Business continuity checklist – Introduction
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Throughout the life of your business, it is very unlikely that you will be affected by a major crisis or disaster such as flooding or fire. To be on the safe side, it is important to plan should such an event happen.
There are many aspects of a business which need to be considered when thinking about business continuity planning, all aspects are important.
This guide highlights the sorts of issues which need to be considered with regards to equipment/IT & telecoms, finance/media/general, people/suppliers/customers and premises/insurance.
The checklist is not an exhaustive list but does provide a guide to the sort of issues which need to be considered.
Equipment/IT & telecoms
Equipment
What, if anything is immediately usable?
What needs cleaning/repairing/testing, who can do this and when?
What needs replacing immediately?
What needs replacing but not immediately?
Can you borrow or rent?
Can you subcontract?
Where can you buy from?
How quickly can the replacement equipment be in place?
Is any specialist installation required?
If you need to move premises how can any salvageable equipment be moved?
IT & telecoms
What, if anything is immediately usable?
What needs cleaning/repairing/testing, who can do this and when?
What needs replacing immediately?
What needs replacing but not immediately?
Can you borrow or rent?
Can you subcontract?
Where can you buy from ?
How quickly can the replacement equipment be in place?
Is any specialist installation required?
If you need to move premises how can any salvageable equipment be moved?
Have you got back-up copies of information (even paper copies)?
If not can any be retrieved?
What steps need to be taken to secure sensitive information?
Finance/media/general
Finance
Have you prepared a revised cash flow forecast, taking into account trading requirements as well as insurance?
Have you contacted your bank?
Have you talked with your accountant?
In consultation with your accountant, have you considered options like requesting a deferment of VAT/NIC/PAYE payments and changes to non essential expenditure?
Media
Who is going to deal with the media and what are they going to say?
General
Have you prepared a list of what you need to do, who is doing it and when?
How quickly and by when do functions like payroll, paying suppliers and invoicing need to be up running?
What benefits may be available to you?
People/suppliers/customers
People
Can staff get to work?
If you move premises what are the issues, if any, for staff travelling to work?
Do staff have problems at home as a result of the crisis and what implications does this have for you?
What health & safety issues are there?
Have you got staff information?
How can you contact staff?
Have you contacted all staff?
Do you need to lay any staff off?
What benefits may be available to staff?
Do you need to vary terms and conditions of employment?
What arrangements do you need to make for paying staff?
Watch out for excessive stress and fatigue – besides anything else this can affect decision making capability – your own and your staffs’
Consider possible staff retention issues
Suppliers
Have you got your supplier information?
If you haven’t how can you retrieve or compile it?
Have any of your suppliers been affected?
Do you need additional supplies?
Do you need to cancel/postpone supplies?
If so what are the contractual implications?
Can existing suppliers still supply or will there be any interruption?
Who are the alternative suppliers and can they supply?
Have you contacted suppliers to let them know what the situation is?
Are you able to pay suppliers, do you need to negotiate extended terms?
Customers
Have you got your customer information?
If you haven’t how can you retrieve or compile it?
Have any of your customers been affected?
Do they need to cancel/postpone orders?
What line are you going to take on cancellations, bearing in mind the need to balance your own financial situation against future customer relationships?
Do they need additional suppliers?
Will they still buy in the short/medium/long term?
Are customers able to pay you?
Can you still supply – in the short/medium/long term?
What arrangements can you make if necessary to fulfil orders?
Have you contacted customers to let them know what the situation is?
Are there any additional opportunities which could arise from the current situation?
Should you redirect marketing and sales resources?
Do you have stringent credit control procedures in place for any new customers or for existing customers requesting extended credit – bearing in mind the need to balance new opportunities and customer relationships against your own financial situation?
Premises/insurance
Premises
Are your premises currently usable or not?
Can they be made usable quickly?
Do you need to move temporarily elsewhere and for how long?
If so:
- Can you share with another business?
- Can you operate from home or other residential premises?
- Do you need to rent temporary accommodation?
Checking of electrics etc
What steps need to be taken to secure the property?
Insurance
Have you contacted your insurer?
What does/doesn’t your insurance cover – including business interruption?
What does your insurer need from you and when?
What can/can’t you do without prior authorisation from your insurer?
What are the expected timescales involved?
