Ten years ago, when I was in crisis communication for the Indiana State Department of Health, part of my job was to create an emergency contingency plan if we were ever in the field without power or an Internet connection.
Our job was to communicate with the public during an emergency, and we couldn’t let little things like power outages stop us. Our plan involved battery backups, cell phones, a Verizon MiFi, car AC converters, and even hand delivering CDs of videos and releases to local newspapers and TV stations.
I was reminded of all this when I had to send my Mac to the shop to have the logic board replaced, and they said they’re keeping it for 3 – 5 days.
I’ve run my business out of a backpack for the last seven years, and this marks the first time I’ve tried to function without my handy laptop. In just a few agonizing days, I’ve been reminded of those emergency preparedness lessons, and I’ve learned some new ones as well. Here are six ways to function during an emergency or equipment loss.
1. Make sure you already know how to use your gear.
I’m going to be working off my iPad and a Bluetooth keyboard for about five days, writing everything on Google Drive and using Google Chrome to update my client blogs. I had an old MacBook, but it bit the dust last month, which means I’m using the ultimate in dumb terminals.
Luckily I’ve used this kind of setup before, so I didn’t waste a few hours trying to figure out how to get everything to work. I fired up Google Drive, connected the keyboard, and I was off and running. But I was able to do it because I’ve already practiced this setup before.
Identify your backup gear, and try to spend a day using it. Find the holes in your knowledge and equipment, and fill them both quickly.
2. Store things in the cloud.
I have two external hard drives, but I also recently started backing up my important documents to my iCloud account, as well as Dropbox. So even if I don’t have access to everything on my hard drives, my important files are easily accessible.
Basically, I’m writing everything on Google Drive, including this article, since that’s how I share my client documents anyway. And while I normally keep my works-in-progress on my laptop, I uploaded everything to Drive before I headed to the Apple Store, just in case I got some bad news. I could also download my current articles from my iCloud and open them with Pages on my iPad.
And if my computer was completely destroyed, I can still restore everything from one of my hard drive backups.
3. Use cross-device apps and services.
I also use other cloud-based services for my business. My bookkeeping is on Freshbooks (they have an app, as well as their website), Todoist is my to-do list (which runs on all my devices, plus online), and I keep track of important information on Evernote (cross-device, cross-platform, as well as web-based). And my email portal is Gmail, which I can access from anywhere. (I could even go to the local library and answer emails if things were especially bad.)
However, the major DDOS attack last week reminded us how vulnerable we are if our access to the Internet goes down. This is why I don’t operate completely in the cloud, and still store things on my laptop. It’s why a cloud-only setup is not ideal. Even if we were cutoff from the rest of the world, anyone who still keeps documents on their laptop can still function. So don’t put all your electronic eggs in one basket. Strike a balance.
4. Keep everything powered up.
One lesson Hurricane Matthew reminded us of is to keep your devices and your batteries powered up at all times. Since my Bluetooth keyboard is cordless, that means I need to have batteries on hand. Since I’m working at home most of the time, I’m fine. But on those days that I’m working in a coffee shop, it’s smart to keep a couple batteries in my bag, just in case.
I also have to keep an eye on my iPad, which is running wifi and a Bluetooth. It slowly loses power over time, even when it’s plugged in, so I try to take a break every couple hours to let it recharge faster.
5. Use a password vault.
Security is also important, which starts with secure, hard-to-remember passwords. The problem with having everything on the cloud means trying to remember every password you ever created. Or worse, you can easily remember the one password you use on all your accounts. (Don’t do that. It’s extremely unsecure).
I use a password vault that syncs my various passwords between my laptop, tablet, phone, and the cloud. I never have to remember my passwords, I can either retrieve them from the vault by hand, or have them fill in directly. So I only remember the master password to get in, and my vault handles the rest.
This means I can even use a backup computer, and still access my various web services without using the Forgot Your Password retrieval function. I recommend a password vault like LastPass or 1Password, which both work on different devices and platforms. Even if you have a Windows laptop and an iPad, they’ll still sync up your passwords.
6. Practice, practice, practice.
When I was in crisis communication, we were always training and preparing for terrorist attacks, as well as natural public health emergencies, like avian flu. But rather than wait for years for one of those things to happen, we decided our best practice was to work on any small emergencies, like an e. Coli or salmonella outbreak.
My staff and I would put together a press release, gather the necessary information, and share it with the appropriate media outlets. We worked to get it out within an hour of our first notification, because we knew that would be our benchmark if we ever had a real emergency. While an emergency never arose, we were even prepared when we participated in full-scale exercises that involved the entire state, and would have been ready for the real thing.
Similarly, I try to spend a few hours every frew months working solely in the cloud or working on this iPad-and-keyboard setup to make sure I can make it all run efficiently when the time arises. I’ve still managed to meet all deadlines and respond to my emails, without any problems.
While this setup isn’t ideal for someone who focuses strongly on high-scale production work, and needs access to a lot of local information — photos, videos, and past work — it’s at least a great way for me to stay productive and give my clients what they need. It’s put a few of my wish-list projects on hold, but I’m still managing the important work.
By keeping backups of everything, and being very familiar with the way my backup equipment and services work, I was able to come home from the Apple store, switch everything on, and get back to work without missing a beat.