How to Minimize Downtime and Lost Work from Tech Failures

Macs are much more reliable than in the past, but it remains the case that computers and apps can fail in a wide variety of ways. And they’ve become so integral to daily life that an occasional failure is almost inevitable. Unfortunately, if you aren’t prepared for that eventuality, you may lose work and suffer from unnecessary downtime. A little forethought can significantly minimize the impact of app crashes, lost connectivity, storage failures, and overall hardware hiccups.

App Failures

The most common problems occur in apps, where you have to worry about crashes and file corruption. (Cosmetic bugs and broken features are annoying, but apart from reporting them, there’s nothing you can do about them and they shouldn’t cause you to lose work.) To protect yourself from crashes and corruption, we recommend the following:

• Save new files immediately: Although many apps auto-save, not all do. Whenever you start a new file, save it immediately and frequently as you work. That way, a crash can’t cause you to lose everything you’ve done.
  
• Use always-on backup software: Backup software like Time Machine and Backblaze run throughout the day, making versioned backups that let you restore earlier versions of a file. Those backups can be a lifesaver if your document becomes corrupted.
• Make manual versions of critical files: For documents where losing work would threaten your continued employment, we recommend making manual versions at least daily, preferably on a cloud storage service. Append a version number to each file, and keep all the versions until you complete the project.

Connectivity Failures

As more of our work has moved online or requires access to online resources, always-available connectivity has become necessary. Many people feel incapable of getting things done without Internet access. Here are some workarounds:

• Be able to switch between Wi-Fi and Ethernet: If one method of connecting to your local network fails, switching to the other can let you get on with your work with minimal interruption. A wireless access point failure could send you to wired Ethernet, or Ethernet cable damage could make Wi-Fi the only option. One shortcut for this is to keep both network adapters active in System Settings > Network, so the Mac can use either.
  
• Turn on a personal hotspot: If your Internet connection goes down, the fastest way to get your Mac back online may be to connect to your iPhone’s personal hotspot. Set it up in Settings > Cellular > Personal Hotspot and choose it from your Mac’s Wi-Fi menu.
  
• Identify a public hotspot: Assuming you have a Mac laptop, the better part of valor may be to go somewhere with Internet access, whether a coffee shop, the public library, or the house of a friend or family member. If your problem falls outside business hours, you might even be able to access a public network from a nearby parked car.
• Purchase backup networking hardware: Organizations should maintain backups of their networking gear. In the event of hardware failure, being able to swap a backup router, access point, switch, or cable into place will minimize downtime. Make sure to record your networking configurations so you can configure the new devices quickly.

Storage Failures

Historically, the most failure-prone aspect of a Mac was its hard drive because of its moving parts and insanely tight tolerances. Flash storage used by solid-state drives is far more reliable and resilient to physical bumps and drops. However, it’s still in constant flux as macOS and apps constantly read and write data, so software bugs can result in directory errors and other forms of corruption. We recommend a three-part backup strategy to protect against storage failures—make sure to dedicate drives for backups rather than using them for general storage.

• Back up with Time Machine: Time Machine works well and is tightly integrated into macOS. Use it to create versioned backups of your data so you can restore either individual files or your entire drive.
  
• Make nightly duplicates: Bootable duplicates that could take over for a dysfunctional boot drive used to be an essential part of a Mac backup strategy, but the difficulty of making them and booting a Mac from an external drive has reduced their utility. Nevertheless, the fastest and easiest way to restore data is often by copying it from a duplicate. Duplicates also provide secondary backups if something were to go wrong with your Time Machine drive. Carbon Copy Cloner and SuperDuper are the most popular backup apps for duplicates.
  
• Maintain Internet or offsite backups: In the event of fire, flood, or theft causing the loss of both your Mac and your backup, an offsite backup is a must. The easiest and most reliable method of making a backup somewhere else is an online backup service like Backblaze or Crashplan.
  

Overall Mac Failures

Macs may be reliable, but they’re still vulnerable to physical damage, particularly laptops you carry with you all the time. Bumps and drops can damage a screen or internal connectors that connect the keyboard and trackpad. You can do a few things to minimize the impact of a broken Mac.

• Use the desktop/laptop approach: Although Mac laptops are powerful and expandable enough for all but the most intensive tasks, supplementing a powerful desktop Mac with a less expensive laptop gives you more flexibility and provides a backup if your primary Mac fails.
• Maintain an extra keyboard, trackpad, and display: Getting your work done requires a functional keyboard, trackpad or mouse, and monitor. If any of those accessories were to fail, having an extra one around would let you get back to work with minimal fuss.
• Keep an old or extra Mac as a backup: Those relying on a single Mac should consider keeping an older Mac around as a backup if you have to send your current Mac to Apple for repair. This approach works only if your old Mac can run your current apps. An organization might maintain a backup Mac that could be temporarily swapped in for any employee’s broken Mac.
• Borrow a Mac from a colleague, friend, or family member: If you don’t have an extra Mac that’s sufficiently capable for your work needs, perhaps someone you know does. It’s easy to create a new user account that will keep your data and theirs separate and private. Start in System Settings > Users & Groups.
• Remember Apple’s 14-day return policy: If all else fails, remember that you can buy a Mac from Apple (in person or online) and return it with its included accessories and packaging within 14 days for a full refund. It’s a generous policy that shouldn’t be abused, but it could be a lifesaver if you’re under deadline when your Mac dies.

Of course, you’re welcome to call us for advice about working around any of these tech failures, but these suggestions should get you back in the saddle quickly and with minimal loss of work.

(Featured image by iStock.com/fizkes)