Chuck LEAN Business Consultant
Business Continuity Planning is an essential strategic management planning process used to enhance business resilience in the event of an emergency or disaster. The completed Business Continuity Plan (BCP) provides guidance to workplace parties and stakeholders so that the business can continue to operate during an adverse event e.g., provide products and or delivery of services to clients or customers during an emergency.
Having a plan may also assist to:
Ensure businesses have the timely information and guidance they need to operate Ensure compliance with legislation, standards, and government directives Reduce business interruption, maintain and or protect critical business functions Minimize job and revenue loss Enhance procurement and maintenance of resources e.g. equipment / critical supplies Optimize human resources, communications, and efficiencies before, during, and after the event Protect clients, customers, and worker health and safety Utilizing a framework can help guide businesses in establishing an effective BCP.
Can you please share your experiences with Business Continuity Planning?
Who should use this tool?
This tool was designed for those with oversight of an organization’s BCP for pandemic events e.g. senior management committee or pandemic business continuity planning committee or working group.
How to use this tool
1. Review the section on the business continuity planning background to become familiar with the five-step framework.2. Become familiar with legislation and guidance information sources related toemergency and pandemic management for example:a. Emergency Management and Civil Protection Act, Ontario Regulation 380/04,Occupational Health and Safety Act and related regulationsb. Federal, Provincial, Municipal Standards, Frameworks, Directives, PandemicPlans e.g. Public Health Agency of Canada, Public Health Ontario, EmergencyOperation Centre. Ministry of Health, Ministry of Long Term Care, Ministry ofLabour Training and Skills Development, Emergency Management Ontario etc.c. International Guidance e.g. World Health Organization (WHO) includingpandemic risk assessment, phases and planning;
Centre for Disease Control (CDC) and National Institute for Occupational Safety and Health (NIOSH) etc.3. Be prepared to gather, review and analyze business information, capabilities and processes to identify business continuity risks and gaps. This may include but is not limited to:
a. Business Functionsb. Existing organizational policies, procedures, protocols, training related topandemic e.g. infection prevention and control; human resources; health andsafety; occupational health services; procurement; emergency management;pandemic plan; security during a pandemic; laboratory; risk communication etc.c. Human resourcesd. Information technologye. Internal and external communicationsf. Logistics and infrastructure including inventories of equipment, materials andsupplies; and lists of existing and alternative vendor options4. The committee or those assigned to conduct the business continuity planning shouldreview the items on the checklist and determine whether each line item:a. has been completedb. is in progress; orc. has not been started.
Place a checkmark beside the correct choice. If the item line does not apply place ‘not applicable’ or ‘N/A’ in the action plan section.5. For those items ‘in progress’ or those that ‘have not been started’, develop an action plan to identify and address the identified gaps, assign responsibility, and target datesAdditional items can be added to the checklist as the organizations sees fit.6. Report checklist findings, the action plan with dates, and assignment of responsibility to the planning committee/working group and senior management for review and approval. Be prepared to make adjustments.7. Communicate the action plan and target dates to those identified to be responsible for items in the business continuity planning checklist. Identify any barriers, facilitators and where required coordinate resources. Where barriers exist that cannot be mitigated, report the circumstances to the planning committee for resolution or an alternative action.8. Enter completion dates after each item is achieved and ensure the entire planning committee and senior management are updated regularly.9. To ensure the organization is always prepared for a potential pandemic or another emergency, senior management should review the BCP at least annually or sooner in light of changing information, situations, standards, best practices, legislation, or other directives.