Business Continuity Check List

Producing a continuity plan will enable your business to carry on functioning should the unexpected occur. If events mean that your organisation cannot be fully operational for a period of time, it is imperative to put in place a framework that allows your business to function in times of crisis by handing responsibility for certain crucial procedures to key personnel. This guide contains a checklist of areas to be considered and should be modified to meet the particular demands of your business.

1. Nominate a Business Continuity Project Manager
Choose an individual to co-ordinate, initiate and oversee processes as well as procedures during a potential crisis or threat. Full contact details for the Project Manager, including office, mobile and home telephone numbers, should be given to the Business Continuity Management Team.

2. Select a Business Continuity Management Team
This team should be comprised of the key decision makers within the business. They will be responsible for making amendments and updates to the continuity plan and have specific roles that they are responsible for. This section should include the name of each member of the management team as well as their full contact and key area of responsibility.

3. Identify the type(s) of emergency which may adversely affect your business (e.g.)
» Natural disasters (floods, fire, storm, snow, blizzard, hailstones, heat wave, earthquake etc.) » Power cut or other utilities outage » IT systems failure » No or restricted access to premises » Illness/loss of key staff » Terrorist attack » Outbreak of disease/infection » Illness/loss of significant numbers of staff » Disaster affecting suppliers » Chemical spill » Nuclear incident » Loss of telecoms » Other equipment failure » Legal, regulatory or other business change » Anything leading to threat to image/reputation

4. Identify critical processes and acceptable levels of service
This section will need to highlight critical areas or processes within the business that could be affected in the event of an incident. Determine acceptable levels of service during the recovery period and what processes may need to be maintained or restored first to keep the business running.

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020 8914 5001

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5. Preventative actions
Once you have identified various types of emergencies and critical procedures, you can begin to implement preventative measures. A few examples have been listed below: » IT related actions » Health & Safety Policy » Insurance » Communication mechanism » Last to leave checks windows and doors are locked as do any cleaners » Visitor sign in arrangements » Storage arrangements for/copies of key documents and information » First aiders » Evacuation arrangements » Staff flexibility/training » Bomb threat procedure » Staff induction

6. What methods of communication will you use?
There are a number of communication tools, which can be utilised during an emergency situation including phone (landline or mobile), email, text messaging and paging. In this section you will need to outline the various communication tools available to you, highlighting the most appropriate method against the type of emergency. Why not consider PageOne’s emergency notification system Flare? Specifically designed to meet to meet the demands of business continuity and incident management, Flare offers a number of flexible messaging solutions helping you to deliver instant information and critical alerts to the people that need it most.

7. How will incidents be reported?
To your BC Management Team
Ensure you put in place mechanisms that enable you to contact your BC Management Team. Determine who needs to be contacted with critical information and build an appropriate distribution list. As well as having easy access to their contact details, a diversified communications strategy is important, in case you are unable to make contact via your primary chosen method. PageOne’s Responder Smartphone App for BlackBerry, iOS and Android devices provides organisations with a great way to separate and elevate important messages. With distinctive pop-up alerts and a separate inbox, the Responder App is perfect for notifying your BC team in the event of an incident, ensuring everyone is kept informed.

To your staff and suppliers
You may also wish to have a list of contact numbers for your remaining staff and suppliers. This will ensure you are able to contact various groups should you need to. Using PageOne’s SmartGroups, you can group individuals accordingly and broadcast messages to any combination of device including SMS, email, pager, landline and smartphone. This easy cost-effective method helps to keep staff and other stakeholders updated in the event of an emergency. Messages can be initiated from one of PageOne’s online accounts, via email or a third party system, from your mobile handset or PageOne’s 24hr call centre. Alternatively, PageOne’s Voice Blast service offers a unique means to broadcast high volume voice alerts to keep various groups updated.

PageOne Communications Ltd

020 8914 5000

020 8914 5001

www.pageone.co.uk

Mobile technology for your world

8. How will you know if staff members are okay?
It may be necessary to monitor the safety and whereabouts of your staff in the event of emergency. Putting measures in place to do this may not be easy, but something as simple as a signing-in book can help you keep track of them. PageOne offer a range of Lone Worker solutions to help you monitor the safety of staff whether out in the field or working in large building complexes. From simple SOS alerting to periodic welfare-checks, and GPS location monitoring you can put in place measures to ensure you are meeting your duty of care Why not consider Areyousafe?, PageOne’s real-time staff check-in and acknowledgement service? A message is sent to staff requesting they register their safety. Responses to messages can be actioned via a number of channels and monitored on a live incident dashboard to quickly distinguish between those who are safe and those that require attention.

9. Identify a contingency location
If a crisis or emergency occurs on your premises, a temporary alternative location may be required. This could be an assembly point to ensure individuals are a safe distance from the incident, or a fully-equipped office to carry on business and help minimise any negative impact from the event. Ensure employees know where to receive information and updates about whether they can return to work or whether they should report to a designated recovery site.

10. Determine the need for off-site data storage and backup?
A business continuity plan is weakened considerably if information is scattered across various locations. Providing duplicate copies of records to key personnel can help, but in an emergency situation these may be misplaced or even damaged. Quick and easy access to incident recovery logs, evacuation plans and accident checklists is imperative. PageOne’s cloud-based document storage facility provides access to important information as and when required. Not only does it ensure vital information is up-to-date and available, but it eliminates any issues regarding lost or damaged data.

11. Test your plan by running trial exercises
Make sure everyone in your organisation is aware of the BC plan. Holding training classes for your employees as well as the BC Management Team is vital, ensuring individuals are aware of core procedures should an emergency occur.

12. Analyse and review your plan regularly
The plan should be reviewed annually and updated as necessary. It should also be amended following any incident, specific threat or change to core business practices. Also, research into current threats should be on-going to make sure that your plan is kept up-to-date.

DISCLAIMER:
The advice contained in this guide is provided for guidance only. There are many additional factors to consider when compiling a resilient business continuity plan above and beyond what is outlined above. PageOne takes no responsibility whatsoever for any plans devised using the above guidelines.

PageOne Communications Ltd

020 8914 5000

020 8914 5001

www.pageone.co.uk

Mobile technology for your world

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