These difficult times have made it feel like so many things aren’t in our control, but now is a time to stay proactive, productive and resourceful—and to focus on the things that are in your control. Creating a Business Continuity Plan (BCP) can help with that.
By having a clear picture about how the coronavirus pandemic is affecting your business—and putting in place your Plan B – a BCP can keep your confidence up and keep your business operating.
This Business Continuity Planning Worksheet is designed to help get your business through this pandemic. It covers three areas:
Make sure you and your employees are safe – that’s Step 1. But how do you plan to keep them updated as there are new developments? First, make sure your emergency contacts list is up to date. Include all your key contacts such as employees, technical support, suppliers, emergency assistance and your banking relationship manager. Then, establish a communication plan for ongoing updates and identify who’s responsible to keep communications going. Check out page 1 of the BPC Worksheet, Create an emergency response communication plan.
Doing a quick Business Impact Analysis lets you prioritise the key processes in your business and then estimate the potential impact of them not occurring. There are four elements that go into a BIA; you can fill out as you read along by using page 2 of the BCP worksheet, Perform a quick Business Impact Analysis.
Every business has must-haves and nice-to-haves. The must-haves are the absolutely necessary processes and resources you need to run your business. This part of the exercise helps you identify them and then rank them in order of importance. It should include things like:
Example: Let’s take the example of a physical store closure. If your store closes, then it has a crucial impact on your ability to sell products and services.
Getting back to “normal” in this situation may take several weeks or more, so you’ll want to look at how the length of downtime impacts your business. For each critical business activity you identified above, estimate its impact on your business over different lengths of time. This’ll help you figure out the maximum acceptable period of time an activity can be “offline” before critical failure. For example:
Example: Continuing the example from above, a store closure lasting 14 days will have a much different impact on your business than a closure for 60+ days.
For each critical business activity, think about the specific effects a disruption might have to your business. For example:
Example: If your store is closed, you’ll take a hit to sales revenue. Also, you might start selling more from your webstore, which incurs shipping costs and might raise expenses.
The downtime from your critical business activities might impact customers, finances and your ability to meet regulatory requirements (if applicable). Estimate as many of these impacts as you can. For example:
Example: If your store is closed, you might not be able to deliver the products or services your customers ordered, causing customer dissatisfaction. The loss in sales revenue would be £X.
Now that you have a clearer picture on which parts of your business are impacted and how, you can begin to strategise ways to minimise the consequences. See page 3 of the Business Continuity Planning Worksheet for developing your continuity plans.
Example: If your store is closed, you might already have in place an email campaign to keep customers engaged. You might brainstorm additional ways to get products into your customers’ hands, such as using social channels to drive traffic to your webstore.
Write everything down.
Make sure you write down your contingency plans. This may seem like a no-brainer, but documenting this work will not only serve as your COVID-19 strategy today, but can also become the building blocks of a long-term Business Continuity Plan (BCP) for almost any type of business disruption.
We’ll get through this.
Completing this simple Business Continuity exercise will give you back some degree of control—and hopefully help restore your confidence. Even if we all have to turn to our Plan B or even Plan C to keep business running, one thing’s for sure: We’re still moving forward.
Stay safe. Keep innovating. We’ll come out stronger on the other side. If you need help at any point, please visit the PayPal Help Centre.
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