Continuity and contingency planning

Step 7. Identify who can run the business in your absence

Questions to ask:

• If something takes you or another important team member away from the business, who can take over important tasks? 
• If there’s a major disruption, what is each staff member’s role in getting the business back on its feet?

Step 8. Keep contact details handy

Questions to ask:

• Do you have emergency contact details handy? This list may include staff, emergency services, clients and suppliers. You may also include your insurance details, security company and neighbouring businesses.
• When were contact details last updated — is it time to check for any changes?

Step 9. Back up important data

Questions to ask:

• What data — customer details, emails, files and spreadsheets — are critical to your business? 
• What sensitive data — personnel files, bank details, tax documents — do you need to keep safe? 
• Do you regularly back up data on a hard drive, server or in the cloud? It’s time to start if you don’t do this already.

Storing and backing up data

Step 10. Put it into practice

Much like emergency plans, a business continuity plan shouldn’t sit on the shelf. It needs to be tried and tested with relevant staff at least once a year. This doesn’t need to be expensive or time-consuming.

Run 20-minute stress test exercises where you give staff a scenario to plan for. Rather than fixating on the cause of the disruption, eg a natural disaster or power cut, focus on how to manage the consequences:

• What will they do if an important machine isn’t working? 
• What options do they have if the premises are closed for a week or longer?

No two crises are the same. But together, you may find similar solutions to different situations. Your plan will change as your business evolves, so make sure you debrief after each test and update the plan if necessary.

Staff need to know what to do even if you’re not available. Make sure your plan is easily accessible.

For a downloadable guide and template that walks you through important steps of BCP, see Wellington Emergency Management Office’s website Get Prepared.

Prepare your business(external link) — Get Ready

Resilient Organisations has resources to help small businesses thrive in any environment.

Guides for businesses(external link) — Resilient Organisations

Earthquake preparedness checklist [PDF, 356 KB] — Resilient Organisations