Do you have a Disaster Recovery Plan for your voice services?

It is not uncommon for many companies to have little or no provisioning for their voice systems. There can be a lot of reasons why your office voice services may become unusable – from builders accidentally cutting through cables during roadworks, to an epidemic that results in high staff absenteeism, or even a natural disaster that damages your office. When staff are unable to answer the phones, business grinds to a halt.

This is why having a Disaster Recovery Plan in place will keep your business running when you need it too and keep your customers happy.

Despite such risks, though, only 63% of UK businesses have a business continuity plan in place.*

A recent report found that loss of telecommunications was highlighted by more than half the managers it surveyed; indeed it represented their third biggest worry after the loss of IT and loss of access to the site.

The same report detailed that those that do have a plan in place tend to reap the benefits, recovering more quickly from disruption. 87% of managers with recent experience of activating their business continuity arrangements agreed that it effectively reduced disruption, with 81% saying that the cost of the plan was justified by its benefits.

What can you do?

Firstly you need to understand the way your business handles its communications. Start by identifying how calls are made and received by each department. Create a document that includes all of your phone numbers and where they ring through to when called, your inbound call routing which details how calls are routed after they are initially answered, and your outbound call routing which explains what staff make outbound calls and how important it is if they cant make those calls.

Move your phone

One way to avoid disruption in the event of a disaster would be to physically unplug your VoIP phone from its current location and reinstalling it in an alternate location. Because VoIP phones only need a broadband connection, assuming it is practical (unplugging your phone during an evacuation of your building is not practical), there’s nothing to stop you from unplugging your phone and working from home.

Mobile App

A great method of continuing with business as usual is to have the mobile soft client on your phone. This allows voice services to be managed on-the-fly using a mobile device and essentially will work exactly the same as your desk phone. Any incoming calls you would have got through to your desk phone would then ring through the app and any outgoing calls will call from your desk phone number.

Desktop App

Alternatively, you can opt for the desktop equivalent and install the desktop soft client on your home PCs. Again this will allow you to get all the incoming calls and make outgoing calls as usual.

Number Divert

The simplest way is to just put on an automatic divert which recognises when your phones are offline and diverts it to a specific destination. However, in certain situations just because you can’t get into the office, it doesn’t mean your phones will be offline (you could be snowed in for example), so in this case, you can take advantage of the easy-to-use web portal. On there you can go onto the specific number you want to redirect and then place the divert which will take all of 2 minutes. Another option is just to call or email our Support team and they will do this for you.

If you require more information regarding Disaster Recovery or would like us to set it up for your business, please call me on 0330 333 2 333 or email me on jamie.pidgley@cactusbusiness.co.uk.