How to write a business continuity plan?
Organizations are seeking modern technologies to increase their productivity and strengthen their market position. Moreover, their operations are largely based on these technologies. Despite the numerous advantages and business benefits, this also brings risks that can result in significant, even unquantifiable, losses. How can cyberattacks or failures be avoided? How can one secure themselves and prevent or minimize losses? The answer is an effective business continuity plan.
When developing a business continuity plan (BCP), it is crucial to be aware that it is impossible to predict every possible scenario related to risks. This is due to the vast diversity of phenomena that pose a threat to a company’s ability to achieve its objectives. However, having the right knowledge and procedures in place can help reduce the impact of events such as infrastructure failures or cyberattacks. This is particularly important because the issue of continuity can be applied not only to technical aspects (e.g., system reliability), but also to business aspects (continuity of service and product delivery) and social aspects (resilience to social crises or natural disasters).
It is also worth noting that the availability deficit affects as many as 82% of businesses and can cost them up to $21.8 million annually (according to the Veeam report). Alarmingly, the results of a survey published by Mercer, a global consulting firm, reveal that half of businesses (51%) worldwide do not have contingency plans in place for a global crisis. So how should such an action plan be developed?
Business Continuity Plan Templates
There are many standards and templates for creating a BCP. For example, the Polish Financial Supervision Authority recommends that banks use risk management frameworks compliant with COBIT (Control Objectives for Information and related Technology), which are guidelines developed by ISACA and the IT Governance Institute. There is also a manual created by the US National Institute of Standards and Technology (NIST) for US government agencies titled “Contingency Planning Guide for Federal Information Systems,” which helps assess information systems and operations to determine emergency planning requirements and priorities. Other standards that can serve as templates for a BCP include: ISO 22313, ISO 22317, ISO 22318, ISO 22398, ISO/IEC 27031, PN-ISO/IEC-1779, PN-ISO/IEC 24762:2010, PD 25666, PD 25111, and BS 25999-1.
At PBSG, we use templates based on international standards such as BS 25999, ISO 22301, and we also monitor research and publications from the Disaster Recovery Institute (DRI). We also rely on a set of our own best practices in crisis management.
The proper templates for a business continuity plan are just as important as their up-to-date nature. Plans created as part of a continuity policy should be regularly tested and updated based on the analysis of new threat sources.
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What should a Business Continuity Plan (BCP) include?
A properly prepared business continuity plan should include, among others, plans and scenarios for:
- Data recovery after a disruption (Disaster Recovery Plan, DRP)
- Crisis communication
- Employee safety and availability
- Protection of the organization’s reputation
- Ensuring continuity of key suppliers and outsourcing services
How to prepare a Business Continuity Plan in 5 steps
Step 1 – Analyze the Risk
At the beginning, two analyses need to be conducted, without which it is impossible to develop a good BCP (Business Continuity Plan). Business Impact Analysis (BIA) and Risk Analysis (RA) will help identify threats to processes and evaluate which of them are the most likely and destructive to the organization’s operations. Thanks to RA, you will determine the organization’s vulnerability to risks, while BIA will identify which areas are critical to maintaining business continuity.
Step 2 – Develop the Plan
During this stage, it is extremely important for the company developing the business continuity plan to collaborate with the employees of the organization. The client should designate individuals responsible for the execution of critical processes or services. Typically, the development of the plan takes place in individual workshops – this is how we operate at PBSG. During these workshops, we share the results of analyses and determine which areas require special attention. In the next step, we prepare response scenarios and procedures that define how the organization will continue its operations when an incident occurs.
Step 3 – Prepare Recovery Procedures
This is a very important step because it involves creating a data recovery plan and other essential business elements (both system-related and business-related) after an incident occurs.
Step 4 – Test the Plan
Thanks to regular testing of the plan, you gain confidence that the implemented plan works in practice. Systematic testing not only helps train employees in the appropriate reactions and raises their awareness but also tests coordination and communication within the team. It’s also an excellent way to ensure that certain areas do not need improvement. To obtain reliable test results, it is advisable to consult external specialists who can prepare tools and methodologies aligned with the organization’s profile – here we recommend our consultants, and you can find more details about our business continuity plan testing offering with PBSG.
Step 5 – Regularly Update the Plan
The Business Continuity Plan is not a closed document that will remain valid indefinitely. It must be regularly tested and updated, especially since the reality and environment of the organization are constantly changing, new technological solutions emerge, and, consequently, new threats arise. Remember to train new employees on the procedures related to risk management.
Business Continuity Plan - Summary
A Business Continuity Plan is a set of scenarios predicting the materialization of threats and the actions planned for such events. These scenarios include situations like a fire, flooding of a server room, power outages, or a major IT failure. Through risk assessment techniques and recovery strategies, you can develop an effective action plan that not only protects the company’s critical resources but also helps maintain the image of a reliable partner among employees and contractors.