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OCM Engineers
Aug 67 min read

How To Start Disaster Recovery Planning: A Practical Guide For Non-Technical Business Owners

In today's digital age, businesses of all sizes rely heavily on technology to operate efficiently and effectively. However, with this reliance comes the risk of potential disasters that could disrupt operations and lead to significant losses. For small to medium businesses in the UK, having a robust disaster recovery plan is not just a luxury—it's a necessity.


depicting various aspects of disaster recovery planning for businesses. The image shows a bustling cityscape with icons representing potential risks such as fire, floods, and technical failures, alongside tools and documents for disaster recovery planning. Figures are shown coordinating and implementing plans, emphasising the importance of preparedness and resilience for small to medium businesses in the UK

In this comprehensive guide, we'll explore the importance of disaster recovery planning, sometimes called business continuity planning, and provide practical tips and quick wins, and outline the steps your organisation can take to create and implement an effective disaster recovery strategy.


Tip #1 - Understanding Disaster Recovery



Before we dive into the specifics, let's clarify what we mean by disaster recovery. In the context of IT, disaster recovery refers to the set of policies, tools, and procedures used to recover or continue vital technology infrastructure and systems following a natural or human-induced disaster. This can include events such as:


1. Natural disasters (floods, fires, earthquakes)

2. Cyberattacks (ransomware, malware, DDoS attacks)

3. Hardware failures

4. Human errors

5. Power outages


The goal of a disaster recovery plan is to minimise downtime and data loss, ensuring that your business can continue to operate with minimal disruption.



various aspects of IT disaster recovery, including tools, policies, and procedures. The image features a diverse range of icons and symbols representing technology infrastructure, natural and human-induced disasters, and recovery strategies. Central to the image is a large table with gears and technical documents, surrounded by business professionals engaged in planning and collaboration, emphasising the importance of disaster recovery in maintaining vital technology systems


Tip #2 -The Importance of Disaster Recovery Planning for SMBs



Many SMB owners might think that disaster recovery planning is only for large corporations. However, the reality is that SMBs are often more vulnerable to the impacts of disasters due to limited resources and potentially less robust IT infrastructure. Here's why disaster recovery planning is crucial for your SMB:


1. Minimises Financial Loss: Downtime can be extremely costly. By having a plan in place, you can reduce the time it takes to get your systems back online, minimising financial losses.

2. Protects Your Reputation: Customers expect businesses to be reliable. A prolonged outage or data loss can damage your reputation and lead to lost business.

3. Ensures Business Continuity: A good disaster recovery plan helps ensure that your business can continue to operate, even in the face of significant disruptions.

4. Compliance Requirements: Depending on your industry, you may be legally required to have a disaster recovery plan in place to protect sensitive data.

5. Competitive Advantage: Being prepared for disasters can give you an edge over competitors who may not have such plans in place.



various business professionals engaged in disaster recovery planning, surrounded by cloud icons, clocks, and IT infrastructure symbols. The image emphasises the importance of having a robust disaster recovery plan for SMBs to minimise financial loss, protect reputation, ensure business continuity, meet compliance requirements, and gain a competitive advantage

Tip #3 - Quick Wins for Disaster Recovery


While creating a comprehensive disaster recovery plan takes time and effort, there are some quick wins you can implement immediately to improve your SMB's resilience:


1. Regular Backups: Implement an automated backup system that regularly backs up your critical data. Ensure these backups are stored offsite or in the cloud.


An illustration of a futuristic, automated disaster recovery system in a cybernetic cityscape. The image features a large robot overseeing data servers, with gears and data nodes connected to cloud storage. Buildings and devices are interconnected, emphasizing the importance of regular backups and offsite/cloud storage in disaster recovery planning

2. Cloud Storage: Utilise cloud storage solutions to keep important documents and data accessible even if your local systems are compromised.


A high-tech workspace illustration featuring a laptop, cloud storage icons with padlocks, and various digital devices. The image highlights the use of cloud storage solutions for disaster recovery planning, showcasing the secure and accessible nature of cloud-based backups. Documents, data connections, and security elements are prominently displayed, emphasising the importance of maintaining accessibility even if local systems fail

3. Multi-Factor Authentication: Implement MFA across all your systems to add an extra layer of security against unauthorised access.


A digital illustration showing a businessman standing on a large laptop keyboard, interacting with a holographic lock and various security icons. The scene underscores the importance of multi-factor authentication (MFA) in disaster recovery planning, highlighting its role in enhancing security against unauthorised access. The backdrop includes global imagery and high-tech elements, emphasizing the global applicability and advanced nature of MFA solutions

4. Employee Training: Conduct basic training sessions to educate your staff about cybersecurity best practices and how to respond in case of an IT emergency.


A business meeting illustration showing a group of employees seated at a conference table, attentively listening to a presenter. The presenter is explaining cybersecurity best practices displayed on a large screen, which includes various security icons and data charts. The image emphasises the importance of employee training in disaster recovery planning, focusing on educating staff about cybersecurity measures and appropriate responses to IT emergencies

5. Update and Patch Regularly: Keep all your software and systems up-to-date with the latest security patches.


a pair of hands holding a globe composed of various technology and security icons. The globe includes gears, locks, software symbols, and other tech-related imagery, symbolising the importance of keeping software and systems up-to-date with the latest security patches. The image emphasises the critical role of regular updates and patches in disaster recovery planning, ensuring robust cybersecurity measures are in place

6. Document Key Processes: Create simple documentation of key business processes that can be followed even if your main systems are down.


A professional woman sits at a desk with a laptop, surrounded by holographic security and technology icons. The scene highlights the importance of documenting key business processes for disaster recovery planning. The image includes charts and documents on the desk, symbolising the creation of simple, accessible documentation that can be used even if main systems are down. The background features various digital elements, emphasising a high-tech environment

7. Test Your Backups: Regularly test your backup systems to ensure they're working correctly and that data can be restored when needed.


A digital illustration showing a high-tech workspace with servers, a computer, and a cloud icon, all connected by glowing data lines. A person is working on a computer, ensuring backup systems are functioning. The image highlights the importance of regularly testing backup systems to verify their reliability and the ability to restore data when needed. The scene includes various digital and security elements, emphasising a thorough approach to disaster recovery planning


8. Emergency Contact List: Compile a list of emergency contacts, including IT support, key vendors, and staff members critical to recovery efforts.


A colourful, stylised emergency contact list featuring icons and phone numbers for various emergency services, including police, fire departments, and ambulances. The list is visually engaging with vibrant illustrations and playful designs, emphasizing the importance of having a compiled list of emergency contacts. The image highlights the need to include IT support, key vendors, and critical staff members in disaster recovery planning

9. Uninterruptible Power Supply (UPS): Install UPS devices for critical hardware to prevent data loss during power outages.


A dramatic illustration of a server room with rows of servers illuminated by lightning strikes in the background. The scene emphasizes the importance of using uninterruptible power supply (UPS) devices to protect critical hardware and prevent data loss during power outages. The image conveys urgency and the critical nature of disaster recovery planning in maintaining continuous operations

10. Password Manager: Implement a password manager to ensure strong, unique passwords across all your systems.


A professional woman holding a clipboard stands in front of a background filled with holographic security icons, including padlocks and gears. The central focus is a holographic display reading "Password Manager - Unique Passwords," emphasising the importance of using a password manager to create strong, unique passwords across all systems. The image underscores the role of secure password management in disaster recovery planning

11. Insurance: Do you have insurance covering disaster recovery ? If yes, you should know the terms of the policy, how to make a claim, and any policy requirements, limitations and obligations on you as part of a claim.



two faceless business people in suits standing under an umbrella, symbolising protection. They are holding a briefcase and documents, standing on a hand, with a globe and various disaster symbols in the background. The scene highlights the importance of having insurance for disaster recovery, knowing the terms of the policy, how to make a claim, and understanding the policy requirements, limitations, and obligations. The background features a server and cityscape, indicating the relevance to IT and business environments


12. Managed Service Provider: Do you have a contract with a MSP that covers you for disaster recovery? If yes, you should know the terms of the contract, how to make a claim, and any requirements, limitations and obligations on you as part of the contract.



A dynamic illustration of a businessman with a briefcase emerging from a glowing platform, surrounded by a futuristic cityscape and digital icons. A rocket launches in the background, symbolising swift action and readiness. The scene highlights the importance of having a contract with a Managed Service Provider (MSP) for disaster recovery. It underscores the need to understand the terms of the contract, how to make a claim, and the requirements, limitations, and obligations involved. The image includes elements like laptops, servers, and cloud symbols, indicating a high-tech environment


Tip #4 - Steps to Create a Comprehensive Disaster Recovery Plan


Now that we've covered some quick wins, let's dive into the steps for creating a more comprehensive disaster recovery plan for your SMB:


Step 1: Conduct a Risk Assessment


The first step in creating an effective disaster recovery plan is to understand the specific risks your business faces. This involves:


- Identifying critical business functions and the IT systems they depend on

- Assessing potential threats (both internal and external)

- Evaluating the potential impact of different types of disasters on your business

- Determining your risk tolerance and prioritising systems for recovery



A dramatic illustration showing a group of business people sitting around a conference table with laptops, engaged in a discussion. In the background, a globe is engulfed in flames, symbolising global risks and disasters. The scene emphasises the importance of conducting a risk assessment as the first step in creating an effective disaster recovery plan. Digital screens display various risk-related data and charts, highlighting the need to understand specific risks faced by a business. The cityscape backdrop indicates a modern, high-tech environment


Step 2: Define Recovery Objectives


Based on your risk assessment, define clear recovery objectives:


- Recovery Time Objective (RTO): The maximum acceptable length of time that your systems can be down after a disaster.

- Recovery Point Objective (RPO): The maximum amount of data loss your business can tolerate, measured in time.


These objectives will guide your disaster recovery strategy and help you prioritise resources.



a businessman running towards servers, surrounded by various clock and gauge icons. The scene symbolises the importance of defining clear recovery objectives based on a risk assessment. The image includes elements such as data storage, cloud recovery, and performance metrics, emphasising the need to set precise recovery time and recovery point objectives in disaster recovery planning. The digital and high-tech background suggests a focus on efficient and timely recovery processes


Step 3: Inventory Your IT Assets


Create a comprehensive inventory of all your IT assets, including:


- Hardware (servers, workstations, network devices)

- Software applications and licenses, include Cloud providers

- Data storage systems and crucially where this data is backed up

- Network diagrams and configurations

- Vendor contact information




A busy office environment where several employees are working on computers and tablets, taking inventory of IT assets. Some are scanning equipment with barcode scanners, while others are recording data on tablets. The scene emphasises the importance of creating a comprehensive inventory of all IT assets as part of disaster recovery planning. Shelves filled with files and boxes of equipment are visible, highlighting an organised and systematic approach to inventory management


This inventory will be crucial for both planning and executing your recovery efforts.


Step 4: Develop Backup and Data Recovery Strategies


Based on your recovery objectives, develop strategies for backing up and recovering your data:


- Implement a robust backup system that meets your RPO

- Consider using a combination of onsite and offsite backups

- Explore cloud-based backup and recovery solutions

- Implement redundancy for critical systems where possible



A diverse group of professionals sitting around a large table, engaged in a discussion. The table is adorned with a graphic of a computer screen displaying data backup and recovery icons, including cloud storage, security locks, and databases. The image highlights the importance of developing strategies for backing up and recovering data based on defined recovery objectives. Laptops, notepads, and coffee cups are scattered across the table, indicating an active and collaborative planning session


Step 5: Create a Detailed Recovery Plan


Develop a step-by-step plan for recovering your IT systems in the event of a disaster. This should include:


- Procedures for declaring a disaster and activating the recovery plan

- Detailed recovery steps for each critical system

- Roles and responsibilities for staff members during recovery

- Communication protocols (internal and external)

- Procedures for failover to backup systems if necessary

- Steps for returning to normal operations once the disaster has passed



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Step 6: Establish a Disaster Recovery Team


Identify key personnel who will be responsible for executing the disaster recovery plan. This team should include:


- IT staff

- Key business stakeholders

- Management representatives

- External partners or vendors (if applicable)


Clearly define roles and responsibilities for each team member.



A diverse group of professionals sitting around a large table, actively engaged in a meeting. They are using laptops, tablets, and notepads, with various charts and documents spread across the table. The image highlights the importance of identifying key personnel who will be responsible for executing the disaster recovery plan. The collaborative setting emphasizes teamwork and clear communication in planning and assigning roles for disaster recovery


Step 7: Document and Communicate the Plan


Create clear, concise documentation of your disaster recovery plan. This should be easily accessible to all relevant staff members. Consider creating:


- A high-level overview for management

- Detailed technical procedures for IT staff

- Quick reference guides for all employees


Ensure that all employees are aware of the plan and understand their roles in the event of a disaster.



An illustration of four diverse individuals sitting at a table with laptops and tablets, working together. Behind them is a large clipboard with a checklist titled "Disaster Recovery Plan." The surrounding items include plants, pens, a coffee cup, and a clock, creating an organised and productive atmosphere. The image highlights the importance of creating clear and concise documentation for your disaster recovery plan, emphasising collaboration and thorough planning


Step 8: Test and Update Regularly


A disaster recovery plan is only effective if it works when you need it. Regular testing is crucial:


- Conduct tabletop exercises to walk through the plan

- Perform partial tests of specific systems or procedures

- Schedule full-scale disaster simulations at least annually


After each test, review the results and update the plan as necessary. Also, make sure to update the plan whenever there are significant changes to your IT infrastructure or business processes.



An illustration depicting a busy, high-tech office environment where professionals are engaged in various tasks related to disaster recovery. A man sits under a large, protective umbrella at the centre, symbolising preparedness, with multiple laptops and monitors around him. Other team members are shown collaborating, checking documents, and discussing strategies. Warning signs and digital screens displaying data and analytics emphasise the importance of regular testing. The image highlights that a disaster recovery plan is only effective if it is regularly tested to ensure it works when needed


Step 9: Consider Professional Help


Creating and maintaining an effective disaster recovery plan can be complex. Consider partnering with a Managed Service Provider (MSP) that specialises in disaster recovery planning for SMBs. If you are in the Midlands then OCM would be a great choice! We can:


- Help you assess your risks and define appropriate recovery objectives

- Recommend and implement suitable backup and recovery solutions

- Assist in creating and testing your disaster recovery plan

- Provide ongoing support and expertise to keep your plan up-to-date




A detailed illustration of a bustling cityscape with various business activities and digital elements. The scene includes a globe at the centre, surrounded by clouds, skyscrapers, laptops, and trucks labelled "Develop." People are engaged in different tasks, representing the complexity of creating and maintaining an effective disaster recovery plan. The image suggests the value of partnering with a Managed Service Provider (MSP) to navigate these challenges. Digital and technological themes underscore the importance of professional support in disaster recovery planning


Step 10: Implement Continuous Improvement


Disaster recovery planning is not a one-time effort. Implement a process for continuous improvement:


- Regularly review and update your risk assessment

- Stay informed about new threats and technologies

- Seek feedback from staff involved in disaster recovery tests

- Learn from any actual incidents or near-misses

- Benchmark your practices against industry standards and best practices




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Tip #5 - Additional Tips for Effective Disaster Recovery Planning.


As you work through these steps, keep the following tips in mind:


1. Focus on Prevention: While having a recovery plan is crucial, don't neglect preventive measures. Implement strong security practices to reduce the likelihood of disasters occurring in the first place.

2. Consider Remote Work Capabilities: In the event of a physical disaster affecting your office, having the ability for staff to work remotely can be a valuable part of your recovery strategy.

3. Don't Forget Physical Documents: While much of disaster recovery focuses on digital assets, don't neglect important physical documents. Consider digitizing critical documents and storing copies securely offsite.

4. Plan for Different Scenarios: Your disaster recovery plan should be flexible enough to address different types of disasters. Consider creating specific sub-plans for the most likely scenarios your business might face.

5. Involve Your Whole Team: While IT will naturally play a central role, involve representatives from all departments in your planning process. They can provide valuable insights into critical business functions and requirements.

6. Keep It Simple: While your plan needs to be comprehensive, aim for simplicity where possible. In a crisis situation, complex procedures can be difficult to follow.

7. Consider Insurance: Explore cyber insurance options that can help mitigate the financial impact of IT disasters.



A high-tech illustration of a data centre with servers, cloud storage, and digital icons representing various aspects of disaster recovery planning. Workers in safety vests are seen implementing preventive measures and maintenance tasks. The image emphasises several key points: the importance of strong security practices to prevent disasters, the value of remote work capabilities, digitising and securely storing physical documents, planning for different disaster scenarios, involving the whole team in planning, keeping the plan simple, and considering cyber insurance options. The detailed and organised environment underscores the comprehensive approach to disaster recovery planning


Conclusion


Disaster recovery planning is a critical component of business continuity.


By following these steps and implementing these tips, you can create a robust disaster recovery plan that will help safeguard your digital assets and ensure your business can weather any storm.


Remember, the key to effective disaster recovery is preparation and regular testing. Don't wait for a disaster to strike before you start thinking about recovery. Start planning today, and consider partnering with OCM to ensure your business has the protection it needs.


By investing time and resources in disaster recovery planning now, you're investing in the long-term resilience and success of your business. In today's digital landscape, it's not a question of if a disaster will strike, but when. With a solid plan in place, you'll be ready to face whatever challenges come your way.




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