A Business Continuity Plan is a plan that focuses on the ability of a business to prepare for and respond to unexpected disruptions.
The goal of this plan is to protect employees and assets so that a business can continue to operate.
Well-prepared businesses have been proven to fare much better through and after a disaster because they have already considered the possible impacts to their business and developed strategies ahead of time for dealing with them.
This Business Continuity Planning tool contains a series of activities which will help you to better understand your business in areas such as:
Lessons with a "form" icon in front of the name means that there will be some information for you to fill in on that page.
Example: 
How to Identify Hazards Specific to Your Business
And lessons with a "printer" icon in front of the name means that there will be resources that you can print on that page.
Example: 
Insurance Support
For the purpose of business continuity planning, hazards are defined as conditions which are exterior to your business operation and outside of your control.
For example: "Loss of electricity" is a hazard because it is an outside influence and is out of your control.
Loss of frozen food inventory due to a power outage impacts both a business function (cold storage) and a critical asset (operating freezer). These are both internal to your business – not hazards.
Record only the hazards which are applicable to your business:
If there is a hazard listed which you feel is not a risk to your business, don’t include it.
Don’t feel constrained to the hazards provided, feel free to add your own in the "Other" section.
An example of an absolutely core business asset for a gym would be the building itself – without a space to work out in, the ability of the gym to generate income is dramatically impacted.
The ability to print membership cards, however, is not a core business function. The gym can still generate revenue without the ability to print membership cards – and there are many easy alternatives such as checking in on a clipboard.
Next, it’s time to take inventory of your own business’ critical assets and functions. The following video walks you through the process of completing this next task for your Business Continuity Plan.
Now it’s your turn – identify each of your core business assets and functions below. You can add as many additional assets and functions as needed for your specific situation.
Next we are going to determine the maximum amount of time that these business functions can be interrupted. This time frame is called the Recovery Time Objective (RTO).
When doing this you should assume the complete loss of the business function or asset.
The goal is to have these business functions operational within the specified RTO.
An example of an absolutely core business asset for a gym would be the building itself – without a space to work out in, the ability of the gym to generate income is dramatically impacted.
The ability to print membership cards, however, is not a core business function. The gym can still generate revenue without the ability to print membership cards – and there are many easy alternatives such as checking in on a clipboard.
Next identify the potential impacts of being unable to resume the business function within the specified RTO.
Potential impacts may be financial, organizational, operational, and/or social.
Assign a score to how severe the impacts you just brainstormed are—would they disrupt your operations for a few hours? A few days? Shut your business down completely?
Rate the severity on a scale from 1 to 5, with 5 being the most severe. This rating scale is relative, so consider the impact of this business function being interrupted relative to the others.
An example of an absolutely core business asset for a gym would be the building itself – without a space to work out in, the ability of the gym to generate income is dramatically impacted.
The ability to print membership cards, however, is not a core business function. The gym can still generate revenue without the ability to print membership cards – and there are many easy alternatives such as checking in on a clipboard.
A business impact assessment takes a more detailed look at all of the information you have already identified, combines it all together and then prioritizes which Hazard Action Plans should be created first.
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
After identifying the greatest risks to your business, it is time to start thinking about how to reduce those risks.
Mitigation and preparedness are two ways to do this:
For example:
A mitigation measure is implementing recommendations from the FireSmart Program to reduce your business wildfire risk, such as fuel management around the property or tree limb removal.
A preparedness measure would be creating your emergency preparedness kit before a wildfire, so that if a wildfire happens you have the supplies needed to reduce your risk.
Both are examples of ways to reduce the impacts that a wildfire might have on your business.
Want help brainstorming some mitigation and preparedness strategies? Let’s see what strategies Pam is able to develop for her gym.
Possibly the most critical component of executing your business continuity plan is your employees. Their involvement in the planning process is critical. A primary focus will also need to be on your employees’ personal lives should they be disrupted.
Training and Succession Planning
As mentioned above, some of your employees may experience personal impacts from a disaster. Having a plan that allows them to take the time they need to deal with personal impacts is critical. A key part of this plan is cross training and succession planning. Succession planning is the process of having your key operations remain functioning regardless of key personnel. Cross training provides more flexibility in managing your staff to get the job done. It is also good for staff because it helps them learn new skills, increases their value to the firm, prevents position fatigue and, ultimately, supports succession planning.
Involve Your Employees
A good business continuity plan only happens when everyone in the business is aware of what the plan is and how to execute it in case of emergency. Involve your employees in every stage of your planning process so they are familiar with what to expect and what their roles and responsibilities are should a disaster happen. Consider having some of your staff take formal disaster training and appoint them as leads in your business continuity plan.
Staff Well-Being
Your employees are your biggest asset. You will want to be sure the working conditions are safe before anyone can return to work. Also, consider if your staff have been personally impacted. Respect the time staff will need to take care of their homes and families, offering your assistance if possible.
Emergency Telecommuting (Remote Working)
Telecommuting can be an excellent option to maintain key business operations during a weather emergency or other workplace disruption. From keeping employees off of dangerous roads to avoiding a possible influenza outbreak, telecommuting can keep your employees healthy, safe, and stress-free, all while maintaining their work productivity. In order for telecommuting to be successful as a business continuity tool there needs to be some planning. You must identify which jobs can be done remotely, put the proper technology in place, ensure the technology is secure (protected), train your staff and test the system.
Alternative Suppliers
Your business may rely heavily on external key suppliers to provide products and services. Ensure your suppliers have their own business continuity plans and understand what will happen to their supply chain should their operations go down. Look into alternative suppliers in the event your main supplier is impacted by a disruption.
Alternative Locations
Your business may rely heavily on a physical location to provide products and services. Take the time now to identify possible alternative locations for critical business assets and functions (like storage, a retail storefront, commercial kitchen, etc.).
Power Failure Strategy
Businesses across the world have become heavily reliant on the availability of continuous power. Because of this reliance it is critical that your business have a power failure response strategy in place. Here are a few power failure strategies to consider:
Crisis Time Log
Tracking the time it takes to implement your business continuity plan and capturing unexpected activities that you may not have included in a crisis time sheet will help you review successes and challenges in your business continuity plan after the disruption.
Emergency Assistance Agreements
If your business is impacted by a disaster your resources may be stretched to the point where you are unable to continue operations. Prearranging an agreement with other businesses or organizations to provide emergency assistance to each other in case of a crisis can be invaluable. Not only can you ensure your business operates during difficult times, but you can also gain valuable insights by helping other businesses with their own business continuity planning process.
Information Technology Protection
Data is one of your business' most important assets. When a disaster happens, an Information Technology (IT) strategy can make all the difference in your business' survival. In its simplest form you can protect your data by having hard copies of critical information, data and resources stored securely in an off-site location. This way, even if your physical location is compromised, you can establish the continuation of your operations.
Cloud Storage and Computing
When data is stored on remote servers accessed from the internet, it is called "Cloud Storage." This virtual storage is maintained, operated and managed by a cloud storage service provider on storage servers that are built on virtualization techniques. Businesses of all sizes can be empowered using cloud technology, knowing their most current data is being stored securely so that they can have instant and accurate information anywhere, any time, and on any device.
Data Backup
Ensure you backup your data regularly onsite and offsite and test your system periodically to verify you are able to restore your system if needed. Use an external storage device (external hard drive or USB storage) to backup data and store it in a secure off-site location.
Outward Crisis Communications Plan
Crisis communication has the potential to affect your business' reputation, good or bad. In the midst of an emergency or crisis, you can ensure your good reputation shines through with some preplanning. Once you have identified specific crises that could impact your business you can prepare responses that align with each potential risk in advance.
Inward Crisis Communications Plan
Communication is a two-way street; receiving information vital to your business during an emergency is just as important as messaging it out. Emergency communication is not without its downfalls, however, as misinformation can also be present. Choose your trusted sources of information in advance with this in mind.
Donations
“Never Raise Prices” Policy
Raising prices in the face of a disaster is distasteful. No matter what you sell, being a good corporate community member can increase customer loyalty and help you attract new customers. Having a standing company policy to never raise prices is a way that you can show your commitment and gain social equity.
Hazard Action Plans are single-page “mini-plans” which are hazard specific and are designed to be a single go-to source of information used before, during and after a hazard situation.
Beforehand they represent a reference point for preparedness and mitigation strategies specific to each hazard.
During an emergency situation they can be easily referenced to review likely impacts and strategies already identified.
After a hazard situation they represent a reference point for recovery and response activities to help get your business back online as soon as possible.
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
Cloud storage is an important consideration for any business owner wanting to reduce or mitigate risks associated with an emergency.
What is cloud storage?
Cloud storage is a method of storing computer data digitally on ‘the cloud’, often hosted on a physical server off-site by a dedicated hosting company.
What are the advantages of cloud storage?
To ensure your important business data and documents are preserved in case of an emergency, such as your work computer and/or server being destroyed in a flood or wildfire, or even theft of your business computer, cloud storage is crucial.
Having proper insurance coverage is one of the most important things businesses can do as far as risk reduction.
Only 8.5% of businesses in the 2017 TNRD wildfires held business interruption insurance and were able to successfully make a claim.
This is especially important as businesses are not eligible to apply for government disaster financial assistance if insurance was available for a particular loss and the business chose not to obtain coverage.
Business interruption insurance offers coverage that will replace your lost income and covers expenses if your business can’t maintain normal operations due to an insured loss.
It is different than most other types of insurance because it doesn’t necessarily involve a physical loss of your own property.
Insurance can appear costly, but it is undoubtedly one of the best mitigation and preparedness strategies you can take to prevent business challenges in the face of an emergency. Find out some important insurance tips in the following video.
Not sure where to start when approaching an insurance broker about coverage for your business? The helpful PDF guide below can be printed and taken to your meeting with the insurance broker, so you remember important points to bring up when finding a plan that works for you and your business.
Now it’s time to add your business’ insurance information to your Business Continuity Plan. The below video provides a step-by-step walkthrough of how to complete this section of your plan.
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
In this step you will document all of the critical information that you might need should an emergency arise.
This way, in the event of a business disruption, you will not have to waste valuable time scanning through stacks of documents to obtain vital information (such as key contacts and insurance information).
Furthermore, if you have been evacuated, you will have all the information you need to answer questions for aid groups and authorities as well as be able to stay connected with key contacts.
The Business Continuity leads are the first point of contact in the case of an emergency and the alternative point of contact, if the first lead is unreachable.
In the creation of your business continuity plan, you should identify who these people are and make sure that they are aware of their responsibilities, the locations of all important items and, most importantly, your business continuity plan.
The video below will explain how to complete the business continuity lead section of your business continuity plan.
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
Valuable time can be saved when locating items of interest during an emergency. This table will act as a reference for others (such as first responders or staff) who may be able to assist the business continuity lead when dealing with an emergency situation.
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
The next tables summarize all of the important “business specific” information which you may need available during an emergency.
For example: If you had been evacuated and needed to contact Canada Revenue Agency to check and see when your next GST remittance is due, what information would they likely require?
If you had your business registration number and GST account number you would likely be able to get an answer. Similarly, using your BCeID you might be able to login and check for yourself.
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
The key contact lists are lists of all critical contacts who are important to keep in touch with during an emergency situation. This includes staff, suppliers, and key customers. Additional emergency contacts should also be identified that fall outside of the scope of the other three lists, including:
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
The first additional item that can expand the scope of your business continuity plan is a crisis communication plan. A crisis communication plan is a strategy outlining guidelines and key messaging for the business to respond to an unexpected event or emergency.
There are two main components of a crisis communication plan.
The first involves strategies around communicating information about your business outwards.
The second involves strategies around collecting information from external resources to stay up to date on the hazard.
Knowing who you will communicate with during an emergency is an important part of the preparedness process. Relevant stakeholders to communicate with include employees, customers, business partners, service providers and the media (if necessary).
During an emergency, how will you use your business website, social media, email, telephone?
Creating a Crisis Communication Plan is a valuable tool for developing these communications strategies ahead of time.
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
Now it’s time to craft the communications plan and messaging for possible crisis situations. The video below will provide practical examples for how to complete this section of your business continuity plan.
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
You should think about where and how you will get up-to-date information in an emergency.
Knowing ahead of time what sources (like news media and local government agencies) you should monitor will help ensure your business gets the information it needs in a crisis.
It is recommended to list out some important information sources pertaining to each hazard, along with a URL of their news page or contact information.
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
Emergency shutdown procedures are worthwhile to document for many businesses. While this step is not applicable to every business, if your business has specialized equipment that might need to be shut off in the event of an emergency – this document could help staff or emergency responders to know how to turn this equipment off when needed.
You might ask, in which cases should emergency shutdown procedures be documented? For one, some equipment is very complex and oftentimes only one or two individuals know how to operate it, in which case this information is critical. Alternately, other equipment can actually be destroyed or become dangerous if it is not shut down in the correct order. Examples of this include boilers and some manufacturing equipment.
Take some time to brainstorm about the equipment and tools that are used in your daily operations. Are any of these items potentially dangerous in an emergency situation? Are any of these items important to shutdown prior to evacuating, particularly if leaving them unattended may create additional hazards for first responders? Make note of this equipment and detailed shutdown procedures using the form below.
Some hazards will necessitate the declaration of an evacuation order because it has been deemed too dangerous to stay in the area.
The authority to order an evacuation can rest with different levels of government (local, regional, provincial, or federal), and a standard three-stage evacuation process has been adopted by all levels of government. Print off the below linked Evacuation Guide to learn more about this three-stage process.
An Emergency Responder Package is a simple collection of information which would prove useful to emergency responders in a hazard situation.
The Emergency Tube is meant to be an easily accessible waterproof tube to store critical business information.
Please be careful that it is placed where it can only be accessed by responders and be aware that it may be subject to theft.
This is a list of items to consider when building your Business “Grab and Go” Kit.
The “Grab and Go” Kit is also called an emergency preparedness kit and many are available for purchase pre-made.
Employees should also be encouraged to build their own “Grab and Go” Kits and have them available at all times, such as in their vehicle.
If you’re having a hard time viewing the video, click the button on the bottom right hand side to make it full-screen.
Following a disaster, the provincial government may declare the event eligible for Disaster Financial Assistance (DFA).
Once declared, the DFA program may compensate individuals for essential uninsurable losses and/or reimburse local governments for damaged infrastructure.
In order to apply for assistance, businesses must meet all DFA program eligibility criteria.
Only uninsurable items essential to the operation of the business will be considered for financial assistance.
If your business is based out of your home, disaster and emergency preparedness are still important. Below are some important things you should consider that are specific to home-based businesses:
We've compiled a convenient list of provincial contacts that will cover almost any emergency.
Congratulations! You have successfully completed your business continuity plan. This will be a huge assistance if your business ever faces an unexpected emergency situation.
Now is the optimal time to download and print some copies of your business continuity plan. Remember to keep copies of this plan accessible to yourself and your staff and ensure you return to this platform on a regular basis to update any outdated information and keep your business continuity plan up-to-date.
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