News

A friend was telling me recently about his company’s general frustration with their IT support provider. (I’d love to quote for a better service but they are unfortunately tied in to a long contract with this provider).

Vicious circle

Despite the fact that the support techs involved are hard working, competent guys with great customer service skills, the client company’s productivity was suffering and frustration levels were rising.

The support people did not seem to value the users’ time and thought nothing of spending several hours on a user’s PC working through an issue. Persistence is often laudable but in this case the user was held back from her work for half a day leading to a knock on effect on productivity throughout the company. This kind of cure often causes more pain than the original problem.

Priorities were decided by a combination of who-shouts-loudest and first-in-first-out. The same faults occurred time and again and lessons learned by one tech are not shared with others.

The support techs’ hard work, dedication and technical skill were simply not enough to deliver the productivity gains expectated from the company’s investment in up to date IT systems. Users and IT provider are caught in a vicious circle where the users’ level of frustration continues to escalate.

Structure

In my opinion things will not improve at this company unless some structure is applied to the support effort, such as the ITIL framework for instance. Some may dismiss ITIL as being over-bureaucratic, designed by civil servants with too much time on their hands or assume it is a job creation scheme created by and for the IT industry.

Our own use of ITIL at ISN has provided us with a toolkit of best practice which deliver real benefits which result in happier users long term. Adopting just a few ITIL best-practice approaches would unglue the wheels and increase productivity for my friend’s company and result in bottom line savings.
Just to pluck a few examples out of the air:

• Having senior engineers dedicated to “problem management” would address the underlying causes of common faults and prevent them recurring
• Agreeing a method with management for “incident prioritisation” would reduce impact on the company’s core activities
• Developing a searchable knowledgebase from information logged regarding problem resolution would shorten fix times

The fact is that most office workers can’t get their job done without reliable IT systems. With the pace of modern working life, any hold up wastes time and money and increases stress levels for end user and IT staff alike. Adoption of ITIL does not have to be all-or-nothing; a company can choose the elements that fit its business requirements and culture.

Today several businesses and employees are waking up to a uncertain future in central London. On Friday a large scale fire broke out in Dean Street, Soho, gutting at least one business and leading to a large number of residents being evacuated for many hours.

Whether the fire could have been prevented remains unclear. Maybe the business involved has the ability to continue to trade; if not, they will have a number of difficult questions to answer about business continuity and disaster recovery.

If you have a disaster recovery plan, you hope never to use it. Putting one in place however, along with enabling technologies, would drastically reduce the downtime casued by an actual disaster, while improving the underlying infrastructure for day to day operations.

Impact analysis

ISN advise customers to regularly carry out business impact analysis of each business unit of their organisation. Understanding how a disaster would affect each business unit, in terms of hard and soft costs (lost orders and loss of future orders through brand degradation) is critical to developing a robust strategy to tackle any disaster. Getting your data to the right people quickly is a decisive point in allowing your business to continue.

Understanding that your data is not the only issue to deal with: new equipment, offices, and infrastructure may also be required. Implementing plans so that every member of your business understands how to continue with business as usual, in the event of a massive business outage is key.

Solutions

ISN recommends organisations look at technologies such as virtualisation, storage and offsite backups to help circumvent these situations. Mirrored storage would allow you to have you mission critical data to be centralised off your main site and allow for replication back to your head office when new equipment is installed. That, coupled with technologies such as Citrix XenApp to allow users to work from home as if they were in the office, means you lose fewer working days. If you are small enough not to need to shared storage, offsite back up can cut data restore times and get your business going again very quickly.

Next steps

ISN provides business impact analysis for organisation and provides disaster recovery planning services, in the form of a workshop. Our aim is to ensure that in the event of your business being involved in any disaster scenario, it quickly returns to business as usual instead of becoming business confusion.

An ISN client made the tough decision to make a few staff redundant because of the downturn. They have a tight procedure for handling logon account deactivation and return of security badge, etc. However one of the departing staff asked if his account could be reactivated from 5pm for half an hour so that he could finish off a key piece of documentation. His boss agreed to let him finish the work.

Data wiped out

The next day some of his former work mates found that about 15GB of file data had gone missing – 4,500 files. When the IT support team investigated, they saw from the logs on their NetApp Storage Area Network (SAN) system that a folder which was backed up at 5pm was no longer there at 6pm. On closer inspection, they were able to establish that the missing folders had been deleted at 5:20pm.

Snapshot restore

Their NetApp SAN is set up to take snapshots of all data at hourly intervals, so restoring to the 5pm copy meant that all of the deleted data was able to be restored completely. In addition, it took a mere 10 minutes from noticing that the data was gone to having it all back to normal.

Tape backup?

If our client had relied purely on tape backup then it would certainly have taken a lot longer; many companies only take a tape backup of their data once a day. This would mean that they would have lost a day’s work and it might have taken hours to get the previous might’s version restored.

Investigate better backup methods

The cost of storage is falling and the amount of data held by businesses is growing (some say the it doubles every two years). It is nearly always cheaper to add more space than to prune the data set down to size. However that can create other problems if the backup solution is not scaled up to match.

There are plenty of gotchas in IT. To avoid them, please call our consultants to get some practical advice. We are trained and experienced in providing infrastructure solutions which help businesses be productive, even when the unexpected happens.