A power cut, a laptop stolen, ransomware, a key person suddenly away for weeks: any of these can stop a small business. A business continuity plan is simply a short document that says what you’ll do so customers are still served. It doesn’t need to be 50 pages. One page that everyone knows is far better.
Step 1: List your critical activities
Ask: “What must keep working, and how long can we survive without it?”
| Activity | Maximum downtime | Needs |
|---|---|---|
| Taking orders / bookings | 4 hours | Phone, WhatsApp, booking system |
| Serving customers | 1 day | Staff, premises, stock |
| Payments and invoicing | 2 days | Accounting system, bank access, POS |
| Payroll | Before pay day | HR/payroll data, bank access |
Step 2: Identify the risks
- IT: internet outage, laptop failure, ransomware, account hacked.
- Premises: power cut, water leak, fire, no access to the building.
- People: key person sick or leaving, only one person knows a password or process.
- Suppliers: main supplier can’t deliver, payment provider down.
Focus on the risks that are most likely and would hurt most.
Step 3: Prepare simple workarounds
| If this happens… | We will… |
|---|---|
| Internet down | Use a mobile hotspot (keep a data SIM/router ready) |
| Laptop lost or broken | Files are in the cloud, so use a spare laptop and sign in |
| Ransomware or hacked account | Disconnect, call IT support, restore from backup, change passwords |
| Office closed | Work from home. Redirect phones to mobiles. Post an update on social media and Google. |
| POS / card machine down | Accept payment links or bank transfer. See online payments. |
| Key person away | Written procedures (SOPs) and shared access via a password manager |
Step 4: Backups and access
- Follow the 3-2-1 backup rule and test a restore.
- Store passwords in a shared password manager, not in one person’s head.
- Turn on two-step verification and keep recovery codes safe.
- Write SOPs for critical tasks. AI can help, see AI for SOPs and training.
Step 5: Emergency contact list
One sheet with staff mobiles, IT support, internet provider, landlord, bank, key suppliers, insurance and important customers. Keep it in the cloud and printed. Our employee directory template is a good start.
A one-page plan you can copy
BUSINESS CONTINUITY PLAN – [Company] Updated: [date]
Plan owner: [name, mobile] Deputy: [name, mobile]
1. Critical activities and max downtime: …
2. Top risks: …
3. Workarounds (if X → we do Y): …
4. Where backups are and how to restore: …
5. Who calls whom (contact list location): …
6. How we tell customers (WhatsApp, website, Google profile): …
7. Last test date and lessons: …Step 6: Test it once a year
Pick a scenario (“The internet is down for a day” or “The office laptop is stolen”) and walk through the plan with the team for 30 minutes. Note what didn’t work and update the plan.
Quick summary
- Know your critical activities and how long you can stop.
- Plan simple workarounds for the most likely risks.
- Back up data, share access safely and keep a contact list.
- Keep it to one page and test it yearly.