online video conferencing business continuity - Simplyvideo

Is Video Conferencing Part of your Business Continuity Plan?

Many business organisations are investing in online video conferencing solutions, realising its importance in these trying times. Wherein remote work is an indispensable tool to keep business going.

What is business continuity planning?

Business continuity planning means creating systems to prevent potential threats to your company’s ability to keep trading. Recovery strategies are created to enable your company to continue trading through negative events. Your goal is to enable ongoing operations before and during disaster recovery processes. 

What is business resilience?

An organization’s resilience is its resistance to failure and the ability to withstand environmental changes and stay afloat. Business continuity planning and resilience go hand in hand.

How do organisations become resilient?

By forward planning, they equip themselves to endure changes in circumstances, without permanent adaptation. Some changes in environmental or market conditions force organisations to adapt a new way of working, enabling them to keep trading.

From unpredictable weather to “acts of god”

Around the world, in the last few years, we’ve seen the icy polar vortex, Australian mega-fires, and the Covid19 pandemic. These events have paused business operations for months. Workers couldn’t go to work because of public health risks, health and safety concerns, or simply not being able to get there. The complex fallout of the Covid19 pandemic has left many workers incapable of getting public transport, or unable to get childcare.

For smaller organisations, everyday business continuity can be threatened for much simpler reasons:

  • Imagine your star player taking 3 weeks off work with ‘flu
  • Your accounts person suffers a personal bereavement while their counterpart is on holiday
  • A key team leader has a sick child

All these scenarios can have serious consequences for a business:

  • Processes become fragmented
  • Important actions are overlooked
  • Customer service is impacted

What do good business resilience practices look like?

  • Avoid relying on one that one person – (known as key man dependency). If a critical person leaves the business grinds to a halt. This is very common in technical environments.
  • Robust day to day business processes are adopted by your team as the fabric of your business
  • No one runs your business with the knowledge that is “in their head”. All processes documented, shared and widely adopted
  • The business has a “disaster handbook” with designated people who know what to do in a crisis event

The most resilient businesses build agility and disaster recovery into their everyday way of working.

Some great examples of this would be:

  • Flexible working. Working from any location becomes fluid and reflexive part of their employment.
  • Your entire team equipped with secure video calling. Everyone is fully trained, using video calling every day as an automatic way of working.
  • Not tied to a location. Should the business need to close its office or trade from another location, there is no disruption to service.
  • Versatile collaboration software is used by everyone. Project actions are tracked and shared with everyone. Nothing stalls if some-one goes off sick.
  • Disaster recovery plans are flexed and used daily as part of their normal way of working.

Fully preparing a mobile workforce invests resilience into the business.

So, what does a fully prepared and flexible workforce look like?

  • They are already equipped with devices like laptops to work on. (Think securely backed up laptops, equipped with anti-virus protection and reliable mobile phones)
  • Fluently use collaboration software every day to track their actions and drive their projects
  • They are not penalised in any way by travel restrictions, traffic jams or their physical location
  • Communicate regularly via face to face video calls
  • Their actions are regulated, and the company’s risk is mitigated. They have robust work from home contracts, bring your own device (BYOD) policies, embedded cybersecurity, and information sharing policies. (This is especially important as information can be more at risk in a home environment)
  • Their information is secure – They are equipped with central file storage systems (like OneDrive or SharePoint) to save and share files. Their data is regularly backed up
  • They feel included – Regular face to face team meetings and video collaboration speeds up decision making by 17% and breaks down silos. (Source is Microsoft Teams)
  • Good data security practices and cyber threat mitigation is built into employee training, HR policies and everyday business practices

Is business as usual your disaster plan?

There are good reasons to prepare a fully flexible workforce now:

  • Employees who have never worked remotely can struggle to adapt to working from home
  • Being thrust from a physical office to a virtual environment can be overwhelming for some
  • It can take time to learn how to use remote working tools

The rise of business continuity

Recent events suggest that business continuity is a subject that will trend rapidly. Given recent threats to business continuity, many insurers are refusing to provide cover to new applicants. Criteria may become more stringent. Businesses might be required to prove their ability to trade through challenging times to gain insurance. Bank loans are certainly dependant upon a number of measures of resiliency. Banks themselves had to undergo several resiliency criteria and withstand stress testing after the 2008 recession.

2020 has seen many businesses’ ability to trade being profoundly impacted. Despite government measures, many businesses have closed, or been threatened with closure. As a result of this, we may even see business continuity becoming more legislated. 2012 saw the introduction of a business continuity ISO – ISO 22301 This IT certification measures and certifies business continuity processes in the following key areas:

  • Improve your resilience against disruption
  • Maintain your ability to manage uninsurable risks
  • Manage unexpected business disruptions, while minimising the consequences
  • Restore your ability to supply your key products and services

During challenging times – Communication is the lifeblood of businesses

During the 2020 Covid19 crisis, employees of communications companies were classed as key workers. This is because staying connected during an emergency is both vital and lifesaving. The same is true of business. Staying connected and working as a team is the lifeblood of all businesses. It keeps businesses afloat when times are tough. Well-prepared businesses managed to survive during the crisis.

What are the communication benefits of using online video conferencing as a business continuity tool?

  • Using video calls to engage with your clients instilsconfidence in your brand
  • Clients perceive that even in times of crisis, your business operations continue as normal
  • Your team remain motivated and productive
  • Your clients believe that your team has the flexibility to adapt to their changing needs

Online video conferencing platforms as a leadership tool in trying times

On the 28th of February, India’s Prime Minister (Modi) addressed over 10 million people in 15,000 locations. Britain’s Prime Minister also used a video platform to guide the nation through the coronavirus crisis.

During challenging times, employees seek leadership and reassurance. Good leaders often build rapport and share positive messages via video to maintain team morale. Online video conferencing can host hundreds of participants. This enables Directors to rapidly disseminate critical messages across large teams in real-time. Call recording and streaming increase the reach of video calls even more. Participants can access resources on demand after the meeting.

Check out this article, Empower Your Business With A Video Conferencing Solution to demonstrate how SimplyVideo improves your video meetings.

Nothing beats face to face for building rapport

The leadership value of having everyone on the same page, working towards a common goal cannot be underestimated. Team video meetings boost worker morale. Employee engagement levels are paramount when people might otherwise feel isolated and disconnected. 

Keep your business running during any disaster

Video meetings show your teams, partners, investors, and clients that your business will keep operations moving without disruption.

What makes a good video conferencing business continuity tool?

  • No complex setup – Employees need to be able to adopt the solution quickly without tech support. Browser-based video conferencing launches a video call with 1 click. It could not be easier or quicker. There is no “learning curve”
  • The video platform is secure – SimplyVideo is hosted in Azure with Microsoft’s trusted layers of enterprise-grade security
  • The video software works on any device, in any location
  • Crystal clear 4k audio-visual quality improves the immersive experience

Book a demo with our expert team. Learn how you can use video conferencing as a powerful business continuity tool

Here are the 7 Key Reasons to Try a New Online Video Call and Conferencing Tool – SimplyVideo vs. Zoom to demonstrate how SimplyVideo can be a great tool for your organisation.

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