How do you manage and mitigate the risks and uncertainties of your BCP?

Business continuity planning (BCP) is a process of identifying, assessing, and preparing for potential disruptions and emergencies that could affect your organization's operations, reputation, and survival. However, BCP is not a one-time project, but a dynamic and ongoing practice that requires constant monitoring, evaluation, and improvement. How do you manage and mitigate the risks and uncertainties of your BCP? Here are some tips to help you:

1 Conduct regular risk assessments

The first step to managing and mitigating the risks and uncertainties of your BCP is to conduct regular risk assessments that identify and analyze the internal and external threats and vulnerabilities that could impact your business. You should review your risk assessments at least annually or whenever there are significant changes in your business environment, such as new regulations, technologies, competitors, or customer expectations. You should also update your risk appetite and tolerance levels accordingly and prioritize the most critical and probable risks for your BCP.

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Sean Riggin

People-focused Emergency Preparedness and Response Professional. Security and Engagement Enthusiast. Very poor golfer.
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In many parts of uniformed services, an assessment or inventory is taken every time there is a change of command or change of key personnel. While this model probably benefits from economy of scale, and might be out of reach for small-mid size businesses, there are still lessons to be learned . Almost every time I review a plan or policy with a client, we see that names and titles are no longer accurate, essentially making the plan ineffective for any newer team member. Reviewing the plan and communicating the changes keeps the organization focused and effective in a crisis. Even if the plan gets tossed, the process we followed to get there is invaluable.

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2 Update and test your BCP strategies

The second step to managing and mitigating the risks and uncertainties of your BCP is to update and test your BCP strategies that outline the actions, resources, and responsibilities for responding to and recovering from a disruption or emergency. You should ensure that your BCP strategies are aligned with your business objectives, stakeholder expectations, and regulatory requirements. You should also test your BCP strategies regularly through simulations, drills, or exercises that involve your staff, suppliers, customers, and other relevant parties. You should evaluate the results and feedback of your tests and make necessary adjustments to improve your BCP performance and readiness.

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Charles Benjamin Houston

META Leader | Emergency Management Professional | Military and Civil Affairs Expert
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Make sure that your relevant parties include your local first responders. Having a good relationship with your local first responders that have a basic knowledge of your BCP is priceless. For example, the fire station closest to you may not respond to a fire at your building. It's worth the time to have your emergency manager plot the other fire stations on a map and plan visits. In the dialogue, your team may learn something new to make your plan better or more cost-effective. This can go for your local sheriff's dept, state police, or whomever as all businesses are different. Relationships are the backbone of humanity and it's that humanity that fuels a ready, proactive, and resourceful emergency management team with a strong BCP.

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3 Communicate and train your BCP team

The third step to managing and mitigating the risks and uncertainties of your BCP is to communicate and train your BCP team that consists of the people who are responsible for implementing, coordinating, and overseeing your BCP activities. You should ensure that your BCP team is clear about their roles, duties, and expectations and that they have the skills, knowledge, and tools to execute your BCP strategies effectively and efficiently. You should also provide regular communication and training to your BCP team to keep them informed, engaged, and motivated and to address any issues, concerns, or questions they may have.

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4 Monitor and review your BCP performance

The fourth step to managing and mitigating the risks and uncertainties of your BCP is to monitor and review your BCP performance that measures the effectiveness, efficiency, and suitability of your BCP processes, strategies, and outcomes. You should establish and track key performance indicators (KPIs) and metrics that reflect your BCP objectives, standards, and targets. You should also collect and analyze data and feedback from your BCP team, stakeholders, and customers to identify and evaluate the strengths, weaknesses, opportunities, and threats of your BCP. You should report and communicate your BCP performance to your senior management and relevant parties regularly and transparently.

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5 Learn and improve your BCP practices

The fifth step to managing and mitigating the risks and uncertainties of your BCP is to learn and improve your BCP practices that enhance the quality, reliability, and resilience of your BCP processes, strategies, and outcomes. You should conduct periodic audits and reviews of your BCP practices to ensure that they comply with the best practices, standards, and guidelines in the field of emergency management. You should also implement corrective and preventive actions to address any gaps, errors, or deficiencies in your BCP practices. You should also seek and apply feedback, lessons learned, and best practices from your own or other organizations' experiences to continuously improve your BCP practices.

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6 Innovate and adapt your BCP solutions

The sixth step to managing and mitigating the risks and uncertainties of your BCP is to innovate and adapt your BCP solutions that enable you to cope with the changing and complex business environment. You should embrace and leverage new technologies, methods, and ideas that can help you streamline, automate, or optimize your BCP processes, strategies, and outcomes. You should also anticipate and respond to the emerging and evolving needs, demands, and preferences of your customers, stakeholders, and regulators. You should also foster a culture of innovation and adaptation among your BCP team and organization that encourages creativity, collaboration, and learning.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Joseph Knarich, RN, CPP, CHPA

Security Director - Emergency Manager - Safety Director - Registered Nurse -Healthcare Administrator
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As an emergency manager at a hospital in the United States we follow the Joint Commission’s standards (EM.13.01.01) as a minimum level. As a result, we conduct a hazard vulnerability assessment of the organization at least annually, review the emergency operations plan and BCP (or continuity of operations plan) and succession plan, by a small committee. Adjustments are made in appropriate areas. We then test those plans through both table-top and operational drills where different leaders are removed from the exercise specifically for the purpose of stressing the plans for opportunities to improve.

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Arch Nissel

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In my experience of doing security evaluations on hospitals and facilities, many locations do not validate their plans. No one enforces a card key access door as large groups enter every time someone uses their card for entry. A HAZMAT test with local responders should be unannounced with a joint AAR afterward. Security guards should not just be watching monitors and turning in time keys. Locked entries should be locked and checked often with violators corrected in a manner that will stop repeat offenders. You respond as your train.

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How do you manage and mitigate the risks and uncertainties of your BCP?

1

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3

4

5

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1 Conduct regular risk assessments

2 Update and test your BCP strategies

3 Communicate and train your BCP team

4 Monitor and review your BCP performance

5 Learn and improve your BCP practices

6 Innovate and adapt your BCP solutions

7 Here’s what else to consider

Emergency Management

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How do you manage and mitigate the risks and uncertainties of your BCP?

1

2

3

4

5

6

7

1 Conduct regular risk assessments

2 Update and test your BCP strategies

3 Communicate and train your BCP team

4 Monitor and review your BCP performance

5 Learn and improve your BCP practices

6 Innovate and adapt your BCP solutions

7 Here’s what else to consider

Emergency Management

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