from the functional areas identified by the organizational analysis
IT subject-matter experts with technical expertise in areas covered by the BCP
Cybersecurity team members with knowledge of the BCP process
Physical security and facility management teams responsible for the physical plant
Attorneys familiar with corporate legal, regulatory, and contractual responsibilities
Human resources team members who can address staffing issues and the impact on individual employees
Public relations team members who need to conduct similar planning for how they will communicate with stakeholders and the public in the event of a disruption
Senior management representatives with the ability to set the vision, define priorities, and allocate resources
Tips for Selecting an Effective BCP Team
Select your team carefully! You need to strike a balance between representing different points of view and creating a team with explosive personality differences. Your goal should be to create a group that is as diverse as possible and still operates in harmony.
Take some time to think about the BCP team membership and who would be appropriate for your organization's technical, financial, and political environment. Who would you include?
Each team member brings a unique perspective to the BCP process and will have individual biases. For example, representatives from operational departments will often consider their department the most critical to the organization's continued viability. Although these biases may at first seem divisive, the leader of the BCP effort should embrace them and harness them productively. If used effectively, the biases will help achieve a healthy balance in the final plan as each representative advocates the needs of their department. On the other hand, without effective leadership, these biases may devolve into destructive turf battles that derail the BCP effort and harm the organization as a whole.
Senior Management and BCP
The role of senior management in the BCP process varies widely from organization to organization. It depends on the culture of the business, management interest in the plan, and the regulatory environment. Critical roles played by senior management usually include setting priorities, providing staff and financial resources, and arbitrating disputes about the criticality (i.e., relative importance) of services.
One of the authors recently completed a BCP consulting engagement with a large nonprofit institution. At the beginning of the engagement, he had a chance to sit down with one of the organization's senior executives to discuss his goals and objectives for their work together. During that meeting, the senior executive asked the consultant, “Is there anything you need from me to complete this engagement?”
The senior executive must have expected a perfunctory response because his eyes widened when the consultant said, “Well, as a matter of fact… .” The executive then learned that his active participation in the process was critical to its success.
When working on a business continuity plan, the BCP team leader must seek and obtain as active a role as possible from a senior executive. Visible senior-level support conveys the importance of the BCP process to the entire organization. It also fosters the active participation of individuals who might write BCP off as a waste of time that they might otherwise spend on operational activities. Furthermore, laws and regulations might require the active participation of those senior leaders in the planning process. If you work for a publicly traded company, you may want to remind executives that courts may find the officers and directors of the firm personally liable if a disaster cripples the business after they failed to exercise due diligence in their contingency planning.
You may also have to convince management that BCP and DRP spending are not a discretionary expense. Management's fiduciary responsibilities to the organization's shareholders require them to at least ensure that adequate BCP measures are in place.
In the case of this BCP engagement, the executive acknowledged the importance of his support and agreed to participate. He sent an email to all employees introducing the effort and stating that it had his full backing. He also attended several of the high-level planning sessions and mentioned the effort in an organization-wide “town hall” meeting.
Resource Requirements
After the team validates the organizational review, it should turn to an assessment of the resources required by the BCP effort. This assessment involves the resources needed by three distinct BCP phases:
BCP Development The BCP team will require some resources to perform the four elements of the BCP process (project scope and planning, business impact analysis, continuity planning, and approval and implementation). It's more than likely that the major resource consumed by this BCP phase will be effort expended by members of the BCP team and the support staff they call on to assist in the development of the plan.
BCP Testing, Training, and Maintenance The testing, training, and maintenance phases of BCP will require some hardware and software commitments. Still, once again, the major commitment in this phase will be the effort of the employees involved in those activities.
BCP Implementation When a disaster strikes and the BCP team deems it necessary to conduct a full-scale implementation of the business continuity plan, the implementation will require significant resources. Those resources include a large amount of effort (BCP will likely become the focus of a large part, if not all, of the organization) as well as direct financial expenses. For this reason, the team must use its BCP implementation powers judiciously yet decisively.
An effective business continuity plan requires the expenditure of significant resources, ranging from the purchase and deployment of redundant computing facilities to the pencils and paper used by team members scratching out the first drafts of the plan. However, as you saw earlier, personnel are one of the most significant resources consumed by the BCP process. Many security professionals overlook the importance of accounting for labor, but you can rest assured that senior management will not. Business leaders are keenly aware of the effect that time-consuming side activities have on the operational productivity of their organizations and the real cost of personnel in terms of salary, benefits, and lost opportunities. These concerns become especially paramount when you are requesting the time of senior executives.
You should expect that leaders responsible for resource utilization management will put your BCP proposal under a microscope, and you should prepare to defend the necessity of your plan with coherent, logical arguments that address the business case for BCP.
Explaining the Benefits of BCP
At a recent conference, one of the authors discussed business continuity planning with the chief information security officer (CISO) of a health system from a medium-sized U.S. city. The CISO's attitude was shocking. His organization had not conducted a formal BCP process, and he was confident that an informal approach would work fine in the unlikely event of a disaster.
This attitude is one of the most common arguments against committing resources to BCP. In many organizations, the attitude that the business has always survived, and
