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Business continuity

Coping with the unexpected

Managing a small business or organisation can be challenging and exciting. Every day is different, bringing new challenges from ever demanding customers.

Businesses are now even more reliant on computers and specialist equipment. When they fail it may cause severe disruption. Incidents such as fire or flooding could also effect your normal business operations.

Example

During the Buncefield Depot explosion and fires in December 2005. The Police put in place a cordon which prevented access to buildings within 400 metres of the site for three days. This meant businesses within that area could not access their normal place of work.

Things to think about

When thinking about business continuity, some questions to ask your organisation are:

  • What would you do if you lost access to your premises, plant and machinery through flood or fire?
  • What would you do if you lost power to your premises for a prolonged period?
  • How would you cope if your computers or phone systems failed?
  • Where would you get alternative supplies if your main supplier was unavailable?
  • Will you hold on to your customers if staff are unwell or leave the organisation to work for a competitor?

How well you deal with disruption to your organisation, may determine your future.

Your organisation should introduce business continuity management (BCM) to:

  • prepare for major disruptions
  • help you cope with your day-to-day challenges

BCM is a concept adopted by large businesses around the world. To enable them to cope with major disruptions whether its caused by nature or people. Businesses of any size, in any sector can use BCM techniques, without it costing them a fortune.

There are five simple steps to protect your business:

1. Identify potential risks to your business and understand the impact they could have

Understand how and what you need to make your business work and who has an interest in how well you perform.

  • Which activities are most critical?
  • If you could not continue them for any reason what would have the greatest impact on your business?

Consider how soon the disruption will impact your business:

  • some activities can have immediate effect e.g. loss of telephone service
  • others will take several days to affect the business

This will help you decide what activities you need to restore first if you do face a disruption.

2. Plan and prepare for the risks that are most likely to impact you

Planning and preparation is critical to ensuring your business can continue to function. This can be achieved by:

  • prioritising critical activities
  • implementing a series of simple steps

3. Document key contacts and suppliers

Document useful contacts or services e.g.:

  • insurance company
  • landlord
  • local authority
  • staff
  • customers
  • suppliers
  • utility companies
  • security company
  • emergency services

Having these contacts to hand will be essential should a disruption arise.

4. Check that you are fully insured and that all documentation is stored safely

Insurance is essential for all businesses. Make sure that your insurance is renewed and covers all the risks you may face. Are there limits to your cover/do you need further cover for specific risks? The Association of British Insurers offers downloadable guidance for smaller businesses.

5. Consider joining a relevant industry body or contact your Local Authority

The Business Continuity Institute or similar organisations can offer expert advice and resources. We offer free BCM advice to small and medium size enterprises: civil.protection@plymouth.gov.uk.

Disruption can happen at any time. This is not always from major emergencies but is likely from:

  • local fires
  • accidents
  • breaches in security
  • theft

We all operate in a competitive world and reputation can easily be lost.

Be prepared to deal with any disruption, whether large or small, that would prevent you from satisfying your customers’ needs. Start planning now.

Planning is cheap, losing your business is not.