Databarracks webinar how to build a mass notification service for disaster recovery
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The document provides a comprehensive guide on building a mass notification service for disaster recovery, addressing essential tools and step-by-step instructions. It emphasizes the importance of effective communication and relevant messaging during crises, along with the use of platforms like Twilio and Zapier for implementation. Additionally, the document discusses considerations for businesses of different sizes and suggestions for further development to enhance the service.
Databarracks webinar how to build a mass notification service for disaster recovery
- 1. How to build a mass notification service for disaster recovery
- 2. www.databarracks.com | 2www.databarracks.com | 2 INTRO & AGENDA Duration: 30 mins (including Q&A) Type questions on the right Q • What do I need from a mass notification service? • Overview of the tools needed to build your own • Step-by-step guide of how to build the service • Further/custom development *Slides will be made available and sent out following this session
- 3. www.databarracks.com | 3www.databarracks.com | 3 WHAT IS MASS NOTIFICATION SERVICE? Communicating at Scale Separate from normal communications For staff, suppliers, customers
- 4. www.databarracks.com | 4www.databarracks.com | 4 WHAT IS MASS NOTIFICATION SERVICE? • Letter • Email • Group SMS, WhatsApp (or other OTT messaging service) • Reply-all • Correct contact information • Notifications enabled? When you need to communicate with a group, what method do you use? What limitations do they have?
- 5. www.databarracks.com | 5www.databarracks.com | 5 WHAT IS MASS NOTIFICATION SERVICE? What can small businesses use? A call tree Contact card & recorded messages
- 6. www.databarracks.com | 6www.databarracks.com | 6 WHAT CAN I USE FOR A MASS NOTIFICATION SERVICE? An enterprise - standard Mass Notification tool: Features include: • Team management including department and GIS location • Multiple communications channels • Confirmed of delivery and receipt http://www.cirmagazine.com/cir/reports/EMergencyandMassNotificationSoftwareReport2016-17.pdf http://bciworld2017.com What do big businesses need?
- 7. www.databarracks.com | 7www.databarracks.com | 7 WHAT DO I NEED FROM A MASS NOTIFICATION SERVICE? “Good” communication fulfils two basic criteria: • Relevancy • Consistency Considerations: • How many different messages need to be delivered? • What kind of communication will be needed throughout the incident? • What is the consequence of failure? What does my organisation need?
- 8. www.databarracks.com | 8www.databarracks.com | 8 WHAT DO I NEED FROM A MASS NOTIFICATION SERVICE? Scenario 1: • You have a disaster and the recovery process is effective, but you communication with staff, customers and suppliers is poor Scenario 2: • You have a disaster and the recovery process isn’t smooth, but communication with all parties throughout is effective. What would you prefer?
- 9. How to build your own mass notification service
- 10. www.databarracks.com | 10www.databarracks.com | 10 WHAT TOOLS DO I NEED? A Twilio account from which to push notifications via SMS or voice. Excel or Google Sheets to manage and organise your list of contacts. A Zapier account to connect your recipient list to your Twilio account.
- 11. www.databarracks.com | 11www.databarracks.com | 11 STEP 1 - CREATING THE CONTACT LIST • Give your spreadsheet a sensible name • Add your own contact details to test
- 12. www.databarracks.com | 12www.databarracks.com | 12 STEP 1 - CREATE SUB-GROUPS
- 13. www.databarracks.com | 13www.databarracks.com | 13 STEP 1 - CREATE FULL LIST
- 14. www.databarracks.com | 14www.databarracks.com | 14 STEP 1 - PRE-PREPARE YOUR MESSAGES
- 15. www.databarracks.com | 15www.databarracks.com | 15 STEP 2 - SETUP A TWILIO ACCOUNT https://www.twilio.com/
- 16. www.databarracks.com | 16www.databarracks.com | 16 STEP 3 – CREATE ZAPIER ACCOUNT TO CONNECT CONTACT LIST TO TWILIO https://zapier.com/
- 17. www.databarracks.com | 17www.databarracks.com | 17 STEP 3 – CREATE THE ‘ACTION’ IN TWILIO
- 18. www.databarracks.com | 18www.databarracks.com | 18 STEP 3 – CREATE THE MESSAGE
- 19. www.databarracks.com | 19www.databarracks.com | 19 STEP 3 – NAME THE ZAP
- 20. www.databarracks.com | 20www.databarracks.com | 20 STEP 3 – DONE
- 21. www.databarracks.com | 21www.databarracks.com | 21 DISASTER INVOCATION AND NOTIFICATION PROCESS Disaster invocation Open spreadsheet for pre-prepared statement Copy and update statement into Zapier Copy contacts into correct tab Messages sent Users notified
- 22. www.databarracks.com | 22www.databarracks.com | 22 LIMITATIONS • Free Zapier package (currently): – Updates every 15 minutes. Paid plans reduce this to 5 mins. – 5 Zaps – 100 tasks per month – Autoreplay of tasks not included Free packages are subject to change!
- 23. www.databarracks.com | 23 FURTHER/CUSTOM DEVELOPMENT • Connect to an internal CRM • Fire off a webhook • Send a message in Slack • Add an email to personal email address • Use the Twilio API to connect with internal applications Use Zapier to connect to other apps Connect Twilio to internal systems
- 24. www.databarracks.com | 24www.databarracks.com | 24 SUMMARY • Good communication is relevant and consistent • Use a communication channel that will be received/checked immediately • Pre-prepare messages to save time during a disaster • Build a solution that is fit for your needs
- 25. www.databarracks.com | 25 RESOURCES • Using WhatsApp for mass notifications: – http://www.computerweekly.com/ news/450415007/CIO-interview- Jon-Cheyne-IT-director-National- Theatre • Emergency and mass notification software report 2016 – 2017 – http://www.cirmagazine.com/cir/r eports/EMergencyandMassNotific ationSoftwareReport2016-17.pdf • BCI World – http://bciworld2017.com • The Business Continuity Podcast – http://www.thebcpcast.com/ • The Cost of IT Downtime – http://costofitdowntime.com/
- 26. www.databarracks.com | 26www.databarracks.com | 26 THE BCPCAST http://www.thebcpcast.com/
- 27. Thank you