How to Create a Business Continuity Plan

How to Create a Business Continuity Plan

BCPs provide the process of how employers and employees will stay in touch and continue to work in case of any disaster or emergency, such as fire in the office. Unfortunately, many companies never take the time to develop such a plan, usually because they do not think it is necessary. However, by creating a comprehensive BCP, you can increase your company’s ability to continue business during critical breaks in business operations or later.

Understanding What Makes a Good Business Continuity Plan

Accept the potential threats and risks facing your company.

It is scary to think about the possibility of disrupting your business operation, but you should always be prepared and be prepared to accept that risk and danger can cause unrest for your business. Once you can accept that there can be devastating consequences for the operation of unplanned business for risks and hazards, then you can then make a plan that ensures that both your business property and personnel are adequately safe .

Make a list of potential risks and their impact on your company For example, the death of an important person would not normally be the result of closing the door for some time, but the consequences could severely affect vendor relations and customer service.

After identifying the risks, order them to prioritize their plans and sort them by impact and livelihood.

Don’t confuse business continuity plans with disaster recovery plans.

Occupational continuity plans are sometimes referred to as Disaster Recovery Plans and both have a lot to do. The Disaster Recovery Plan should be oriented towards commercial recovery after the disaster and should reduce the negative consequences of the disaster. Conversely, business continuity plans focus on creating an action plan that focuses on preventing negative consequences of a catastrophe at all.

Consider the potential threats/risks facing the company.

Professional Impact Analysis plans look at the possible outcomes of your business when the risk of work and process is interrupted by any danger or risk. As a result, by creating a BI, you can determine which issues, risks and threats are needed to address your business continuity plan. You should consider potential impacts, which can lead to disruption of business operations such as:

Lost income and sales

Expenditure increased

Customer’s defection / dissatisfaction

Lethargic service delivery

Regulatory fines

Delay / inability to start future business plans

Determining Key Recovery Resources

Make a list of key internal personnel.

After the incident incident which disrupts normal business operations, you have to quickly mobilize the key personnel to successfully execute the BCP. Make a list of internal key personnel and backups – these are employees who fill in such posts without whom your business can not work at all. Make the list larger, but as small as possible.

Make a list of all the major internal workers with all contact information, including business phone, home phone, cell phone, pager, business email, personal email, and any other possible way to contact them in any emergency situation where normal communication is unavailable. Can.

Consider what works are important for continuing to work every day. You should think that who the primary job-holders fill on those positions when they are on leave.

Remember that only the high ranking officers are not included in the key personnel. For example, accounts from one low to middle level receivable clerk AR may be responsible for processing the report affecting the loan or collection, which greatly affect the amount of available operating income. The accounts of the receivable clerks should be considered as major personnel, because they provide the accessibility of the company to the work provided by the person’s work, procurement of receivables and the collections of money.

Document critical business equipment.

On-site business computers often have the most important information that you and your staff should be able to access during off-site work. You should make a list of important tools / data, and create a strategy for secure access to the situation of an interruption. Do not forget the software that is often considered important device, especially if it is a special software or if it is, then can not be replaced.

This list should include the location of passwords, identity data, and major files.

Without a fax machine, some businesses can not work for a few hours too. Do you rely more on your copy machine? Do you have special printers that you must have?

Identify critical documents.

In case of fire or other disaster, you must compile all the documents needed to resume your business, which destroy important documents located on the site. Ensure that you have alternative copies in the physical storage office and ways to access important documents such as articles of incorporation and other legal papers, utility bills, banking information, important human resources documents, construction of lease papers, tax returns and other important Document.

You should consider what the action plan will be when there is total facility loss. Do you know when to pay a loan on your company’s vehicles? For whom do you send payment for your email services?

Identify who can telecommute.

In the event that business operations can not continue on regular basis, telecommunications from home is a great way for employees to continue working as usual. The ability to work your staff, even when away from the office, this would mean that at least some delay in work can be avoided as always. Some of your company may be fully capable of operating a business from a home office.

Find out who else can not work from home due to internet connectivity limitations or other issues, and make sure to provide the necessary resources for your employees to telecommunications.

Creating Your Business Continuity Plan

Identify contingency equipment options.

Casual device options are accessible device options that can be used when normal business operations are interrupted.

Would you rent the truck to the damaged or destroyed vehicles in the disaster of the normal course of business? Where do you rent the computer? Can you use business service outlets for copies, fax, printing and other important tasks?

Alternative equipment suppliers typically do not need to be specifically identified, unless they are unique and an arrangement has already been negotiated (very rare).

Identifying services, equipment and / or resources should be able to supply an option which is more important. The responsibility of management of relation with the replacement should be the necessary authority to make relevant decisions with the key personnel assigned.

Identify your contingency location.

This is where you will run the business, while your primary office is unavailable.

This can be a hotel – many of them are well-equipped business facilities that you can use. This can be one of the office of your contractors or the office of your attorney.

A storage rental facility near your regular site can be a great place to move and store products in a pinch.

Perhaps telecommunication is a viable option for everyone.

If you have a familiar temporary location, include a map for the location in your BCP. Wherever you are, make sure you have all the appropriate contact information (including people’s names).

Make a “How-to” section in your BCP.

There should be step-by-step instructions on how to perform BCP and what to do, who should do it, and how to do it. List each responsibility and type the name of the person assigned to it. Also, reverse: For each person, list responsibilities. In this way, if you want to know who to call the insurance company, then you can see “insurance”, and if you want to know what Dow is doing, then you will be able to ” can see.

Document external contacts.

If you have an important seller or contractor, then create a special contact list which includes any other important information about the company’s description (or personal) and major personnel contact information.

Include people like lawyers, bankers, IT consultants in your list … Anyone that you may need to call to assist with various operational issues.

Do not forget utility companies, municipal corporation and community offices (police, fire, water, hospitals) and post office!

Put the information together!

A BCP is useless if all the information is scattered at different places. BCP is a reference document and it should be put together like a 3-ring binder.

Make a lot of copies and give to each of your major personnel.

In the home and / or safety deposit box, place several additional copies at an off-site location.

Implementing Your Business Continuity Plan

Communicate the BCP to relevant employees.

Ensure that all employees affected by the disruption can read and understand BCP. Take the time to ensure that employees are aware of their relevant roles in the implementation and execution of the policy.

Provide essential BCP plan information to non-key personnel.

Do not leave things to give chance! Even if the key personnel are notified about their role under the BCP, you should also ensure that all employees are aware of the emergent places as well as the creation of evacuation procedures. In this way the ineffectual absence of key personnel will not prevent non-critical personnel from knowing how obstacles in business operations are interrupted.

Plan on modifying and updating your BCP.

No matter how good your BCP is, it is likely that there will be no disruptive events for your plan. Be open to update and / or modify your BCP in light of additional information and / or changed circumstances. Whenever something changes, update all copies of your BCP, and do not allow it to be outdated.

Leave a Reply