A one-size-fits-all continuity plan may have worked in the past.

However, the rise in remote work since the COVID-19 pandemic has given companies more to think about when planning for potential issues that could grind everything to a halt.

This article examines common blind spots in a remote team’s business continuity plan and how organizations can address them. Identifying these gaps early can help businesses ensure remote teams stay productive during disruptions and know what to do in the event of a serious issue.

Why Remote Teams Require a Different Continuity Strategy

Drawing up and trialing a continuity plan when every member of staff works in the same office is a convenience that many companies do not have today. In the past, every exit, router and power supply was accounted for. Each team member could learn from the same plan, work together in the event of an issue, and see informative posters or signs on the walls.

There is no one-size-fits-all plan for remote teams. A plan that works for one employee may be irrelevant to another in a different city, country or even continent. This is why creating a continuity plan suited for remote work is essential.

1. Relying on One Communication Channel

Communication channels weren’t as relevant when sharing an office meant people could just walk across the room to speak to their fellow staff. Now, they are among the most essential components of a company’s day-to-day operations.

Therefore, it is a significant blind spot to rely on a single communication channel, as sites and apps can go down unexpectedly or during maintenance periods. Remote workers should know which platform to use when the primary one is down, and they should log in regularly to ensure they haven’t forgotten their password and don’t encounter any other sign-in issues that may delay their access.

Employees should have a different alphanumeric password for each site they use, so a password manager system is worth considering for any size company.

2. A Lack of Role Clarity

Employees should know what to do if they are unable to contact management. If a company’s employees usually have their schedule dictated to them by a senior member of staff, they should still know what to do if communication with management isn’t possible, so that they’re not left waiting for direction that may not come.

It is also important that remote employees understand the roles and responsibilities of staff in a crisis. Business continuity plans should define crisis leadership roles, and remote staff should be aware of them in advance.

3. Failing to Plan for Region-Specific Issues

Floods, hurricanes and periods of civil unrest are just some of the serious issues that a company’s remote workers may face.

Such issues may only affect one or two of an organization’s employees, which is unlikely to bring a large company to a halt. However, leaders should still consider region-specific issues. Remote employees should have a point of contact they feel comfortable speaking to about potential issues on their horizon, so that a personalized plan can be put in place.

4. Overlooking Cybersecurity Risks

Remote work can significantly expand the scope and risk of cybersecurity attacks. Almost 25% of remote employees don’t know their device’s security protocols, and some organizations have reported that the number of cybersecurity incidents has doubled since their staff began working from home.

Companies should ensure that remote devices are properly managed and patched, employees receive at least basic cybersecurity awareness training, and secure VPN access, clear procedures for reporting issues and multi-factor authentication are implemented.

5. Confusing a Risk Assessment With a Business Impact Analysis

A risk assessment considers issues such as cyberattacks, system outages or natural disasters. A business impact analysis (BIA) focuses on identifying which business functions and processes are the most critical and how quickly they need to be restored.

Businesses must ensure they have both a BIA and a risk assessment and that they work in tandem. A strong BIA identifies the most important business functions, acceptable downtimes, and the level of dependency between systems and teams. This information helps leaders effectively prioritize during an incident.

6. A Plan That Looks Good on Paper but Is Impractical

This blind spot existed long before remote teams became commonplace, but it is particularly essential to consider for remote teams, where testing continuity plans can be more challenging.

Companies must ensure their plan is up to date and not overly complicated. The staff members who draw up the plan must be thinking about ease and practicality, especially for remote employees who can’t directly collaborate when executing the plan.

Management should ask itself if a plan can be simplified, create a quick-reference guide and consider whether the plan is accessible during an outage.

7. Ignoring the Human Impact of a Crisis

An isolated remote employee’s personal issues or burnout can be invisible when contact is limited to messages or infrequent video calls. While companies are improving their approach to mental health, many still have an insufficient plan for a remote employee in crisis. Getting an employee’s tech running is important, but ensuring they have someone to speak to about personal issues is just as critical.

This need for support is especially true for staff who deal directly with emergencies. Receiving calls from people in dire situations can cause what is known as secondary traumatic stress. A series of studies on mental health professionals showed that between 19.2% and 70% had experienced it, highlighting how a continuity plan must also account for the well-being of its responders.

8. Weak Team Cohesion in Remote Environments

Remote employees may struggle to build genuine relationships with their colleagues when they don’t have small talk, lunchtime laughter or a drink after work. A feeling of isolation was voted as the biggest challenge for remote workers, with 34% agreeing that it is a drawback.

This lack of cohesion can make employees less likely to help each other out in times of need, such as covering shifts. Companies should consider whether their employees would help colleagues who are facing an issue and need help. If not, it may be worth dedicating time for staff to interact with one another in a more personal way or even some classic team building exercises. Just knowing a bit about a colleague can go a long way, so they’re not reduced to a name and photo.

9. Unclear Emergency Contacts and Tech Support

All remote employees should know who to contact in an emergency and for technical issues. Bluetacking an emergency contact list on an office wall is no longer sufficient.

Companies should pay particular attention to employees who work in different time zones. Is there an hour or more stretch where they are working, but no member of the support staff is? If so, companies should consider third-party service providers.

10. Not Planning for Power and Connectivity Outages

Rolling blackouts may be unlikely at the head office’s location, but what about for a remote member of staff in a different location? The United States Department of Energy has warned that blackouts may increase by 100 times in 2030, so the time to prepare is now.

Equipping staff with uninterruptible power supply devices and mobile hot spots may seem excessive when everything is running smoothly, but when disruption hits, the person who suggested them may be receiving more than a few thank-yous.

Strengthening Continuity in an Increasingly Remote World

Remote and hybrid work has seen businesses change in many ways, and a business continuity plan must adapt accordingly. The plan should be cohesive and account for any scenario that remote employees may experience. Remote staff who can adapt to a crisis are a valuable asset. Investing time in preparing remote teams can prevent small issues from becoming operational crises and give everyone peace of mind if a serious issue occurs.