8x8 Inc · NASDAQ:EGHT
8x8 — 8x8 Webinar: Prepare Now to Survive a Disaster Later (January 2013)
37 slides from 8x8's conference presentation, Jan 23, 2013
Slide 1: 8x8 Webinar: Prepare Now to Survive a Disaster Later
8x8 Webinar: Prepare Now to Survive a Disaster Later The materials presented in the webinar provided by 8x8, Inc. are intended to provide general information on a particular subject or subjects and are not an exhaustive treatment of such subject(s). 8x8, Inc. makes no representations or warranties a
Slide 2: Agenda
Agenda • Importance of Preparing – What does that mean for SMBs? • The Basics—Stages of creating a business continuity plan – Getting Started – Impact & Risk Assessment – Risk Mitigation – Developing a Strategy & Plan – Testing, Review, & Plan Maintenance • 8x8 Communication Solutions • Resources 2
Slide 3: Presenter Bios
Presenter Bios Michael McAlpen 8x8 Executive Director, Security and Compliance Erik “Archer” Smith 8x8 Product Programs and Training Manager Angela York 8x8 Director, Customer Marketing and Loyalty Programs 3 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 4: What would you do?
What would you do? My company …was without power for 10 days recently due to Hurricane Sandy. As a matter of fact, it was not even physically possible to travel to our office due to a number of disastrous conditions such as downed trees, wires, flooding, etc. However, our service territory is all of
Slide 5: Importance of Preparing: Disasters & Threats
Importance of Preparing: Disasters & Threats • Widespread Natural Disasters • Everyday Disasters, Local/Isolated – Earthquakes: 1989 San Francisco & 2011 Business Disruptions Japan earthquake and tsunami – Fire – Storms: 1992 Hurricane Andrew, 2005 – Water Hurricane Katrina & 2011 Tropical Storm Ire
Slide 6: Importance of Preparing
Importance of Preparing • Up to 40% of businesses affected by a natural or human-caused disaster never reopen • SMB Statistics – 50% do not have a plan – 65% live in regions susceptible to natural disasters – Typical SMB experiences 6 outages/ downtime a year • Top reasons: Cyber attacks, power outa
Slide 7: Importance of Preparing: Having a Plan
Importance of Preparing: Having a Plan • Goal: To assist the organization/business to continue functioning even though normal operations are disrupted • Includes steps to take before, during, after a disruption 7 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 8: Basic Stages of Creating a Plan
Basic Stages of Creating a Plan • Getting Started – Plan Initiation – Assessment • Developing a Plan – Strategy Development – Plan Development – Documentation • Testing & Maintenance – Plan Testing – Plan Review and Maintenance – Recovery 8 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 9: Getting Started & Assessment
Getting Started & Assessment 9 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 10: Getting Started
Getting Started • Research – Free resources available: • FEMA • Small Business Administration • American Red Cross • Local and state agencies • Disaster Recovery Journal • Identify who will be responsible • Get executive commitment 10 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 11: Assessment
Assessment “First, the small • Impact Assessment business owner needs to determine what the • Risk Assessment risks of the business are. This can be • Taking Inventory performed by identifying the natural hazards that • Risk Mitigation & Management occur in the businesses’ geographic area… Also, ide
Slide 12: Impact Assessment: Envision Likely Scenarios
Impact Assessment: Envision Likely Scenarios Make a list of the kinds of interruptions that might impact your business • Natural Disasters: Floods, storms, tornadoes, fire, hurricanes and earthquakes • Everyday disasters: Power outages, broken water pipe, vendor disruptions, etc. • Cyber attacks • S
Slide 13: Impact Assessment: Critical Business Functions
Impact Assessment: Critical Business Functions What is most important to your business? • Categorize data and physical assets • Identify essential functions – Identify critical process dependencies – Develop business function outage scenarios • Develop an inventory of your crucial business functions
Slide 14: Impact Assessment: Take Inventory
Impact Assessment: Take Inventory Examples: • List mission-critical personnel and their job functions • List equipment needs of critical personnel • Document current computer data backup frequency and methods • Identify vital hard copy documents vital that cannot be re-created electronically 14 l 8x
Slide 15: Risk Assessment
Risk Assessment “Once the risks that • Qualify and quantify impact of potential threats threaten a business are understood the • What is the cost of failure? risk management – Direct losses and additional operating expenses process can begin.” – Violation of contracts, regulatory requirements – Loss
Slide 16: Risk Mitigation & Management
Risk Mitigation & Management 1. Risk Avoidance Practices “Depending on the cost of the business, you can 2. Risk Reduction Practices determine how much money you are willing to 3. Risk Transfer Practices spend on managing the risks. Some risks may 4. Risk Acceptance cause such little damage that it
Slide 17: Recap: Getting Started & Assessment
Recap: Getting Started & Assessment 1. What do you need to do to keep your business running – Envision likely scenarios – Take an inventory of critical business functions 2. What are the things you need to protect? – Take an inventory of critical resources – Quantify and prioritize 3. Qualify and qu
Slide 18: Developing a Strategy & Plan
Developing a Strategy & Plan 18 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 19: Strategy Development
Strategy Development • Plan Components – Employee safety and preparedness – Business operations – Staffing and workplace contingencies – Communications – Recovery • Plan Documentation • Testing, Review and Maintenance 19 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 20: Strategy Development
Strategy Development Use your assessment to begin formulating a strategy. Experts suggest a good start is answering the following: • How will you ensure physical safety? • How will you continue operating? • How will you access vital equipment? • How will you access critical business and customer rec
Slide 21: Plan Development: Employee Safety
Plan Development: Employee Safety • How will you ensure physical safety? Where to start: • Have a building evacuation plan and practice • Have an adequate emergency medical kit • Have emergency supplies • Radio and plenty of batteries • Properly prepare and educate your employees 21 l 8x8 Inc. NASDA
Slide 22: Plan Development: Employee Preparation
Plan Development: Employee Preparation • How will you ensure Make sure your employees know: physical safety? • Company emergency plan • Where they should relocate to work • How to use and access reliable methods of communication • User IDs and passwords for critical company systems • How to perform
Slide 23: Plan Development: Business Operations
Plan Development: Business Operations • How will you continue Where to start: operating? • How will you access • Plan for emergency response and assessment, vital equipment? emergency operations, restoration • How will you access critical business and • Develop an IT and equipment strategy customer
Slide 24: Plan Development: Staffing & Work Place Contingencies
Plan Development: Staffing & Work Place Contingencies • Who is needed? Where to start: • Where will you work? • Who can keep • Identify critical personnel and back-ups working? – Insure they have the tools needed to operate in an • Who will be available emergency to work? • Determine who can work fr
Slide 25: Plan Development: Communications
Plan Development: Communications • How will you Where to Start: communicate? • How will your • Develop a communication plan to employees customers reach – Contact lists and phone trees you? • How will you reach – Designate a phone number employees should call them? for information • Develop a commun
Slide 26: Plan Development: Recovery
Plan Development: Recovery • How will you recover? Where to Start: • Who is authorized to handle cleanup? • Create a chronological task recovery list • What if that person is injured or can’t get to • Assign each recovery step to specific people the site? • Who can act as • Specify emergency respons
Slide 27: Plan Documentation
Plan Documentation • Plan document should be comprehensive and written down • Plans prepared by those who will carry them out • Have clear instructions with pictures, diagrams, illustrations, etc. • Make sure plans are accessible to those who need it 27 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 28: Plan Testing and Review & Maintenance
Plan Testing and Review & Maintenance • You should conduct testing and exercises to evaluate the effectiveness of your program • Make sure employees know what to do and find any missing gaps in the plan • Create a systematic schedule for updating the plan – An outdated plan is worthless! • Measure a
Slide 29: Recap: Developing A Strategy & Plan
Recap: Developing A Strategy & Plan 1. Remember protecting human life is priority #1 2. Have a comprehensive, strategic written plan 3. Document, practice and maintain your plan 29 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 30: 8x8 Solutions
8x8 Solutions 30 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 31: What they Did
What they Did My company …was without power for 10 days recently due to Hurricane Sandy. As a matter of fact, it was not even physically possible to travel to our office due to a number of disastrous conditions such as downed trees, wires, flooding, etc. However, our service territory is all of New
Slide 32: 8x8 Solutions
8x8 Solutions • 8x8 phone service is fully geographically redundant. – Our VoIP network is supported by redundant data centers on the East and West Coasts – Both data centers store all our Virtual Office customer information in real time. If catastrophe strikes one, the other is ready to take over •
Slide 33: 8x8 Solutions
8x8 Solutions If you can't get to the office during a disaster, 8x8's flexible, cloud- based solutions can still help you keep your business running. • Virtual Office Mobile App. Our mobile app for iPhone or Android phone lets you make and receive calls, check messages, and manage call forwarding. T
Slide 34: Summary & Resources
Summary & Resources 34 l 8x8 Inc. NASDAQ-LISTED: EGHT
Slide 35: Summary
Summary 1. Being prepared can be the difference between surviving and not 2. Impact and Risk Assessment • What do you need to do to keep your business running • What are the things you need to protect • Qualify and quantify risk and manage that risk 3. Develop a Plan • Protecting human life is prior
Slide 36: Resources
Resources • FEMA- www.ready.gov • SBA- www.sba.gov • American Red Cross- http://www.readyrating.org and http://www.redcross.org/ • Local and state agencies and other community organizations – Fire and Police Departments – Small Business Bureaus – State government websites – Local universities and co
Slide 37: www.8x8.com
www.8x8.com 37 l 8x8 Inc. NASDAQ-LISTED: EGHT
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