Lets take some time to discover how you can really get to grips with your Business Continuity Plan. The same simple rules apply regardless of the size and complexity of your business. As with everything, it is always best to start at the beginning…
..And again, as with everything, to fix something you must first know what is wrong, so then lets do a business health check using the 7p’s system…
PEOPLE – HR and the roles/skills within your business
PREMISES – Property and Locations
PROCESS – Functions/Technology/Systems
PUBLICITY – Internal and external communications
PRIORITIES – Customers and Suppliers
PUBLIC INFRASTRUCTURE – Local government/Utilities/Environment
PHONE NUMBERS – All contacts in all forms
People
‘Who Ya Gonna Call?’ – This is important, setting up a means of contact. Think about it, in our personal lives there is always a system of contacting people in an emergency ranging from calling the kids to tell them to turn the heating off when you’re out, all the way to calling the emergency services when needed. This type of system works in the same way with regards to your business, ensuring staff know where and who to contact and how to get updates on the situation is key, and of course now is easier than ever due to the advances in social media, the web and apps there are many possible routes to get in touch with people.
Account for your staff and visitors – Making sure you have a system in place to track ‘In and out’ movement of staff and visitors will really aid the process in an emergency. Even something as simple as a sign in book!
Create a set of roles and responsibilities – Delegate specific roles to people and make sure they understand their responsibilities in an emergency.
Set up a skills register – Tap into both business and other skills that your staff may have. Maybe even set up links with retired or Ex-Employees who may be able to help in a crisis.
Premises
Work with what you’ve got – Think twice about disposing of old equipment/ assets, especially if it’s of a specialist nature and difficult to source (Take digital photos of your locations to smooth the insurance claims process).
Know your route! – Get an escape plan and test it regularly – It’s advisable to test this regularly, throwing in curveballs can also be insightful and useful for staff in case the situation rises in a real life situation.
Process
Company data and IT are being relied upon more and more as time goes on. That is why it is important to ensure that they are protected at every stage of the process, here are a few tips:
- Establish a data backup routine and ensure copies are stored offsite.
- Print and store copies of documents that you can’t afford to lose
- Have a trains navigator of your data
- Delegate levels of authority
- Create a register of assets
- Establish User Policies
Publicity
In an emergency situation you need to get the right message to the right people as quickly as possible. Here are some methods of doing so:
Warn & Inform – Create some templates covering the most common emergencies, that way the information can be dispersed in a timely manner.
Alternative Calls– With advances in video and internet calls, your landline going down shouldn’t be an issue. Appointing key personnel to liaise with media and emergency services is also a must.
Priorities- Get them right!
- Think about your critical suppliers and customers so you know who to concentrate on when a disruption hits.
- Liaise and Find out what continuity measures your suppliers have in place.
- Ensure you know what SLA’s are in place for each customer.
- Communicate with your IT and financial, advisors to see what they can offe.
Public Infrastructure
- Take your team to a Project Argus with your local Police or Local Council.
- Enrol your security or reception staff onto a Project Griffin Courses.
- Free advice is always available from your local authorities, use it!
- Speak to Local Fire Stations about fire safety for your business and what you can do to improve.
- Download a flood risk map for your area
- Get in contact with crime prevention officers in your area
Update your Contacts
It’s always the obvious things that are overlooked in emergency situations. The best thing to do is make sure that you have current contacts and numbers for the following:
Staff Next of Kin
Skilled Trades People
Customers and Suppliers
Friends and Family
Recruitment Agencies
Salvage and Restoration
The Media
For further Business Continuity insights please contact me directly ( MConway@localhost)
Michael
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