As the year draws to a close and I begin to compile all of my year-end paperwork, I cannot help but stop and be thankful that it is organized and accessible, mostly because it is stored online or on flash drives. One of the things I accomplished this year was storing all of my important paperwork on a flash drive. We all say we’re going to do it, later. Then something happens, before “later” occurred, and we wish “if only I had done that sooner.”
A business continuity plan is the least expensive insurance policy that a small business can have. It costs nothing! And while it’s not included in most of the long lists of paperwork needed for your small business, it is probably one of the most valuable documents you’ll create. You just need to document critical information so that your business can continue in case of an emergency. For yourself, it is sometimes difficult to remember where things are during an emergency. Your head isn’t focusing on anything but the emergency. For your employees, knowing how to continue in your absence can be the difference between your business thriving or failing. For your vendors and others, it is the professional image of your business continuing regardless. Your business is your livelihood, and you need to prepare for “what if.”
A business continuity plan should include:
1. Key personnel – including address, emergency contact number and where they will be during an emergency, so that you can verify that they are OK, and reach them if you need them. Also include business continuity directions and include powers of attorney, as well as any other legal documents that may pertain to key personnel.
2. Vendors and others – your contact management system should be backed up and easily accessible, including local emergency numbers like security, electricity, gas, water, police, fire, etc.
3. Equipment – critical information about all of the equipment you use in your business including purchase information, warranty information, contact information for these companies.
4. Paperwork – legal documents including articles of incorporation, HR information, tax returns, insurance policies – any documents that you would need to start your business. You should also ensure that your financial documents are in place in case of receivables, payables and bank account access.
5. Computer information – keep records of all software serial numbers or key codes. If your equipment is destroyed, you will need this to find out about replacement software.
6. Photos – take photos of valuable equipment that you may need for insurance and/or replacement purposes.
7. Contingency plan – can you rent comparable business equipment locally, is there another location that you can use until your is available, can some employees work from home and if so, what type of communication system do you have in place to share information;
8. Documentation – the plan should be given to key personnel. A copy of this information should be stored in secure locations. All of this information needs to be updated on a regular basis. While a copy of your business continuity plan should always be accessible, some of the information is confidential and should not be made available to everyone, so think about this before you include it in every copy. Some of that information can be given to key personnel and just document who has it in case of emergency.

All of these issues are “what if’s”. If you have all of the materials saved in your bank safety deposit box and at home, and then something happens and the bank is closed, how do you access the information? I gave flash drives of my plan to out-of-town family members. The documents are saved as .pdf files and can be easily accessed through e-mail on my Blackberry. And then plan to update and test a new plan quarterly.

So I am thankful that I have my BCP. I also feel good when I update it and realize that changes have occurred and I need to make note of it. Change means growth and that makes me happy!