Business Continuity Planning — Why It Matters

IT Planning & Recovery Managed IT

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by - January 6, 2025

Planning for the unexpected is a key part of IT management for every organization, large or small. A solid business continuity plan that includes a disaster recovery process and secure data backups can make the difference between bouncing back or shutting down in the face of a disruption. Why are these strategies so crucial? Image a scenario where a cyberattack or extreme weather event suddenly halts your operations. Without a continuity plan in place, this could lead to lost data, costly downtime, and potential damage to your business’s reputation.  

Business continuity planning ensures that procedures are in place to keep critical operations up and running when the unexpected happens. Disaster recovery, a big component of your plan, kicks in when things go wrong and ensures you can restore essential functions as soon as possible. Having processes in place means your team knows exactly what steps to take to get your systems back online and protect your data. It’s like having a well-rehearsed fire drill–everyone knows their role, minimizing panic and saving valuable time. 

Backups Are Essential

Another essential element of a good continuity strategy is secure backups. From documents to sensitive customer information, regular backups provide insurance, so you won’t lose crucial data even if systems go down. The first step in designing a backup system is to identify your Recovery Time Objective (RTO), or the amount of time it takes your business to resume normal operations after an outage. You’ll have to make the call about how much time you can afford to be offline, and the impact it will have to determine your RTO. For companies like financial institutions the answer may be minutes, while for businesses whose operations are less time-sensitive it may be hours. A backup plan will also take into account your Recovery Point Objective (RPO), or the amount of data loss your company can tolerate. Again, this amount varies based on the nature of the business. It could mean aiming to restore data from as little as one minute before the disruption occurred, or it might be okay to restore from an hour, or even a day, earlier. Determining your RTO and RPO will help you choose the best backup frequency and data redundancy strategy. 

Backup solutions are numerous and depend on the needs of the individual organization. Failover, a process that switches to a backup server when the primary source goes down, will allow business operations to continue smoothly without significant downtime. A managed IT provider should include failover capabilities when working with companies where even a few minutes of downtime will have a serious impact. Failback is the reverse–when the original system is restored, data gets transferred back to the primary server–ensuring a seamless recovery after a disruption. 

On-site, cloud-based, or hybrid? 

Data storage options include on-site backup, cloud backup, or a hybrid of the two. On-site storage involves physical hardware like external drives, tape systems, or dedicated servers. This can be beneficial for businesses needing rapid RTO because they don’t rely on internet connectivity, but this also makes them vulnerable to natural disasters, fires, or theft. Backing up your data to the cloud provides flexibility, security, and off-site redundancy, making it convenient for dispersed workforces and companies that prioritize off-site storage. However, cloud backups require stable internet access for recovery, which could affect RTO. Many businesses choose to combine both on-site and cloud backups. This hybrid solution may be the best fit, allowing them to fine-tune their RTO and RPO, and getting the advantages of both storage methods. 

How much time and data can you afford to lose? 

Choosing the best plan for your organization can be a complicated undertaking–one that involves determining your data protection needs, recovery speed requirements, and storage preferences. Having the right RTO, RPO, failover, and failback processes in your business continuity plan will ensure that data recovery aligns with your business’s operational needs. Business continuity, disaster recovery, and backup planning aren’t just add-ons to your overall IT strategy. They’re essential practices that will allow your business to weather any emergency. While it can be tempting to see it as a “just in case” precaution, it’s truly an investment in your company’s future. And when the unexpected does happen, you’ll be grateful you planned ahead!  

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Benefits of Managed IT for Architecture Firms 

Architectural firms have unique IT needs, and rely on specialized software and applications, large data storage, and seamless connectivity. Employees working in-office and remotely need to be able to access, share, and collaborate on files, blueprints, schematics, and 3D models. Managing your network infrastructure can be a time-consuming and complex task, and unforeseen IT issues can have serious consequences in terms of diminished productivity, disrupted deadlines, data loss, and compromised security.  

Managed IT services can provide myriad benefits for architectural firms.  

Customized IT Solutions 

Every architecture firm is unique and IT needs may vary. In an industry that requires highly specialized software, large file storage, and CAD support, a Managed IT services provider with experience in the field of architecture and building design is invaluable, offering custom tailored solutions to meet your firm’s specific needs.  

Streamlined Operations

The architecture industry demands precision and efficiency. By outsourcing IT management, firms can streamline operations, reduce downtime, and ensure that teams have access to the resources they need. This translates into greater efficiency and allows architects to concentrate on their core competencies without getting bogged down by IT issues. 

Enhanced Cybersecurity 

Protecting sensitive client information, intellectual property and proprietary design plans is essential to your business. Managed IT services provide robust cybersecurity measures, including firewalls, antivirus software, and threat detection monitoring, ensuring that valuable data is secure. 

Proactive Maintenance and Support 

Rather than waiting for issues to arise, a Managed IT services provider takes a proactive approach to maintenance and support. Regular system updates, software patches, and preventative measures will be implemented to address potential problems before they impact daily operations. Round-the-clock monitoring means issues are addressed promptly, minimizing downtime and providing a stable and reliable IT environment. 

Cost-Effective Solutions 

Managing an IT department in-house can be financially burdensome, particularly for smaller architecture firms. Managed IT services offer a cost-effective solution, with a predictable payment schedule, your business can budget effectively, strategically allocate resources, and avoid unexpected IT expenses.  

Improved Communication and Collaboration 

Architectural design demands effective collaboration. Managed IT services ensure that your team has access to seamless communication tools, file-sharing capabilities, and real time collaboration platforms, whether working in the same office or remotely. 

Data Backup and Recovery 

It goes without saying that data loss can have devastating consequences for architectural firms. Managed IT services include comprehensive data backup and a robust recovery strategy to protect critical files and avoid disruption to operations.  

Compliance and Regulation 

Following regulations regarding client confidentiality and data privacy is essential for architecture firms, both to meet legal obligations and maintain client trust. Managed IT service providers understand industry-specific compliance standards and will ensure that your business adheres to them. 

An efficient, secure, and accessible IT system is critical to your company’s success and effective management and monitoring is an often-complex task. Among the many IT challenges architectural firms face is integrating the latest technology into existing infrastructure, performing proactive maintenance, and ensuring security, compliance, 24/7 monitoring, and ongoing management. This is where Managed IT services can help, by providing customized, comprehensive IT solutions that allow you to focus on what you do best and position your business for success. 

How to Revive Your Neglected IT Strategy and Get Back On Track

In today’s fast-paced digital world, technology is the driving force behind organizational success. A well thought out IT strategy can be a game-changer, propelling your business to new heights. Conversely, neglecting your IT systems for too long can be a costly mistake, leading to a host of problems, from security vulnerabilities to operational inefficiencies. The good news is that it’s never too late to turn things around.

Here’s how to revitalize your IT strategy and get back on the right track.

Assess Your Current IT Landscape

The first step in reviving your neglected IT is to conduct a comprehensive assessment. Take a hard look at your existing IT strategy–infrastructure, software, hardware, and documentation. What’s working, and what isn’t? Where have you fallen behind in terms of technology adoption or innovation? Identify areas of weakness, potential security risks, and technical debt. This assessment will serve as the foundation for your IT revitalization plan.

Develop a Clear IT Strategy

Now that you understand the current state of your IT, it’s time to chart a course for the future. First, define both your short-term and long-term objectives. What do you want your IT infrastructure to achieve, and how does it align with your business goals? Next, create a strategic plan that outlines your IT goals, budget, and timeline for improvements. This plan should align with your organization’s overall objectives, ensuring IT supports your business rather than hindering it.

Prioritize Cyber Security

Neglected IT systems are often vulnerable to security threats. Start by assessing and shoring up your security measures. This includes updating software, implementing strong passwords and two-factor authentication, and educating your employees about cybersecurity best practices. Consider bringing in a security expert to perform a thorough audit and make recommendations.

Upgrade and Modernize

Outdated hardware and software can slow down your operations and hinder productivity. Prioritize replacing systems that are outdated and eliminating those that no longer serve your organization’s needs. Determine which technologies will help your business operate, encourage innovation, and drive growth, and allocate resources to modernize your IT infrastructure. Invest in technologies that will streamline operations and empower employees, boosting both efficiency and effectiveness. This may include migrating to cloud-based solutions, mobile technologies, virtualizing servers, or updating legacy applications. 

Implement IT Management Tools

Every area of your organization–from finance to procurement to HR–is affected by IT management, and effective management requires the right tools and processes. Start by identifying pain points and inefficiencies so you have a clear idea of what you need from your IT management software. Engage with your stakeholders about what functionalities they would like to see included. Then you’ll be able to research and invest in IT management software that will monitor and maintain your systems effectively. These tools can provide real-time insights, automate routine tasks, and alert you to potential issues before they become critical.

Build a Skilled IT Team

IT neglect is often due to a lack of expertise and/or manpower. For businesses that don’t have the resources or desire to hire a full team of IT professionals, outsourcing IT management can be a cost-effective solution. Consider hiring IT professionals who can either support your internal IT team, or fully manage and maintain your systems, and keep your business safe from cyberattack. 

Backup and Disaster Recovery

Backup and disaster recovery are critical components of IT management for many compelling reasons. Data is often a company’s most valuable asset and losing it can have serious consequences, whether it’s customer files, financial data or intellectual property. A data breach can also erode customer trust and damage your company’s reputation.

Downtime can be costly. When an IT system fails, your business can’t operate effectively. Backup and disaster recovery solutions are designed to minimize downtime and swiftly restore systems, reducing lost productivity and revenue. Whether data loss is due to human error, natural disaster, or hardware or software failure, comprehensive backups allow your business to quickly stabilize, minimizing the impact. 

Don’t wait until data loss or a system failure occurs to recognize the importance of a backup and disaster recovery plan. Establish procedures and test your disaster recovery plan to ensure that your data is secure and recoverable in case of a catastrophic event. There are expenses involved in setting up and maintaining a robust backup and disaster recovery system, but the potential savings in the event of a disaster far outweighs the cost. 

User Training and Support

Your employees are a crucial part of your IT ecosystem. Provide ongoing training to ensure they’re equipped with the right skills, and understand how to use IT resources efficiently and securely. Collaboration and communication across all levels of your organization is essential. Make sure that every department understands the role IT plays in achieving business objectives, and empower your IT professionals to take the lead in executing your strategy. Establish a helpdesk or IT support system to address employee concerns and troubleshoot issues promptly.

Review, Maintain, and Adapt

Reviving your neglected IT strategy is not a one-time effort; it’s an ongoing process. Make sure you schedule regular maintenance and monitoring of your IT infrastructure. Perform updates, patches, and security scans as needed to keep your systems up-to-date and secure. Regularly review your strategy and assess its effectiveness. Stay informed about emerging technologies and trends, and be ready to adapt your IT strategy accordingly. Continuous improvement is essential to avoid falling back into a state of neglect.

Neglected IT systems can be a significant liability, but it doesn’t have to be a permanent setback. By reassessing your strategy, defining clear objectives, prioritizing security and training, and embracing new technology, your organization can get back on the right track. Invest in skilled personnel, a robust backup and disaster recovery plan, and IT management tools or services and you can ensure that your IT infrastructure becomes a valuable asset that furthers your business goals. In the ever-evolving world of technology, adaptation and resilience are key to long-term success. Implement a well thought out IT strategy and watch your organization thrive.

Need help getting your IT strategy back on track? Get in touch with our experienced team or connect with us below to start the conversation.

How To Budget For IT

For your business to stay competitive, establishing an effective and efficient IT budget is essential. It goes without saying that your business depends on technology to survive, but your budget is also a tool to optimize available funding and allocate it in a way that supports your overall IT strategy. Budgeting effectively will save time and money spent on unplanned IT needs that inevitably arise in the absence of a transparent and well-thought-out plan. The process of creating a budget should help you identify deficiencies and reduce waste, as well as forecast, prioritize, and justify strategic IT expenditures. Your budget shouldn’t just be an IT “wish list.” It should serve as a blueprint to ensure funding for initiatives that align with your company’s long-term goals. 

So how do you go about creating an IT budget? 

Identify Your IT Inventory

Efficient budgeting begins with a comprehensive assessment of your current IT resources, including an inventory of hardware, software, network infrastructure, services, subscriptions, and staffing. Identifying your existing resources (along with your technical debt) is fundamental to budgeting for the future. Previous budgets can serve as a baseline and a tool–learn from the past, but don’t be afraid to make changes to support evolving business goals.  

Set Clear IT Objectives

Now that you have a clear picture of what you have to work with, it’s time to establish your IT objectives. What do you want your technology to achieve in the coming year and beyond? Your objectives might include enhancing cybersecurity, upgrading hardware, improving customer support systems, or implementing new software. A careful examination of previous years’ budgets likely brought to light areas of overspending and technical debt. Setting clear objectives will make it easier to trim fat and allocate funds more effectively.  

Prioritize and Justify IT Initiatives

Which IT investments are essential and which are nice-to-haves? Are there significant projects in the coming year that require technology upgrades or additional IT support? Spending should be prioritized to reflect the objectives you’ve set. Be prepared to clearly communicate your IT strategy, its impact, and the projected ROI of your initiatives. Present a cohesive plan and be able to articulate how your proposed budget will support overall business goals.  

Allocate Resources To IT

Divide your IT budget into categories, beginning with ongoing expenses. This should include the following: 

  1. Hardware: servers; computing equipment, for in-office and remote workers; and network infrastructure
  2. Software: subscriptions, licenses, and support contractss
  3. Personnel: both employees and outsourced staff, and expenses related to recruitment
  4. Security: cybersecurity should be a significant component of your IT budget. Security threats are ever-evolving, so allocate funds for regular security assessments, employee training, and the implementation of robust security tools. 
  5. Training: employee training is often the first thing to go when budgets get cut, but knowledgeable employees are essential to maximize the value of your tech investments.  

Your project-specific expenses should also be outlined in the same way, including any consulting fees, contract staff, and administrative costs, along with additional office space, hardware, and software required. Be realistic about costs and allow some wiggle room for unexpected expenses that may arise. Identify future investments needed to support your overall IT strategy. Leave room in your budget for scalability, including necessary upgrades and expansion of IT support staff. 

We coach our customers on the 2-3% rule for IT budgeting. If you are trying to maintain a steady state, budget 2% of your top line revenue to go toward IT. If you are looking to grow, changing business strategies or preparing for a large change in your company, budget 3%. Of that 3%, ~50% should go toward managed services and labor and ~50% on cloud licenses, your internet service provider and new hardware. 

Leveraged Managed IT Services

Outsourcing some of your IT needs to managed IT service providers can help control costs and ensure you have access to expert support when needed. Proactive monitoring and network maintenance will reduce unexpected spending and provide peace of mind.  

Budgeting for IT isn’t just about managing expenses. It’s about investing strategically to drive business growth and improve efficiency. Your budget ensures that your technology aligns with your business goals. A well-structured IT budget is your roadmap, and a vital tool for success in the digital age.