Business Continuity Planning
Protect your organization from disasters and disruptions
Why Business Continuity Matters
Studies show that 40-60% of small businesses never reopen after a major disaster. Business Continuity Planning (BCP) and Continuity of Operations Planning (COOP) help organizations prepare for, respond to, and recover from disruptions that could threaten their survival.
of small businesses never reopen after a major disaster
of businesses that lose data for 10 days fail within one year
of businesses without a continuity plan fail within 3 years
Continuity of Operations (COOP)
An essential component of business continuity for government agencies and critical infrastructure
What is COOP?
Continuity of Operations (COOP) planning is an effort within government and critical private sector organizations to ensure that essential functions continue to be performed during a wide range of emergencies, including natural disasters, technological emergencies, and national security threats.
Core COOP Principles:
- Essential Functions: Identify and prioritize mission-critical operations that must continue
- Delegations of Authority: Establish clear lines of succession and pre-determined authority
- Alternate Facilities: Designate backup locations for operations if primary facility is unavailable
- Interoperable Communications: Ensure reliable communication systems during emergencies
- Vital Records and Databases: Protect and maintain access to critical information
- Human Capital: Plan for staffing, training, and employee safety
- Devolution of Control: Transfer authority and operations to other locations if necessary
- Reconstitution: Resume normal operations and return to primary facility
COOP Planning Process
Program Management
Establish COOP program structure, assign responsibilities, and secure leadership commitment.
Risk Assessment
Identify threats and vulnerabilities that could disrupt essential functions.
Business Impact Analysis
Determine the consequences of disruptions and prioritize functions.
Plan Development
Create detailed procedures for maintaining operations during emergencies.
Testing and Exercises
Validate plans through drills, tabletop exercises, and functional exercises.
Plan Maintenance
Update plans regularly based on changes and lessons learned.
Business Continuity Planning Basics
Risk Assessment
Identify and evaluate threats to your business operations
Common Business Threats:
- Natural disasters (floods, hurricanes, earthquakes)
- Technology failures (server crashes, cyber attacks)
- Utility disruptions (power outages, telecommunications)
- Supply chain interruptions
- Workplace violence or security incidents
- Pandemic or health emergencies
- Economic downturns
- Key personnel loss
Risk Assessment Steps:
- Identify potential hazards affecting your area
- Determine probability and potential impact
- Assess vulnerabilities in facilities and operations
- Prioritize risks based on likelihood and consequences
- Review insurance coverage and gaps
Business Impact Analysis (BIA)
Understand how disruptions affect your business operations
Key Questions:
- What are your organization's essential functions?
- How long can each function be disrupted?
- What resources are required for each function?
- What are the financial impacts of downtime?
- What are the regulatory or contractual obligations?
- Which functions are interdependent?
Determine Recovery Time Objectives (RTO):
- Critical: Must resume within hours
- Important: Resume within 1-3 days
- Necessary: Resume within 1 week
- Desirable: Resume within 2 weeks
Identify Resource Requirements:
- Personnel and specialized skills
- Technology and equipment
- Facilities and utilities
- Supplies and raw materials
- Critical vendors and contractors
Recovery Strategies
Develop methods to maintain or quickly restore operations
Facility Recovery:
- Identify alternate work locations
- Establish reciprocal agreements with similar organizations
- Enable remote work capabilities
- Contract for mobile facilities if needed
- Cross-train staff for multiple locations
Technology Recovery:
- Regular data backups stored offsite
- Cloud-based systems and storage
- Hot site, warm site, or cold site arrangements
- Redundant systems and failover capabilities
- Documented system configurations and passwords
Supply Chain Continuity:
- Diversify suppliers and vendors
- Maintain strategic inventory levels
- Develop alternate sourcing arrangements
- Review vendor continuity plans
- Establish communication protocols
Developing Your Continuity Plan
Emergency Response Procedures
- Evacuation procedures and assembly points
- Emergency notification and alert systems
- Incident command structure and roles
- Life safety and first aid protocols
- Communication with employees and families
- Coordination with first responders
Continuity Operations
- Activation procedures and decision criteria
- Essential functions to maintain
- Alternate facility operations
- Technology recovery procedures
- Supply chain management during crisis
- Customer communication strategies
Recovery and Reconstitution
- Damage assessment procedures
- Restoration priorities and timelines
- Insurance claim processes
- Coordination with contractors and vendors
- Return to normal operations procedures
- Post-incident review and lessons learned
Essential Plan Elements
Emergency contacts, employee roster, key vendors, customers, and stakeholders
Lines of succession for leadership positions, delegations of authority
List of critical documents, backup locations, access procedures
Equipment, supplies, technology, and personnel needed for each function
Internal and external communication strategies, public relations protocols
Emergency funding sources, insurance policies, financial tracking during crisis
Testing and Maintaining Your Plan
Exercise Types
- Tabletop Exercise: Discussion-based review of plan with key personnel
- Walkthrough Drill: Step-by-step review of procedures without simulating emergency
- Functional Exercise: Simulate emergency conditions to test specific functions
- Full-Scale Exercise: Comprehensive test involving all aspects of the plan
Plan Maintenance
- Review and update plans annually
- Update after organizational changes
- Revise based on exercise findings
- Update contact information quarterly
- Train new employees on plans
- Maintain documentation of changes
Employee Training
- Initial orientation for all employees
- Role-specific training for key personnel
- Annual refresher training
- New hire training
- Leadership training on plan activation
- Documentation of training completion
Planning Resources
FEMA Continuity Resources
Federal Emergency Management Agency offers continuity planning guides, templates, and training resources for businesses and organizations.
Ready.gov for Business
Business continuity planning toolkit including plan templates, emergency action plans, and industry-specific guidance.
DHS COOP Resources
Department of Homeland Security provides guidance, best practices, and training for continuity of operations planning.
NIST Contingency Planning Guide
National Institute of Standards and Technology offers IT system contingency planning guidance for technology recovery.
Start Planning Today
Don't wait for disaster to strike. Begin developing your business continuity plan now.
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