Christmas Tech Checklist: How to prepare your business IT for the festive season

• Phone System
• Email and Messaging
• Remote Access
• Security and Access
• Backups and Disaster Recovery
• Snow day bonus!
• Free Christmas Out of Office Templates for you to use

1. Phone System: Get Festive-Season Ready Early

• Send your Christmas opening hours early: Providers get extremely busy in December because everyone requests changes at the same time. Sending your hours at the start of December helps ensure your updates are processed without delays.
   
• Record your festive phone message: If your Christmas hours differ from usual, record a clear, friendly message and upload it before the rush. It’s also a great chance to promote festive offers or last order dates. 
  
  
• Plan your call routing changes: Staff often move between roles during the Christmas period. Tell your provider who needs adding to which queue and brief your team so nobody receives unexpected calls. 
  
  
• Be clear about how each day should be handled: Christmas opening hours often vary from day to day. Provide a detailed routing plan so calls go to the right people. If call routing is crucial to your business, request a quiet-time test to confirm everything works. 
  
  
• Ask for help if you need it: If you’re unsure how to structure your routing plan, we can provide templates and guidance to help you set everything up correctly. 
  

More:

• Need someone else to sort this for you? Consider Managed Telecoms
• Do I need a license to play hold music on my phone system?
  

2. Email and Messaging: Set Expectations Before You Clock Off

• Write and schedule your Out of Office (OOO) message now: Microsoft 365 allows you to schedule your Out Of Office to activate and deactivate automatically, removing last-minute stress and ensuring clear communication for customers. 
  
  
• Don’t forget shared mailboxes: Addresses like info@ or support@ are often the most customer-facing, and the easiest to overlook. Check that their Out of Office messages are in place too.
  
  
• Use auto-replies wisely: If response times will slow down over Christmas, let customers know. Setting expectations early improves trust and patience. 
  
  
• Consider auto-forwarding for key mailboxes: For inboxes such as sales or support, temporary forwarding makes sure important enquiries are never missed. 
  
  
• Use central management if you have Microsoft 365: Your IT team can apply Out of Office settings across all mailboxes for a consistent, organised approach. 
  

More:

• Need someone else to sort this for you? Consider Cloud Management
• Improve your email security

3. Remote Access: Prepare for Snow Days and Emergencies

• Plan who might need remote access: Even staff who don’t usually work from home may need emergency access to systems. Identify who handles key tasks and whether temporary VPN access is required. 
  
  
• Request any new VPN accounts early: December is one of the busiest months for IT support. Making requests early helps avoid delays. 
  
  
• Test home logins before the break: Ask staff to test VPN connections, passwords and multi-factor authentication from home. A quick test now prevents hours of disruption later. 
  
  
• Make support arrangements clear: Ensure staff know who to contact if they have IT issues while working remotely. Confirm whether out-of-hours support is available and share the necessary details. 
  
  
• Why a VPN matters at Christmas: A VPN allows secure access to company systems from home, which is essential if snow disrupts travel, the office closes unexpectedly or urgent access is needed. 
  

More:

• Need someone else to sort this for you? Consider outsourcing your Network Cyber Security.

4. Security and Access: Don’t Leave Your Building or Network Exposed

• Review access control schedules: If your opening hours change or the building will be empty, adjust access permissions accordingly. Some staff may need temporary after-hours access. 
  
  
• Check your CCTV properly: Look beyond the live feed. Confirm the cameras are recording correctly, storage isn’t full and remote viewing still works if you use it. 
  
  
• Run an alarm system test: Even if we don’t manage your alarms, testing them before an extended closure greatly reduces the risk of issues while the building is empty. 
  
  
• Prepare a last-one-out checklist: The final person locking up should know exactly what needs checking. This includes locks, alarms, lights, heating and any sensitive systems that must be shut down. 
  
  
• Boost cybersecurity awareness: Christmas is peak phishing season. Scammers send fake delivery notifications, false HR messages, fake invoices and charity scams. A friendly reminder can help staff stay alert. 

More:

• How can you modernise your Business Security?
• See more with our CCTV Solutions
• What happens during a Bullphish phishing simulation

5. Backups and Disaster Recovery: Stay Protected Over the Break

• Create a simple disaster recovery plan if you don’t have one: It doesn’t need to be complicated. Outline who to contact, who handles what, where backups are stored, how to access systems and who steps in if senior staff are unavailable. 
  
  
• Check your backups properly: Don’t assume backups work just because they exist. Make sure they can be restored. If unsure, request a test restore. 
  
  
• Confirm your failovers are working: This is especially important if you rely on cloud servers, VoIP systems or hosted apps. Testing now means fewer surprises later. 
  
  
• Make sure everyone knows who to call in an emergency: Ensure key staff have the correct emergency and out-of-hours contact details before the break begins. 

More:

• Why you need a Business Continuity and Disaster Recovery Plan
• Data Protection and Backup

Snow Day Bonus: One Checklist, Two Uses

• Updated phone and email messages: Customers stay informed even if plans change. 
• Remote access ready to go: Staff can work from home without interruption. 
• Routing and planning complete: Important opportunities won’t slip through the cracks. 

One Checklist, One Partner, Zero Stress