Don't Wait Until it's Too Late: Business
Continuity Planning
While the World Health Organization (WHO) believes the H1N1 viral outbreak is less threatening than previously indicated, the threat of a possible global emergency serves as
an excellent reminder of the need to be prepared before a threat occurs. In times of crisis, it is vital to have a communication and business continuity plan in place.
A business continuity plan is a plan that guards against business disruption in case of unforeseen events. A shocking 30 percent of U.S. businesses don’t consider business continuity planning a priority, but in reality, a well-thought-out business continuity plan can mean the difference between success and failure for your organization. Do you know how your company would maintain operations in the event of a natural disaster, technology failure or sudden health threat?
Business Continuity Checklist
An effective business continuity plan sets in motion a process to alert employees about what to do for their safety and how to continue business activities. Here are some actions to consider:
Document employee contact information
In times of crisis, it can be difficult to track down an up-to-date list of employee contact information. Maintain a current list of all employees’ names, emergency contact information, and addresses so you can contact them quickly. Keep copies of this list in different places, such as your office, your house and your car.
Document external contact information
Keep a current list of your vendors, critical contractors and clients. Be sure to include attorneys, bankers or IT consultants—anyone who is likely to have a critical role in your operational issues. Also include contact information for utility companies, police, the fire department and hospitals.
Identify your contingency location
Select a location from which you can conduct business while your primary offices are unavailable – perhaps a hotel or one of your contractors’ offices. Telecommuting may be an option for your employees, if they can access their work-related email and files remotely.
Make a “how to” list of steps to take
Create a list of step-by-step instructions detailing who should do what, and when and how it should be done. List each responsibility and write down the name of the person assigned to it, along with a backup in case someone is unavailable.
Communicate the plan
Make sure everyone in your company knows about and fully understands your business continuity plan. Hold mandatory training classes for all employees—even those who aren’t critically involved.
Test the plan
Now that you’ve created the plan, will it work? Test the plan to determine if it provides all the best options and resources—you’ll probably discover that some things should be revised. Testing the plan is critical to successful execution.
Review and revise
Maintain and revise the plan anytime something changes within your organization. Make sure critical steps in the plan are covered by current employees, because an out-of-date plan is useless in an emergency.
Remember, a business continuity plan is only good if it’s maintained, updated and rehearsed. While it may seem like a tedious task now, a strong business continuity plan can determine the success of your company, should a crisis occur.
