The Hartford

Business continuity management (BCM) helps a business prepare and plan for how it will recover in the aftermath of a disaster. Creating a business continuity plan (BCP) requires time and effort from all areas of the business, but in the long run, having a BCP in place can help reduce loss, save lives and speed recovery after a major emergency.  Start the planning process by breaking down the plan into several sections and working on one section at a time-beginning with establishing policies and determining risks.

Establish policy and organizational structure

• Create a BCM policy statement. 
• Create a BCM team with designated roles and responsibilities appoint a BCM coordinator to lead the team and manage the plan
• Identify hazards, risks and assets
• Conduct business impact analysis and risk assessment (hazard identification, probability of occurrence, impact analysis).
• Assess and inventory resources, assets and capabilities throughout the company.
• Focus on preventive measures to minimize risk of disasters and emergencies.

Prepare in advance

• Designate and stock an Emergency Command Center with emergency supplies (first aid supplies, battery powered radios, nonperishable food, water, etc.).
• Establish emergency communications systems and plans.
• Develop relationships with community organizations needed during an emergency such as fire, police and hospitals.  Establish mutual aid agreements with other facilities or businesses similar to yours.
• Create evacuation plans and routes include planning for individuals with disabilities.
• Protect physical assets and vital records.
• Ensure continuity of computer operations by taking steps in advance to protect both hardware and software.
• Establish a media relations plan to help disseminate information to your customers, partners and the public.
• Gather information and identify resources for crisis preparedness.

Create an action plan for the emergency

• Establish policies and procedures to activate the emergency command center, alert and warn personnel, receive and process emergency calls.
• Implement the emergency preparedness plan activate alarms and notify officials; alert, evacuate, shelter and account for personnel; activate emergency communications; close the office and shut down operations.
• Document the emergency and all actions taken

Develop a recovery plan

• Conduct pre-emergency recovery analysis and planning prioritize actions to recover from an emergency
• Establish policies and procedures to conduct damage assessment, salvage operations, activate recovery communications and provide employee support.

Test your plan and train your employees

• Conduct pre-training for the BCM team and employees.
• Create policies and procedures for training, tests and drills of your plans.
• Testing your plan should start small such as tabletop exercises and culminate into a full exercise of all your plans
• Document test activities and results.

Keep your plan current

• Audit your plan at least once a year.  Review and identify areas to update, assess the chain of command, and evaluate resources, employee knowledge and awareness.
• Update your plan whenever there are new operations, processes equipment or materials; you change or add new sites or building layouts; you change or add new vendors; or there are major business deals such as mergers or acquisitions.