How to Create a Business Continuity Plan

Business on fire

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Business Continuity plan guards against business disruption in case of unforeseen events. Or, if you like, “... the procedures employed to ensure the timely and orderly resumption of an organization’s business cycle through its ability to execute plans with minimal or no interruption to time-sensitive business or service operations” (Facility Management Journal).

The objectives of business continuity planning include:

  • Ensuring the health and safety of all personnel
  • Minimizing interruptions to the business's ability to provide its products and/or services 
  • Minimizing financial loss
  • Being able to resume critical operations within a specified time after a disaster

A well thought out business continuity plan can mean the difference between your business's survival and failure if disaster strikes. A fire, a flood, a hard drive failure or data theft - any or all of these could put your business out of commission. Taking the time to put together a business continuity plan will help ensure that your business is able to resume operations in the shortest possible time.

Here's how to create a business contingency plan.

1) Determine What the Main Risks Are to Your Small Business

Is it data theft? Flooding? Earthquake? Figuring out what types of disasters are most likely will help you focus your continuity plan and not waste time and money preparing for something that's very unlikely to happen. There's no point in planning how to recover from an earthquake, for instance, if your business is not located in an earthquake zone. But don't forget about growing risks that are often overlooked by small businesses such as cyber attacks, hacker activity, and sabotage.

2) Create a List of Essentials to Restart Business

Decide what would be absolutely essential for your small business to start operating again if a business disaster closed you down and take steps to ensure that those essentials would be available quickly.

These essentials may include personnel, data, equipment, financial allocations, and infrastructure protection.

Which people are key to your operations? What equipment do you need to continue to produce and deliver your critical products and/or services? Perhaps an arrangement can be made with another business that has the equipment you need. What supplies are necessary? Find out in advance who the alternate suppliers or shippers would be if your current arrangement may not be functional. How long could your business function if its stream of income was shut off? Where would you get the money to keep it going?

2) Prepare an Evacuation Plan in Case of Physical Disaster

Go over it with personnel and post it conspicuously throughout your business premises. How will personnel know they need to evacuate? What should they do when they're notified of an evacuation? What routes are available out of the building(s)? Where should people meet outside of the building(s)? Who's responsible for checking to see that everyone is out safely?

3) Create a Communications Fan-Out System

If something happened at your business, who would be responsible for notifying each person who works there? Ensure phone and email contact lists are up to date and that the people responsible for contacting others have printed lists as all technology fails sooner or later and usually at the most inconvenient time. Also decide who will be responsible for communicating with the public and how (updating the business website, posting on social media, press releases, signs in the windows, radio announcements, etc.)

4) Be Sure That Your On-Site Emergency Kits Are Complete and Up-To-Date

These Workplace First Aid Kits Checklists from St. John Ambulance show exactly what first aid kits for various sized businesses need to contain based on the number of employees. Depending on what types of disasters may happen in your area, you may want to add other supplies. For example, one gallon of water per person per day is one of the recommended supplies on this list of emergency supplies for the retail store.

5) Take Steps Now to Protect Your Business Data

Your business data is your most valuable asset. If it was stolen or destroyed, would your business be able to quickly get up and running again or even carry on at all? 3 Steps to Successful Data Backup explains how you can get the peace of mind of knowing your business data is protected and will be accessible again quickly. Data protection is one of many advantages of switching your business to cloud computing.

6) Ensure Your Business Carries Adequate Insurance

Fire insurance is the type that springs to mind, but fire is certainly not the only possible disaster your small business could experience. Besides other obvious physical disasters such as flooding or wind damage, consider the damage that could result from theft, for instance. And then there's the potential liability factor if your small business is engaged in activities that might open you up to lawsuits.

Choosing the proper type of insurance to cover your risks and having good, the up-to-date insurance coverage will go a long ways toward getting your small business up and running again if disaster strikes. 

8) Get to Know Your Neighbors

Opening the lines of communication with the business owners around you can really benefit your business continuity planning. Let them know what you're hoping to do and see if you can get them involved. You might be able to share the costs of some expenses related to continuity planning or make tit-for-tat arrangements to help each other out in case of disaster. Coordinated emergency plans are especially important for businesses that share adjacent space such as those in strip malls or along city streets.

9) Check out Local Programs and Resources

Your city, town or Business In Action Committee may have contingency plans/disaster response plans in place or provide resources that will make it easier for you to put your own plan together. For instance, the city of Ottawa offers information about emergency preparedness for Ottawa businesses on its website and offers training workshops on the topic. See what is available in your town before you start writing your own business disaster plan.

10) Put It All Together

As you work through your continuity plan, put all the pieces together in print form. (Digital copies are nice but not very useful if the power goes out and/or digital devices can’t be used.) A three-ring binder works well. Include your business's evacuation plan, communication plan, information about emergency kits and insurance policies, data protection measures, and operational essentials, as well as details of any arrangements you've made to keep or get things up and running again.

11) Keep Your Business Contingency Plan Handy

Last but not least, you want to make sure you keep your disaster plan in an easily accessible place and make sure everyone who needs to know where it is knows its location. You should also assign one person and a second to grab the business contingency plan on the way out if the business disaster necessitates leaving the premises.

12) Use Your Business Website and Social Media

Your business website and social media platforms like FacebookLinkedIn, and Twitter are excellent ways to communicate with customers and business associates in the case of an emergency. Don't let your customers wonder if you are open or not when disaster strikes - a quick post on Facebook can keep them up to date. 

Business Continuity Planning Pays Off

It's easy to put off business continuity planning. There are always immediate "crises" that demand our attention. But how significant are they really compared to an event that shuts your business down for hours, days or weeks? Taking the time to prepare a business continuity plan will have a huge payoff if a disaster ever strikes.