Best Practices for a Restaurant Backup and Recovery Plan

Protect Your Operations from Disruptions

Running a successful restaurant means managing a complex system of technology, staff, and customer needs. Unexpected disruptions—such as power outages or system failures—can cause serious problems, from lost revenue and data to spoiled food and safety risks. Having a solid backup and recovery plan for you restaurant is crucial to protecting your business from these challenges.

In this blog, we’ll combine essential strategies for safeguarding critical systems like point-of-sale (POS) tools, inventory management, refrigeration units, and staff scheduling. Learn why having a backup plan matters, what steps to take to prepare, and how to recover quickly when the unexpected happens.

Why You Need a Recovery Plan

Restaurants use five to seven times more energy than other commercial buildings, making them particularly vulnerable to power outages and system failures. These disruptions can cause:

• Lost Sales: A POS system failure can prevent you from processing orders and payments.
• Food Spoilage: Power outages can compromise refrigeration, leading to food waste.
• Data Loss: Losing access to scheduling, payroll, and accounting data can disrupt operations and cost you money.
• Safety Risks: System failures can lead to safety hazards for both staff and guests if not handled properly.

Having a comprehensive backup and recovery plan in place ensures you can bounce back from these disruptions with minimal impact on your operations.

Best Practices for Restaurant Backup and Recovery

1. Identify and Prioritize Critical Systems

For small restaurants, the most important systems to protect are:

• Internet & Cloud Services – clearly most companies run their businesses over the Internet with cloud based systems providing services such as: 
  • Point-of-Sale (POS) Systems:  Square for Restaurants or SpotOn are essential for processing orders and payments.
  • Inventory Management: Tools like Lightspeed or MarketMan track inventory and help prevent food waste.
  • Employee Scheduling and Payroll: Software like 7shifts or Social Schedules keep labor costs under control and help ensure compliance with labor laws.
• Power & Refrigeration: Your walk-in coolers and freezers are critical for preserving food inventory. Having a backup power source such as a generator could pay for itself should you have even a brief power outage.

Identifying these systems allows you to focus on protecting the data and processes that are essential for your restaurant’s operations.

2. Automate and Diversify Your Backups

Automating your backups reduces the risk of human error and ensures that your data is always protected. Most cloud-based POS and accounting software—like QuickBooks Online or Xero—provide automated backups, making it easy to keep your systems up to date.

Consider a hybrid backup strategy, which combines local backups (like external hard drives or network-attached storage) with cloud backups. This ensures quick recovery from small disruptions while protecting against major disasters like fire or floods.

Pro Tip: Schedule backups during off-peak hours and test them regularly to ensure your critical systems can be restored quickly.

3. Prepare for Power Outages

Power outages are one of the most common disruptions for restaurants. Preparing ahead of time can help you minimize losses and stay operational:

• Test Refrigeration Units Regularly: Ensure that your walk-ins and coolers seal tightly to prevent food spoilage during power outages.
• Consider a Backup Generator: While it may not power your entire restaurant, a generator can keep critical systems like refrigeration running, preventing food waste.
• Keep Physical Copies of Essential Documents: Power outages can knock out your digital systems. Have hard copies of essential documents, such as staff schedules and vendor contact information, ready for emergencies.

4. Train Your Staff for Emergencies

Your backup plan is only as strong as the people who execute it. Ensure that your staff knows what to do in the event of a system failure or power outage:

• Turn Off Kitchen Equipment: Immediately power down any burners, ovens, or gas-powered equipment to avoid dangerous fumes or fire hazards.
• Communicate with Guests: Reassure your customers, keeping them informed about what’s happening and addressing any concerns.
• Document the Outage: Record the exact time the power went out to assess whether food is still safe to serve once power is restored.

Regular staff training can help minimize confusion and ensure everyone knows their role in keeping the restaurant safe and operational during an outage.

5. Develop a Disaster Recovery Plan (DRP)

A disaster recovery plan outlines the steps to take during a disruption, ensuring you can resume normal operations quickly and safely. Your DRP should include:

• Recovery Time Objectives (RTO): Define the maximum amount of downtime your restaurant can tolerate before it starts losing money.
• Recovery Point Objectives (RPO): Establish how much data (e.g., orders, transactions) you can afford to lose without significant impact.
• Communication Protocols: Set guidelines for notifying staff, guests, and even customers on social media about the situation.

What to Do After a Power Outage

Once power is restored, it’s critical to assess the situation before fully reopening:

• Check Food Safety: Discard any food that may have spoiled during the outage. If in doubt, throw it out to avoid food safety risks.
• Test Equipment: Ensure that refrigeration units, HVAC systems, and kitchen appliances are functioning properly before resuming operations.
• Communicate with Local Authorities: In some cases, health inspectors may need to approve your reopening after an outage.
• Update Customers on Social Media: Keep your customers informed about your restaurant’s status. Let them know when you’re open and ready to serve them.

Long-Term Solutions: Backup Solutions for Small Restaurants

Here are a few backup solutions specifically designed for restaurants:

• Carbonite Safe Backup Pro: Provides automated cloud backups for small businesses, including POS and accounting systems.
• Acronis Backup: Offers hybrid backup options, allowing both local and cloud backups, ideal for restaurants looking for layered protection.
• Backblaze Business Backup: A cloud-based solution with unlimited storage, perfect for restaurants with growing data needs.

For more information on selecting the right backup solution, check out our Guide to Choosing the Best Backup Solutions for Your Business.

Conclusion

A well-prepared restaurant backup and recovery plan is vital to protecting your business from power outages, system failures, and other disruptions. By identifying critical systems, automating backups, preparing for outages, and training your staff, you can safeguard your restaurant from costly downtime and food spoilage.

At RPM Computing, we specialize in helping small restaurant owners implement effective backup and recovery solutions. Whether you need help with cloud backups, disaster recovery planning, or staff training, we’re here to help. Contact us today for a free consultation and start protecting your restaurant from unexpected challenges.