Chapter
11

Essential Features of Incident Management Solutions

February 6, 2024
11
 min read

The responsibilities of site reliability engineers (SREs) and incident responders include managing a wide range of incidents to resolve them as quickly as possible. As businesses have evolved, patterns have emerged dictating how incidents are handled, leading to the development of specialized tools and procedures for managing them.

For organizations that depend on technology to provide customer value, incident management solutions have become an essential part of their operations. The use of such tools has proven to improve several incident management key performance indicators (KPIs), such as first call resolution (FCR) rate, incident recurrence rate, and percentage of incidents resolved remotely (PIRR)

Incident management solutions enable SRE teams to meet or exceed their service level agreements (SLAs) and service level objectives (SLOs) within the limitations of their error budget.

This article will explore the various use cases of incident management solutions and the eleven essential features that provide tangible value to SREs. We will also discuss the features and functionalities that simplify the complex process of managing incidents of all severity levels and those needed to provide the desired results during a critical incident.

Summary of the eleven essential features of incident management solutions

The table below summarizes the eleven most important and desired features incident management solutions must have to provide engineers and incident managers with a holistic toolset to manage an incident from start to finish.

We will not focus on basic functionalities such as user management within the tool or authentication methods such as single sign-on (SSO), which any enterprise tool should include, but rather on features that provide tangible technical and business value and improve the engineer’s efficiency.

Feature Description
On-call management and incident response Unify the management of on-call teams and incident response.
Service reliability monitoring Health monitoring, analytics, and alerting automation to corroborate system reliability.
Workflows Define the processes that take place at the various stages of an incident.
Native integrations Integration of the incident management tool with the rest of your technology stack.
Incident response procedures SMEs collaboration, runbooks, escalations, and postmortems.
Effective communication Reliable communication of information to all interested parties via multiple communication channels.
API and webhooks Ability to programmatically interact with the management tool and share information with other platforms.
Dashboards Creating dashboards for grouping and presenting information from multiple sources.
Tracking Track key metrics to ensure that you are within your error budget percentile and that you adhere to the SLA.
SLO management Define, adjust, and modify your service level objectives (SLOs) as needed.
Postmortems and retrospective analysis After an incident, you must always collect information on what went wrong during the handling, what could have gone better, and what went well.

Eleven essential features of incident management solutions

These features can help in unifying on-call teams with incident management procedures. They can also enhance reliability through monitoring and analytics, defining workflows, establishing runbooks, and capabilities that ensure prompt incident resolution.

Ultimately, each, in its own way, can help deliver resilient systems and minimize critical incident resolution times. Having them available in a single, intuitive incident management solution makes an actual difference in reducing the inherent complexity of incident management.

On-call management and incident response

It involves organizing and streamlining the processes and teams responsible for addressing and resolving critical system issues as they arise.

The goal is to unify the approach of managing on-call personnel available to respond to emergencies and the procedures they follow during an incident. Unifying on-call teams and incident response management ensures quick, efficient, and coordinated responses, minimizes the mean response time, and increases awareness of who does what.

With a single incident response platform, you can streamline incident management by integrating many workflows, automating routine tasks, and enabling team collaboration.

In addition, such a platform retains a record of past incidents, providing historical context and making root cause analysis and writing reports easier.

Service reliability monitoring

With the latest technological developments, utilizing AI and machine learning-enhanced analytics, SREs can use insights from historical data and make better, data-driven, and informed decisions that make a difference during incident handling.

Moreover, intelligent automation provided by modern incident management solutions accelerates the handling of routine tasks and allows teams to focus on what matters: the resolution of the incident.

Proper health monitoring is essential, but more is needed. SRE teams must transition from traditional reactive measures to strategic preventive actions, adopting and following a proactive mindset to increase operational efficiency and deliver truly reliable systems and applications.

Workflows

Workflows are structured, systematic processes for handling incidents within an organization or IT environment, from detection to resolution and postmortem analysis.

They entail identifying, classifying, responding to, and resolving incidents, leveraging tasks like diagnostics, communication, root cause analysis, and solution implementation.

Details of a defined workflow within the Squadcast platform. Note the “Tags,” “Actions,” “Triggers,” and the “Conditions” that need to be met for the workflow to trigger.

Effective workflows necessitate thorough planning, prioritization, and execution, alongside proactive communication and collaboration among teams, utilizing tools for documentation, automation, and real-time coordination to reduce toil and resolve incidents efficiently and promptly.

Actions to be taken upon workflow activation

An incident management solution that allows the creation and assignment of workflows can accelerate reaching incident management primary goals, which can be summarized as:

  • Fast service restoration
  • Impact minimization
  • Standardization
  • Documentation
  • Accountability
  • Customer Satisfaction
  • Continuous improvement

Native integrations

Native integrations in incident management mean seamlessly connecting the solution with other tools and systems in your technology stack.

Such integrations ensure smooth data flow, automated actions, and cohesive functionality across different platforms, enhancing the efficiency and effectiveness of incident detection, response, and resolution processes.

An incident management solution that integrates with other platforms expands its capabilities by leveraging third-party systems.

For example, imagine using platforms such as Datadog, Graylog, Zabbix, and Splunk as alert sources. Additionally, think of having a bot in Slack where designated teams, by interacting with the bot, can file new incidents that trigger automated alerts sent to predefined recipients. These are just a fraction of the possibilities and native integrations that can be offered, as each third-party service brings its specific advantages.

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Incident response procedures

When responding to incidents, SMEs provide specialized knowledge, runbooks offer predefined steps for specific scenarios, and post-mortems identify lessons for improvement. This approach enhances efficiency and effectiveness. Incidents can be escalated based on severity, duration, or other triggers specific to your situation and procedures.

The right management solution should minimize alert noise by grouping similar alerts or even muting completely non-actionable alerts that distract the engineers at work and let through only the truly useful alerts to the response teams.

Enabling “Auto Pause Transient Alerts (APTA)” and setting a Timeout Window from the Services section in Squadcast UI

Effective communication

Effective communication entails the reliable and timely dissemination of information to all interested parties via multiple channels. This ensures that everyone involved, from team members to stakeholders, is promptly informed and updated about incident status, actions taken, and resolution progress, facilitating coordinated and informed decision-making.

You will often encounter different teams or individuals with their preferred communication methods or specific communication methods dictated by your customers.

Ensure the incident management solution supports multiple communication channels, allowing for failovers and simultaneous utilization of different communication methods.

API and webhooks

API and webhooks in incident management tools allow programmatic interaction with the system and information sharing across different platforms. APIs enable integration and automation of tasks, while webhooks provide real-time data exchange, enhancing the tool's connectivity and responsiveness within the broader technology ecosystem.

With an incident management solution that offers a full-fledged API, you can have third-party platforms or bespoke applications interact with the solution directly.

Dashboards

Creating and using custom dashboards involves visual interfaces that group and present information from multiple sources.

They provide a centralized, real-time overview of key metrics, alerts, and statuses, helping teams understand the situation and make informed decisions without spending time on information collection.

An example of a customized dashboard showcasing some of the metrics available and the filtering functionality in the Squadcast platform. Note the straightforward, no-frills user interface and direct display of useful information for the engineer and incident manager.

Intelligent dashboards provide SREs and other interested parties, such as application owners and stakeholders, filtering functionality by status (Triggered, Acknowledged, Resolved, or Suppressed), an overview of impacted services, alert sources, assignees to the incident as well as technical information such as latency, failed nodes or anything else related to your systems.

A well-designed dashboard presents the information that matters to the people who need it the most.

Tracking

Continuously monitoring key metrics to ensure adherence to error budgets and SLAs combines measuring your platform’s performance against preset thresholds and staying within the agreed-upon limits.

An example of the detailed view of an SLO within the Squadcast platform, showing a combination of time-range sensitive fields with target performance compliance percentage metrics.

Tracking additional metrics, such as service level indicators (SLIs), is foundationally used for promoting accountability and trust, key components of a robust SRE culture.

SLIs are the quantitative measures that indicate if SLOs are met. The metrics included in SLIs are typically latency, error rates, throughput, and availability which are the fundamental metrics for monitoring reliability and performance.

SLO management

SLO management helps ensure the consistent delivery of quality services in line with customer expectations and business objectives. It involves the precise definition and continual adjustment of SLOs to reflect evolving service capabilities and customer needs.

Effective SLO management integrates monitoring and reporting mechanisms, facilitates proactive incident management, and employs continuous reviews for continuous refinements of the SLOs.

Utilizing advanced tools and automation streamlines these processes, enhancing the reliability and efficiency of services while maintaining customer trust and satisfaction.

Managing SLOs is more than just setting targets; it's about understanding the balance between service reliability and the rate of innovation.

A business must align its SLOs with customer expectations and operational capabilities, using Service Level Indicators (SLIs) as performance measures.

Postmortems and retrospective analysis

Holding postmortem rituals is critical for continuous team improvement, focusing on what went well and what didn't and how processes can be improved.

To make postmortems meaningful, being blameless, encouraging honest and constructive feedback, and following a structured approach to discussing past actions, consequences, and future steps are essential. Creating clear, actionable items ensures that insights lead to tangible improvements.

Squadcast supports custom templates for postmortems to get SREs up and running quickly.

Fostering a culture of regular, efficient postmortems helps teams adapt and grow. By keeping these sessions focused, inclusive, and action-oriented, teams can improve their workflows, collaboration, and overall performance, contributing to a more productive and positive work environment.

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Conclusion

Incident management solutions have become critical for modern businesses to ensure that when incidents occur, they can adapt and rely on technology while mitigating the risks associated with technology failures.

When selecting the tools that will provide you with the solutions to your incident management needs, review the features offered and verify that you are getting the value you need to deliver your customers with the reliability and availability that their products deserve.

With the advent of AI and machine learning, SREs can now leverage these technologies to respond to incidents rapidly and reliably with immensely reduced resolution times compared to just a few years ago.

Unified incident response, service reliability through automation, data-driven decisions, streamlined workflows, and a clear incident management lifecycle effectively reduce overall operational costs and, equally important, the average mean time to resolution (MTTR).

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Squadcast is a leader in Incident Management on G2 Squadcast is a leader in Mid-Market IT Service Management (ITSM) Tools on G2 Squadcast is a leader in Americas IT Alerting on G2
Best IT Management Products 2022 Squadcast is a leader in Europe IT Alerting on G2 Squadcast is a leader in Enterprise Incident Management on G2
Users love Squadcast on G2
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