Preparing Your Computer Systems for Winter Storms: Essential IT Strategies and Phone System Updates

Winter storms can disrupt business operations in many ways, especially when heavy snow and ice hit regions like Oklahoma. With 8 to 10 inches of snow forecasted, companies must prepare their computer systems and communication tools to stay functional and secure. This article covers practical steps to protect your IT infrastructure and update phone systems to maintain smooth operations during severe winter weather.

Server room covered in snow with active equipment

Assessing Your IT Infrastructure for Winter Storm Risks

Winter storms can cause power outages, hardware damage, and connectivity issues. Start by evaluating your current IT setup to identify vulnerabilities:

• Power Backup

Ensure uninterruptible power supplies (UPS) are in place for critical servers and networking equipment. Test batteries regularly and replace them if needed. Consider investing in a generator for extended outages.

• Physical Protection

Check that server rooms and network closets are insulated and protected from drafts or leaks. Snow and ice can cause moisture buildup, which damages hardware.

• Remote Access

Confirm that employees can securely access systems remotely if they cannot reach the office. Use VPNs with strong encryption and multi-factor authentication.

• Data Backup

Regularly back up all critical data to off-site or cloud storage. Verify backups are complete and can be restored quickly.

Updating Phone Systems for Reliable Communication

Communication is vital during storms. Phone systems often face challenges like power loss or network congestion. Here are key updates to consider:

• Cloud-Based Phone Systems

Switching to cloud-hosted VoIP services can improve reliability. These systems operate independently of local power and hardware, allowing calls to route through the internet even if the office loses power.

• Mobile Integration

Enable call forwarding to mobile phones or softphone apps so employees can stay connected from anywhere.

• Emergency Contact Lists

Update and distribute emergency contact lists to all staff. Include IT support, management, and key vendors.

• Test Phone System Failover

Regularly test failover procedures to ensure calls reroute correctly during outages.

Managing Network and Internet Connectivity Challenges

Winter storms can disrupt internet service providers and cause network slowdowns. Prepare by:

• Multiple Internet Connections

Use redundant internet connections from different providers to reduce downtime risk.

• Bandwidth Management

Prioritize critical applications and services to maintain performance during peak usage.

• Monitor Network Health

Use network monitoring tools to detect outages or slowdowns early and respond quickly.

Protecting Hardware from Cold and Moisture

Extreme cold and moisture can damage sensitive equipment. Take these precautions:

• Maintain Stable Temperatures

Keep server rooms heated to recommended levels (usually 68-72°F). Avoid rapid temperature changes that cause condensation.

• Use Dehumidifiers

Control humidity to prevent moisture buildup on circuits and connectors.

• Seal Openings

Inspect windows, doors, and vents to prevent drafts and water intrusion.

Preparing Employees and IT Staff

Your team plays a crucial role in storm preparedness:

• Training

Educate employees on remote work procedures, data security, and emergency communication protocols.

• IT Support Availability

Arrange for IT staff to be available remotely or on-site during storms to handle urgent issues.

• Clear Documentation

Maintain updated documentation of system configurations, passwords, and recovery procedures.

Case Example: How a Local Business Stayed Operational During a Snowstorm

A mid-sized company in Oklahoma faced a similar winter storm last year. They had invested in cloud phone systems and redundant internet connections. When the storm knocked out power for several hours, employees switched to remote work using VPNs and mobile phones. The IT team quickly restored network access using backup generators. Their preparation minimized downtime and kept customer service running smoothly.

Final Thoughts on Winter Storm IT Preparedness

Winter storms like the one hitting Oklahoma demand proactive IT planning. By securing power supplies, updating phone systems, ensuring network redundancy, and training staff, businesses can reduce disruptions and maintain communication. Start your preparations now to protect your computer systems and keep your team connected no matter the weather.