It's an unfortunate fact of modern business that disasters can strike at any moment and jeopardize your operations. An effective business continuity plan (BCP) is your insurance against these unforeseen challenges, outlining critical strategies to keep your business running smoothly, even during the most turbulent times.
However, many small and mid-sized businesses (SMBs) still make common mistakes when creating their BCPs, diminishing their resilience. Let’s explore these mistakes and some actionable tips so you can avoid them.
Failing to conduct a thorough risk assessment
Without identifying potential threats, your BCP will lack focus and efficiency. Begin by assessing risks specific to your industry and location. For instance, if your office is located in a low-lying area, it’s essential to include flood mitigation strategies in your plan. Make sure to cover both internal (e.g., hardware failure) and external factors (e.g., natural disasters and cyberthreats) and regularly update the assessment to account for emerging risks.
Not reviewing and testing the BCP regularly
BCPs aren’t a set-it-and-forget-it exercise. Changes in technology, staff, business processes, or risks mean that your BCP should evolve over time. Many SMBs neglect to assess and update their BCP regularly, rendering their plans ineffective.
To avoid this, schedule periodic reviews of your BCP — ideally every six months or after any significant operational changes. Update your plan to account for new threats, processes, or business priorities. Also, schedule regular drills and simulations to test your BCP and ensure that employees are familiar with their responsibilities during a crisis.
Involving only management in planning
A BCP developed exclusively by management may miss out on valuable insights from other departments. To create a comprehensive and practical plan, it's essential to collaborate with key employees from various levels and teams. Involving employees in planning can also boost their commitment and understanding oft their disaster response roles.
Overlooking the human factor
Another common oversight is ignoring the human factor in BCP. Stress, confusion, and a lack of communication can undermine the best-laid plans, and in an SMB where staff members wear multiple hats, these issues can compound quickly.
Address this concern by creating a detailed communication strategy that keeps employees informed during disruptions. Train your team on their individual roles and provide resources to support their well-being under stress. For added effectiveness, consider designating specific employees to lead the continuity effort, establishing clear direction and accountability.
Not backing up critical data off site
Many small businesses focus on operational continuity but forget the importance of data backup. Data is the lifeblood of any organization, yet relying solely on local backups can be a critical error if a disaster such as a fire, flood, or cyberattack compromises your physical location. It’s therefore critical to implement reliable and scalable cloud-based backup solutions (e.g. Microsoft Azure, Amazon Web Services) to guarantee that your data is securely stored off site and easily accessible in the event of an emergency.
Not accounting for vendor and supply chain disruptions
Your SMB is only as resilient as its supply chain. Many businesses fail to include vendors and suppliers in their continuity planning, which can leave them stranded during a crisis. If a key supplier faces disruptions, it could significantly impact your operations, no matter how robust your internal BCP is.
To mitigate risks in your supply chain, work closely with key vendors to confirm they have their own BCPs. It’s also good practice to have contingency plans that incorporate alternative suppliers or stockpiles of critical materials.
Overcomplicating the BCP
An overly complicated BCP can create confusion and hinder effective execution during a crisis. For successful implementation, your plan should be simple and practical. Use straightforward language and provide clear, concise instructions to avoid any misinterpretation. This enables employees to easily understand their roles and responsibilities, contributing to a smoother, more efficient response.
NetQuest is a leading technology provider in Baltimore that can help your SMB develop and implement a robust BCP. Our team of experts can assess your business's unique needs and create a personalized strategy that addresses your specific risks. We can also provide ongoing support, including testing, updates, and training.
By partnering with us, you can ensure that your business is prepared to weather any storm and continue operating seamlessly. Sign up with NetQuest today and be ready for whatever comes next.
