can receive texts. During power outages, text messages often get through when voice calls don't. Also keep a printed list of all client phone numbers in your car - sounds old school but it works when your phone dies and you can't charge it.
Kevin's point about multiple communication channels is spot on. I also recommend setting up automatic email responses explaining your disaster recovery procedures. When Hurricane Sandy hit the east coast in 2012, I was getting dozens of panicked calls from clients who couldn't reach me. Now I have templates ready to send out explaining the situation and when I expect to be back online. Clients appreciate the communication even if you can't solve their immediate problems.
Great thread everyone. Out here in South Dakota we mostly deal with blizzards, but the power outage issues are the same. I've found it helpful to maintain relationships with auditors in neighboring states who use different utility systems. When Black Hills Energy had that major outage in 2022, I was able to work with someone in Nebraska to access rate databases I couldn't reach from home. Cross-training on each other's utility territories takes some time but pays off during emergencies.
Tom, that cross-training idea is really smart. I know New York utility tariffs inside and out, but if someone needed help with Florida or Texas rates during an emergency, I'd be lost. Maybe we should consider some kind of knowledge sharing sessions where we walk each other through our regional utility structures. Could be valuable for normal business too, not just disasters. I get questions about multi-state clients all the time.
This conversation has been incredibly helpful. I'm putting together a disaster preparedness checklist based on all these suggestions. Cloud storage, backup power, multiple communication channels, mutual aid agreements, force majeure contracts, cross-regional knowledge sharing - lots to work on. Bernard, are you still interested in setting up that backup network? I think we could get 4-5 people from different regions pretty easily based on this thread.
Count me in for the backup network too. Iowa, Virginia, Florida, New York - that's good geographic diversity. We should probably add someone from the west coast and maybe Texas to cover more territory. The key will be establishing clear protocols ahead of time so we're not trying to figure out procedures during an actual emergency. Should we take this offline and start working on a formal agreement?
Rosa, absolutely let's take this offline. I'll start a group email with everyone who expressed interest. We can work out the details of coverage areas, communication protocols, and how to handle billing for emergency services. This could really be valuable for all of us. Thanks everyone for the great ideas - I feel much more prepared for hurricane season now!
This has been a fantastic discussion to read through. Business continuity planning is something every professional service provider should take seriously, but it's especially critical for those of us dealing with time-sensitive utility issues. The mutual backup network concept is brilliant - I wish we'd had something like that set up during the Texas freeze in 2021. MLGW had their own issues here in Memphis, and I had clients across multiple states who needed emergency assistance. If anyone wants to expand this network further or needs help with the organizational aspects, feel free to reach out.