People often panic after a computer failure for several reasons: 1. we have developed so much dependence on them and we aren’t sure how to live without them; 2. they don’t have adequate back-up systems; 3. they don’t have an alternative system in place that can be used.
As David Allen of Getting Things Done says, our minds become cloudy when know there is so much to do, but are not clear on all that needs to be done, how to do it or even where to begin. My mind became overcast when my laptop which I am dependent upon to conduct my business wouldn’t boot up at 9:00 PM on Sunday.
Just before I purchased the five year old Toshiba, I also bought a desktop – exactly for this type of occasion. Since the screen was at my work office I had to cart the tower, keyboard and mouse on the bus to North Vancouver. After booting it up, I discovered that it had not been updated in a long time. Nor did I have a written system for getting back up and running.
How much work that needs to be re-done depends on how often computer files are backed-up. Having redundant systems in place minimizes the amount of downtime businesses have when one system crashes. This past week this lesson hit me squarely. After nearly five years my laptop decided that it no longer wanted to boot-up on Sunday night. Luckily the last time I backed-up most of my files as a few days earlier and some of the work information is located on a cloud system, accessible from anywhere.
Operational downtime also included going to get the problem laptop diagnosed. It was really bad but, thankfully they were able back-up the hard drive. Since repairs would have been $500, even with an unstable computer it was time to buy a new one. Having the desktop enabled me to continue operations at a minimal level – because I had access to our cloud, the files on the external hard drive and our online booking system. This process was clearly going to take most of several days, days that I had planned to use for writing my articles for IMPACT.
My mind was cloudy trying to make decisions on day-to-day operational tasks because dealing with this situation required a multitude of decisions including researching laptops available then purchasing it, figuring out where all my software was to reinstall and how to retrieve lost passwords that are so often conveniently stored in the browsers. The process of getting the primary system back up and running was a big distraction which would have been a lot easier had I made sure that my desktop was updated at least once per year, had a systematic back-up and if I had printed instructions of what needs to be done to get a new computer loaded. In my boxes of original program disks it is difficult to figure out what is still useful versus what is left-over from past systems.
A regular back-up system needs to be in place to ensure that all non-program files are saved on a regular basis, maybe once a week or even once every couple of days. It really depends on how much data changes on a daily basis. Keep back program disks together in a box or if they download files now often file downloads on a USB drive and store with their registration information in a text file or spreadsheet. Solutions also include a larger external hard drive or investing in an online cloud so that back-ups off-site and are safe from fire and water disasters (think of Australia).
What did keep my mind clear is that my own physical training sessions took priority. Completing each session gave me confidence that something on that day was done well. Taking physical breaks clears the mind. Take heed, make sure that you have a system and where all files are organized in a systematic way. Also, think about how many different ways your business could keep running despite various disasters.
Doing so will drastically reduce your mental fatigue and stress level by giving you piece of mind when something does happen. After all, it is only a matter of time. Another piece to have organized is passwords in a safe secure place so that you only have to remember one of them to retrieve the rest. Having a system in place that deals with the initial computer crash all the way to reinstall will make the process a lot quicker, keeping your mind clear.