How to Test a Business Continuity Plan

Step-by-Step Guide

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   Step 1: Study the plan thoroughly and ensure that it is updated.

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   Step 2: In case you want the testing to reveal the gaps

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   Step 3: then you may skip the above step.

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   Step 4: However

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   Step 5: in order to get the most out of the testing exercise

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   Step 6: it is always better to ensure that the plan is updated.

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   Step 7: Having updated the plan

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   Step 8: the next step is to plan the testing itself.

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   Step 9: Write out the clear objective of the testing plan along with details about who all are required to be part of the testing exercise

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    Step 10: what is their role

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    Step 11: type of testing exercise that you are envisaging

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    Step 12: what are the expected outcomes.

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    Step 13: Having done the above

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    Step 14: decide if you want to opt for a desktop exercise (where you simulate a real life scenario in a meeting hall or a conference room) or you would like to do it on a real time basis.

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    Step 15: For the testing exercise

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    Step 16: it is also crucial to inform all the stakeholders well in advance so that they are prepared.

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    Step 17: Keep the top management team informed so that employees take the testing plan with all the seriousness that it deserves.

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    Step 18: Communicate the venue in advance along with the date and ensure that there are no last minute cancellations.

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    Step 19: Be mentally prepared for the challenges - indifferent responses

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    Step 20: last minute cancellations etc and focus on the broader goals.

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    Step 21: It is advisable to have one or two sponsors for this exercise - like the Marketing director or Operations director or HR director who can add value and positional influence to the testing exercise.

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    Step 22: Generally the duration of the testing exercise depends on a number of factors but in general

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    Step 23: you can have a 1-day session for a desktop testing exercise.

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    Step 24: It is advisable to have the testing exercise off-site but often due to cost factors and logistical constraints

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    Step 25: the testing is done at the relevant location.

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    Step 26: 3-days prior to the testing date

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    Step 27: send an executive summary of the testing plan to all stake holders.

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    Step 28: Have the case studies ready at hand that describe the sequence of hazardous events taking place.

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    Step 29: On the scheduled date

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    Step 30: begin the testing by clarifying the objectives clearly in the opening session.

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    Step 31: Explain to the audience that this is neither a fact finding mission or a fault finding mission but an attempt to ensure that the business continuity plan is fit for purpose.

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    Step 32: Have one resource dedicated for capturing the data on a spread sheet live when the testing is in progress.

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    Step 33: Let there be one more resource who documents the proceedings in minute details.

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    Step 34: Please note that documentation is not only important but also all minor details need to be documented.

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    Step 35: Following the completion of the testing plan

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    Step 36: it is important to give a break and request all to reassemble after 30 minutes.

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    Step 37: Seek feedback from audience to add value to the document.

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    Step 38: You can ask open ended questions like - What went wrong

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    Step 39: what went well etc and use the answers to enrich the document.

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    Step 40: Do not run down any feedback.

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    Step 41: In the closing session

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    Step 42: thank the people for spending their time.

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    Step 43: Insist on a top management team member address the group and share their thoughts and provide assurance that the feedback will be used to rebuild the plan more effectively.

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    Step 44: Post testing

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    Step 45: communicate the gaps to the group via Email and also inform them about how these gaps have been used to update the plan.

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    Step 46: Update the plan

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    Step 47: archive the earlier versions and communicate the new plan to all stakeholders with the revision number and date.

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    Step 48: Do seek management feedback (You ask and you will get it !)

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    Step 49: It may be worthwhile to do a random check on the next period for testing the plan (perhaps after 6 months) and also if we can do a real time simulation.For example allow operations at a site to come to a grinding halt by way of artificially created hazard and then work at testing the plan.

Detailed Guide

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