Load shedding is hard on IT equipment. The sudden loss of power, the surges when it returns, and the unpredictable timing all create risks that businesses need to manage proactively.
Beyond the obvious productivity losses, improper handling of IT during power outages can lead to data corruption, hardware failures, and security vulnerabilities. This guide covers essential best practices to protect your technology and maintain operations during South Africa's ongoing power challenges.
Understanding the Risks
Load shedding creates several specific threats to IT infrastructure:
Abrupt Shutdowns When power cuts without warning, computers don't shut down gracefully. This can corrupt:
- Open documents and unsaved work
- Databases mid-transaction
- Operating system files
- Software installations in progress
Power Surges When power returns, voltage spikes can damage sensitive electronics:
- Motherboards and processors
- Power supplies
- Hard drives
- Network equipment
Incomplete Operations Systems interrupted mid-task may have inconsistent states:
- Backup jobs that didn't complete
- Updates that half-installed
- Sync operations that corrupted files
Extended Downtime Repeated outages compound problems:
- Equipment that struggles to restart
- Staff unable to work
- Accumulated data loss across multiple cycles
Hardware Protection Essentials
Uninterruptible Power Supplies (UPS)
Every critical piece of IT equipment needs UPS protection:
What to protect:
- Servers (on-premises)
- Network equipment (routers, switches, firewalls)
- Storage devices (NAS, external drives)
- Critical workstations
- Fibre ONT/router
UPS Sizing Guidelines:
- Calculate total load in watts
- Aim for 15-30 minutes of runtime
- Consider longer for servers (graceful shutdown takes time)
- Factor in battery degradation (replace every 3-5 years)
UPS Best Practices:
- Test UPS functionality monthly
- Monitor battery health
- Replace batteries proactively
- Don't overload—80% of rated capacity maximum
- Use management software for automatic shutdown
Surge Protection
Even with UPS units, additional surge protection is wise:
- Install surge protectors on all equipment
- Consider whole-building surge protection at the distribution board
- Replace surge protectors after major events (they degrade)
- Don't daisy-chain power strips
Generator Considerations
For businesses with generators:
- Ensure proper transfer switching to avoid surge when switching
- Allow generator to stabilise before connecting IT loads
- UPS should bridge the gap during transfer
- Regular generator maintenance is essential
Data Protection Strategies
Automatic Saving
Configure applications to save frequently:
- Microsoft Office: AutoSave every 2 minutes
- Enable "AutoRecover" in all applications that support it
- Train users to save manually before predicted outages
- Consider applications with automatic cloud save
Cloud Storage and Sync
Reduce local data dependency:
- Store documents in OneDrive, Google Drive, or SharePoint
- Configure continuous sync for critical files
- Ensure sync completes before scheduled load shedding
- Files in the cloud survive local power loss
Backup Verification
Your backups are your safety net:
- Schedule backups to complete outside load shedding windows
- Verify backups completed successfully
- Test restore procedures regularly
- Maintain offsite/cloud backup copies
- Consider continuous replication for critical systems
Database Protection
Databases are particularly vulnerable to corruption:
- Enable transaction logging
- Configure automatic recovery
- Schedule backups during low-risk periods
- Consider database replication to cloud
- Implement proper shutdown procedures
Operational Best Practices
Monitor Load Shedding Schedules
Stay ahead of planned outages:
- Use apps like EskomSePush for notifications
- Check your area's schedule daily
- Notify staff of upcoming outages
- Plan critical work around outage windows
Pre-Outage Procedures
Before scheduled load shedding:
- Save all open work
- Sync cloud storage
- Verify recent backup success
- Log out of sensitive applications
- Consider graceful server shutdown for extended outages
During the Outage
When power is out:
- Laptops can continue on battery
- Mobile hotspots provide connectivity
- Avoid draining UPS batteries unnecessarily
- Monitor UPS status for any connected equipment
Post-Outage Procedures
When power returns:
- Wait 2-3 minutes for voltage to stabilise
- Power on equipment sequentially (not everything at once)
- Start infrastructure first (network, servers), then workstations
- Check for alerts or errors
- Verify services are running correctly
Documentation
Maintain clear procedures:
- Shutdown checklists for different outage durations
- Startup procedures and order
- Escalation contacts if systems don't recover
- Regular updates as systems change
Server and Network Management
Graceful Shutdown Configuration
Configure servers for automatic shutdown:
- UPS management software triggers shutdown at low battery
- Allow sufficient time for clean shutdown (5-10 minutes minimum)
- Test automatic shutdown procedures
- Verify startup settings (auto-start after power loss, or wait for manual)
Network Equipment
Network gear often gets overlooked:
- UPS protection for all network equipment
- Fibre ONT/router protection maintains internet during short outages
- Configure equipment to restart automatically
- Document default passwords for post-outage access
Virtualisation Considerations
Virtual environments need special attention:
- Host servers need UPS and graceful shutdown
- VMs should shut down before host
- Configure VM startup order and delays
- Test full stack recovery procedures
Employee Guidelines
Laptop Users
Train laptop users to:
- Keep batteries charged above 50%
- Save work frequently
- Configure offline access for cloud storage
- Have mobile data capability
- Know how to create mobile hotspots
Desktop Users
Desktop users need different guidance:
- Save frequently—loss is instant when power goes
- Don't start critical work just before scheduled outages
- Know the UPS runtime for their equipment
- Understand graceful shutdown procedures
Remote Work Options
Enable working from elsewhere:
- VPN access configured and tested
- Cloud applications accessible from anywhere
- Communication tools work on mobile
- Identify locations with power (home, coffee shops, co-working)
Planning for Extended Outages
When load shedding extends beyond a few hours:
Priority Management
Decide what matters most:
- Critical systems that must stay up
- Systems that can be off for hours
- Work that can wait vs. work that's time-sensitive
Communication Plans
Keep stakeholders informed:
- Customer notification templates
- Internal communication channels
- Escalation procedures
- Status update schedules
Business Continuity
Plan for worst-case scenarios:
- Alternative work locations
- Manual fallback procedures
- Critical contact lists
- Recovery time objectives
Regular Maintenance
Don't let load shedding catch you unprepared:
Weekly:
- Check UPS status lights/indicators
- Verify backup completion
- Update load shedding schedules
Monthly:
- Test UPS batteries
- Review and update documentation
- Check surge protector status
Quarterly:
- Full backup restore test
- Review and update procedures
- Staff training refresher
Annually:
- UPS battery assessment
- Full disaster recovery test
- Equipment refresh planning
Partner with IT Experts
Managing IT during load shedding requires vigilance and expertise. Many businesses lack the internal resources to maintain these practices consistently.
Dexani provides managed IT services that include comprehensive load shedding resilience:
- UPS monitoring and management
- Automated backup and recovery
- Cloud migration to reduce on-premises risk
- 24/7 monitoring during outage periods
- Incident response when things go wrong
Protect your technology from load shedding. Contact Dexani today to assess your resilience and implement best practices that keep your business running.
Dexani is a Managed IT Services Provider helping South African businesses maintain operations through infrastructure challenges.