11 Reasons why it is important to create a Business Contingency Plan (BCP) in Times of Crisis

It probably goes without saying, but the best time to create a business continuity plan (BCP) is before you experience a crisis. However, if your organization doesn't have one setup and is now one of many trying to put something together, It's not too late to restore order and set things right so you're ready for anything else that may come. Here's a look at why the importance of business continuity planning should be at the forefront of your mind right now.

1. Your business planning will help to identify many potential business disruptors.

Historically, organizations have considered continuous planning or business contingency plans in the event of natural disasters and service outages. This includes a variety of problems, such as hurricanes, floods, and fires, as well as things like power outages or downed communications lines. Man-made crises, such as vandalism or data breaches have also started to gain attention in recent years.

With the COVID-19 pandemic, many companies are learning the hard way that there are more things to avoid. An effective business continuity planning session looks at all your critical business processes, the issues that could impact them, and how to mitigate potential problems, so your organization is better prepared. Even if you're unprepared for coronavirus and a general market downturn, you can prepare for the next event, whatever it may be.

2. Your business will continue to function even if the work environment has to change.

Sometimes work cannot be performed safely in its normal location. Previously, people thought of this in terms of incidents like snowstorms or hurricanes. Unprepared organizations simply stop working altogether but those with business continuity plans have backup locations to move to. However, this can also involve work from home options.

As seen with COVID-19, agile organizations with systems in place to move teams to remote operations had a much smoother transition than their peers. If your organization isn't ready to shift teams to work from home or operations have slowed because people haven't been able to go to their traditional workplaces, working on your business continuity plan now will make it easier to address any remaining productivity issues you have and ensure everyone may move to an alternative work environment as needed in the future.

3. Contact centers and other outsourced services will give your organization more flexibility.

You have a lot on your plate as an organizational leader. When a crisis occurs, you must be able to overcome problems quickly and nimbly. However, peripheral business processes, while they may be important to overall operations, can absorb your focus when you need to handle your customers and employees. When outsourced, this process continues to run smoothly, allowing you the flexibility you need to adjust and pivot your overall strategy, ensuring your organization comes out on top despite the crisis.

If you're currently struggling to clean up a mess or having trouble creating an indent, it's natural to want to focus on the immediate problem. However, doing that just puts a Band-Aid on the problem. You don't see the whole picture and may miss important details, plus you'll be in the same situation when the next crisis comes. It's important to build a full-scale business continuity plan now so you have the flexibility you need to address current situations and future events.

4. Your customers will have protection, and thus will develop more trust in your organization.

All business processes have “customers,” although they may be your end customers who purchase your products and services or they may be internal customers who depend on things like your IT help desk or mailroom to do their work. While it may go without saying, reliable service protects all these people from collateral damage and lost productivity when a crisis occurs and continuous service builds trust in your organization.

If you missed this, trust in your company has been shaken, but you can start rebuilding trust by taking the right steps now.

5. Your key human resources will remain safe and return to work faster.

Sometimes work breaks are unavoidable. In the case of COVID-19, companies have no choice but to keep “non-essential” employees at home, even if those people are essential to business operations. Similar situations may arise in various crises. With the right business continuity plan, keeping employees safe is easy and you'll already have processes and procedures in place to get them back to work smoothly and efficiently.

Consider this: do you know when and how you will start bringing employees back to work? Are you sure the health and safety of essential employees still working at your facility is protected? If you have any doubts, then you should work on your business continuity plan now.

6. Your organization's reputation will remain intact.

Companies are made or lost in times of crisis because so much is at stake. You must be able to look after your customers, look after your employees, and overcome perception issues, all while dealing with business strategy and financial challenges and ensuring everyone's safety and the security of facilities and data. It's a tall order and many organizations don't succeed, then end up with a PR nightmare on their hands to overcome it too. However, with the right planning, you can actually improve your organization's reputation, build relationships and a stronger future.

If you've faced reputational blunders during COVID-19, you may already find yourself saying, “Never again…” Starting your business continuity planning now ensures you'll keep those promises and finding the right solution doesn't fall by the wayside as you continue the operation. Plus, it can help you recover from any reputation issues you may be experiencing right now.

7. Communication will be smoother.

A detailed business continuity plan addresses important issues and keeps everyone informed. Details such as who needs to be notified, how they will be notified, and what steps need to be taken are outlined. Communication channels are also created beforehand, so everyone knows where to look and stay connected.

Do you have some people on various instant messaging platforms, others on their phones, and some sending dozens of emails? Have people ever complained that they don't know where to look for information? Have you noticed a decline in productivity, but couldn't identify the root cause? Business continuity planning can help you improve communication lines now and ensure they remain open in the future.

8. You will avoid excessive downtime.

It takes time to bring people and processes back to full operation after any kind of closure, but valuable moments are lost when you need to strategize their return. Business continuity planning ensures you don't have to worry about this, so you get back on track quicker and can help you avoid downtime altogether in many cases too.

Don't wait until you're ready to start bringing people back to work to make a plan to do so. Outline now a solid continuity plan.

9. Your recovery from a crisis will be faster.

Those who don't have a business continuity plan ready when a crisis hits are left to make the best of a bad situation, which can result in unnecessary costs and losses. Planning ahead helps ensure you avoid this and makes it easier for your organization to recover when the crisis is over.

As mentioned previously, there are many components that influence how your business will recover from a crisis. Your preparation for it is one of the greatest, but if you are not prepared for what is happening now, the decisions you make will still impact the survival of the organization and how it performs afterward.

10. Your company will gain a competitive advantage.

Agile companies that can pivot and bounce back quickly outperform their peers. They are more likely to survive a crisis and thrive when normality is restored. Because business continuity planning offers all the benefits outlined here, those who take advantage of it are poised to overtake their competitors.
11. You will have greater peace of mind.

You estimate and stick to budgets, conserve resources, purchase insurance, conduct market research, and invest time in strategies to ensure your organization's future is secure. Business continuity planning is similar to this. While you may hope not to take advantage of your plan, it's reassuring to know that you're protected if something does happen.
Get started with your business continuity plan now.

Whether your organization is struggling due to current events or has left you with the realization that your company is not as prepared as you thought, starting a business continuity plan is the next logical step. With three decades in the industry and experience supporting large corporations, Fortune 500 companies, and government organizations through booms and busts, Artatel can help you identify your greatest risks with a sound rationale for continuity and develop a plan to ensure your organization is one of the few that not only survives this but thrives after and is ready for the next. Contact us to get started.