The recent flooding across large parts of the UK and the disruption caused by the terrorist plots have further highlighted the need for small companies to have thorough and tested business continuity and disaster recovery plans.
It‘s already too late for many small firms which have fallen victim to the floods – some of which didn‘t even have insurance in place – but companies that have yet to plan for unforeseen events should use this as a wake-up call.
“Business continuity planning is often geared toward IT, but the recent floods and terrorist activity clearly show that businesses should be thinking more broadly,” says a spokesperson for Business Link. “Every business should have a well-rounded business continuity plan; if not, your business is putting its reputation and revenue at risk.
“A robust business continuity plan will help your business reduce the impact of unexpected disruptions, allowing you to recover both quickly and effectively and get ahead of the competition.”
Business Link offers the following tips on developing a business continuity plan:
Risk assessment
The risk assessment is the foundation of your business continuity plan. It helps you understand what you should concentrate on and what real threats your business faces. Make sure you have everything covered off in the knowledge that both climate and political environments can change. Think about how these risks will impact your business. Will they affect customers visiting your site or your employees getting to work?
Getting backup
For your IT, implement a backup and data recovery strategy, including off-site storage. Consider mirrored central server computers sited in different locations, each containing the same information, so that if one goes down, the other one is available to ensure continuity of service and alternative storage facilities
Be clear
Make sure your recovery actions are specific, clear and realistic. This could include carrying out activities manually until IT services are resumed or moving staff at an affected building to another location. If your staff are accustomed to using an automated system, make sure they are taught how to use perform the task manually when they join the business, just in case
Make it readable
Keep the business continuity plan short and readable. It should not duplicate other sources of information, and any other relevant documents should be referred to. Make sure you encourage staff to review the plan before it is formally issued
Testing, testing
Although it can be difficult, it is vital to test your plan with your staff. This will highlight any possible gaps in the plans or issues that may arise on the day. Testing will also help convince suppliers, customers and insurers that your business is really prepared for any eventuality
Staying on top
Make sure that all the documentation is up-to-date and accurate, reflecting any changes that may have happened inside or outside the business. For example, if there is a terrorist alert at work, your business should be able to contact all employees to make sure they stay away from the affected site
Reviewing the situation
Regularly auditing your business continuity plans is essential. Ask yourself if it still meets the needs of your strategy. Risk areas and priorities may have changed during the year so assess whether or not your strategy is still relevant and act on your findings accordingly