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On completion of your Business Impact Analysis and Risk
Assessment you should draw up a simple checklist for use as an Aide
Memoire in the event of a disruption to your business/service. This
should be followed by writing a full Business Continuity Plan. A
Business
Continuity Plan template to assist with this is included (PDF
64k). This link opens in a new window.
The Aide Memoire will need to be adapted to suit your
business/service. However, the following is an outline:
1 Commence log: It is vital to commence a
record of timings, decisions (by whom) and actions taken from the
onset of any disruption. The record/log keeper must also
sign/initial each entry. The log is likely to be required at any
subsequent Inquiry, Tribunal or Court hearing.
2 Emergency Services: If the Emergency Services
are involved you may need to appoint a Liaison Officer.
3 Record of damage:
- Carry out a damage assessment and document
- Injury to staff/visitors/members of the public
- Damage to property/loss of stock/services
- Damage to contents of buildings (machinery, equipment,
vehicles)
- Assess extent of disruption (business completely/partially
disrupted).
4 Assemble your Business Recovery Team: Your
Business Recovery Team and alternates should be listed, with
contact telephone numbers, in your Business Continuity Plan.
5 Look after and brief staff:
- It is vital you ensure your staff are properly cared for.
Should anyone need medical treatment they should be escorted to
hospital and their next of kin (NOK) informed. If necessary,
provision should be made to get NOK to the hospital also and
appropriate welfare provision should be put in place as required.
Remember you will be wholly dependent on your staff to get your
business/service fully operational following the disruption
- Keep all staff fully briefed - emails, SMS, letter, telephone,
local media, set up a help line etc
- Should they remain at work, should they report for work -
when/where?
- If the workplace is destroyed what does the future hold
- If they are re-deployed consider transport, childcare etc
- Maintain a record and copies of all briefings.
6 Inform: Customers, suppliers, contractors and
maintain a record of all communications.
7 Public information:
- Ideally you should have a trained media representative who is
capable of dealing confidently with all media. Ensure what is given
to the media is factual and honest. In return you should receive
sympathetic and helpful coverage
- Consider a prepared holding statement.
8 Debrief: Arrange a full debrief following the
disruption. Invite all those involved and disseminate the lessons
learnt to all concerned. Assign responsibility actions and
timelines for corrective activities.
9 Review Business Continuity
Plan |