10 features in a business continuity communication tool

From cyberattacks to natural disasters and global supply chain disruptions, a single incident can wreak havoc—bringing operations to a halt, compromising sensitive data, and severely impacting a company’s bottom line.

Worryingly, Resilinc reports that–

Supply chain disruptions increased by over 30% in the first half of 2024 compared to the first half of 2023.

Additionally, a global ACCA survey reveals that two-thirds of organizations are not adequately investing in mitigating climate-related risks, and only 37% plan to increase spending on resilience measures.

A robust business continuity plan minimizes damage and builds resilience. A feature-rich communication and secure collaboration tool also ensures that teams stay informed, aligned, and ready to respond effectively during a crisis.

Now, let’s explore effective business continuity and the use of adaptable communication platforms to stay resilient.

Core principles of effective business continuity

Ensuring business continuity requires a strategic approach to manage risks, stay flexible, and keep everyone informed. Here are the core principles for building a resilient organization:

1. Comprehensive risk assessment

Gain a thorough understanding of potential risks, including cyberattacks, leadership transitions, natural disasters, labor disruptions, and legal challenges.

Despite growing awareness of advanced cyber threats, only 2% of 4,042 business and tech executives surveyed by PwC have implemented cyber resilience measures across all areas of their organizations.

Failing to address these risks can lead to significant disruptions, financial losses, and reputational damage.

2. Strategic response planning

A well-defined response plan allows you to respond swiftly and effectively to crises, minimizing downtime and operational losses.

According to UpGuard, organizations with a well-designed Incident Response Plan reduced data breach costs by 61%, saving $2.66 million compared to the global average.

This highlights the need for proactive planning to mitigate financial and operational impacts during disruptions.

3. Clear organizational alignment

Align all departments, teams, and stakeholders to ensure business continuity plans are carried out smoothly and effectively.

Example:

In 2020, when the pandemic disrupted global operations, Microsoft transitioned its workforce of over 160,000 employees to remote work within weeks.

This was possible due to a well-coordinated approach across departments, robust communication systems, and pre-established continuity plans.

4. Continuous communication

Clear communication is key to a business continuity plan, ensuring everyone gets timely updates and instructions during disruptions.

Example:

Slack implemented robust communication protocols during the 2020 pandemic, maintaining uninterrupted internal and external workflows for its global workforce.

5. Regular testing and validation

Leaders should also test business continuity plans through simulations and drills. This can help uncover vulnerabilities and ensure organizational preparedness.

Example:

According to a 2021 survey by Agility Recovery, 67% of organizations have exercised their business continuity plans regularly.

Plus, financial institutions like JPMorgan Chase conduct scenario-based analyses to regularly test severe and baseline scenarios.

These tests evaluate risks such as extreme weather impacts and the transition to net zero.

This approach ensures their continuity strategies remain adaptive and effective.

6. Adaptive and flexible approach

It’s recommended to be flexible in adapting business continuity plans for evolving risks. Engage with all stakeholders to ensure a comprehensive approach to resilience.

Example:

According to McKinsey, 83% of supply chain leaders believe that resilience measures implemented over the past two years helped minimize disruptions in 2022, particularly in industries like consumer goods, chemicals, and commodities.

10 must-have features in a business continuity communication tool

In times of crisis, a reliable messaging tool becomes the backbone of an effective business continuity plan. Here are 10 essential features every organization should prioritize in the tool:

1. Offline accessibility

You need a reliable communication tool that works even under limited connectivity during a natural disaster. A robust tool enables offline access to critical plans, ensuring teams stay coordinated regardless of network disruptions.

For example, During Hurricane Harvey in 2018, Mariner Finance utilized a cloud-based Mitel IP phone system to redirect incoming calls from closed branches to nearby sister branches, ensuring uninterrupted customer service despite the disruptions.

2. Role-based access control (RBAC)

You must ensure that sensitive information doesn’t leak to unauthorized personnel during an incident. Advanced role-based access control allows you to share specific data with the right team, ensuring data security and clarity in high-stress situations.

For example, if a lower-level employee's account is compromised, the hacker cannot access sensitive high-value data due to restricted access based on the employee's role.

RBAC is a must for healthcare companies to comply with HIPAA and other stringent data protection regulations.

The healthcare industry has consistently faced the highest data breach costs for 12 consecutive years, with an average cost of $10.10 million per breach in 2022.

3. Instant notification system

Time is critical during emergencies. A reliable tool can send instant alerts to stakeholders, ensuring they receive important updates and instructions without delay, no matter where they are.

4. Data backup and restoration options

You don’t want to lose essential records in a crisis. Data backup and restoration features ensure critical information is securely retained. This is vital for compliance and avoiding operational downtime.

For example, a survey by Apricorn revealed that 50% of organizations successfully recovered data using backups, while 8% failed due to inadequate backup processes.

"Hardware encryption and frequent data backups are the only reliable ways to protect data… yet we’ve seen very little improvement year-over-year in adopting these practices,"

- Kurt Markley, U.S. Managing Director at Apricorn

5. Adaptive mobile communication

Most people communicate through phones during an emergency. A communication tool must support adaptive mobile access, even in unpredictable environments.

6. Comprehensive stakeholder engagement

Keeping everyone informed is key to effective crisis management. A secure communication tool connects all stakeholders, from internal teams to external partners, enabling real-time updates and collaboration. This ensures everyone is aligned, reducing delays and misunderstandings during critical situations.

For example, in the 2020–21 economic recovery, resilient companies generated 50% higher total shareholder returns (TSR) than their less resilient peers, according to McKinsey.

Organizations that foster strong communication and alignment among stakeholders are better equipped to respond quickly to crises.

7. Flexible cloud-based operations

A reliable enterprise communication tool leverages cloud-based operations to ensure uninterrupted functionality during crises. Cloud platforms provide scalability, enabling organizations to manage communication surges without compromising performance.

8. Advanced analytics and reporting

With advanced analytics, you can track communication effectiveness and identify gaps.

For example, real-time dashboards can display message delivery rates and response times during an incident. These insights help organizations refine their business continuity strategies.

9. Compliance with data protection laws

Adhering to regulations like GDPR, HIPAA, or ISO 27001 is non-negotiable. A secure communication tool ensures data encryption, access controls, and compliance with legal frameworks.

Tools that meet compliance standards can protect sensitive information and avoid hefty fines.

10. Audit trails and reporting

Audit trails track every action taken during an incident, from sent notifications to plan updates. This transparency is vital for post-incident reviews and regulatory compliance.

Tools with automated audit logs ensure all activities are documented, making it easier to analyze responses and demonstrate accountability to stakeholders and regulators after an event.

How Rocket.Chat enhances business continuity efforts

Let’s go over how, as an open-source tool for secure communication and collaboration, Rocket.Chat supports organizations in building resilience during disruptions:

1. Fortify communication infrastructure

Rocket.Chat ensures uninterrupted communication during critical disruptions. Features like multi-factor authentication and end-to-end encryption enable secure and seamless team collaboration, even in high-stress scenarios.

2. Enable seamless remote collaboration

The tool empowers teams to communicate and collaborate effectively across multiple channels. With omnichannel engagement capabilities, you can communicate through text, video, and audio in real time.

3. Ensure comprehensive data protection

Rocket.Chat is SOC2 compliant and adheres to various international security standards. It’s trusted by the United States Department of Defense (DoD) for secure government collaboration and by enterprises like Audi Business Innovation.

4. Customize for organizational resilience

The platform’s open-source architecture lets you customize the platform to fit your needs. With features like white labeling and flexible deployment options, you can create communication workflows and tools that align with your business continuity strategies.

5. Integrate across critical systems

Rocket.Chat seamlessly integrates with over 50 industry-leading apps to streamline workflows and improve productivity.

Through Zapier, you can connect to internal systems and automate essential tasks. You can also build custom integrations tailored to specific needs using its real-time APIs and Apps-Engine.

Final note

Business continuity hinges on being prepared, staying adaptable, and fostering secure communication. With the right tools and strategies, organizations can mitigate risks, maintain operations, and ensure resilience through any disruption.

Platforms like Rocket.Chat empowers businesses to streamline communication within classified networks like NIPRNet, protect sensitive data, and maintain compliance with industry standards.

Explore how Rocket.Chat can strengthen your business continuity efforts. Reach out to our team to learn more.