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There are many details that must be included in a continuity plan. When you’re creating one, it’s best to start with the important elements to serve as an outline, then add the details as your specific needs are identified.

Each company has different needs depending on the type of business, facility needs, and equipment requirements. But all need to 1) assign responsibilities to management and staff so communication happens immediately, how and to whom, 2) have access to their information, 3) determine a temporary location, and 4) routine updates of the plan.

PEOPLE and COMMUNICATION

The most important element of your plan is your staff and an easy-to-execute communication plan. They go hand-in-hand because without a good communication plan, the designated people will not be able to execute their assigned tasks.

How quickly and precisely they can communicate after a disaster will set all the other elements in motion. Without immediate and precise implementation of your plan, there might as well be no plan at all. Management and staff members must have designated responsibilities, with backups in case those assigned are not available due to vacation, illness or being otherwise unavailable.

Some of the elements to put in place are a call tree so all employees are notified quickly. Other communication procedures will involve notifying customers, vendors and suppliers. Depending on the type of disaster, you might also need to contact public safety officials, your insurance agent and local utilities.

Catastrophes happen on a daily basis, and all companies must have a plan in place to stay in business. You might be new, with just a few months under your belt and having invested your life savings to pursue your entrepreneurial dream. Or possibly you are a well-established, extremely successful business owner. Either scenario, and all those in between, could destroy your business in seconds. A fire, earthquake, tornado or other disaster can and does happen.

Are you prepared? The Institute for Business and Home Safety states that when disasters force businesses to shut down, 25% will never reopen. So how do you keep your business afloat if you become a victim of a disaster?

A business continuity plan is essential. The Houston Area Research Center cites these statistics in support of the investment of time and money into creating a plan:

• 35 – 40 percent of businesses disrupted by a disaster without a continuity plan never reopen.
• The 5-year average of U.S. disaster losses is $2.5 billion (pre Katrina).
• Every dollar spent on disaster preparedness saves $7 in recovering disaster related economic losses.

Your ability to reopen quickly is imperative. The sooner you are back in business, the less you’ll suffer from lost revenues. Customers will be retained because they are aware you’re down time will be minimal. And, extremely important, are your employees. As a business owner, you’ll want to get them all back to work so they and their families don’t experience a financial hardship.