6 Steps to Build a Winning Business Continuity Strategy

Recommendation: start with a concise plan to keep your services operating during disruption. Define the critical services, establish clear roles, and lock a single, well-communicated plan that aligns with your strategic objectives and planning cycles.

Step 1: Assess risks and map dependencies. Capture all critical dependencies and quantify potential loss. Create a central repository and ensure visibility across teams so everybody knows what to protect. This focused assessment makes it easier to monitor progress and allocate resources quickly.

Step 2: Define recovery objectives and safety controls. Set realistic RTOs and RPOs for core services, assign owners, and document escalation paths. With clear targets, you stay well prepared when disruption hits and you minimize loss to customers.

Step 3: Build a digital continuity playbook. Develop fast, repeatable recovery procedures for apps, data, and services. Use a single dashboard to track status and enhance visibility. Begin with baseline backups and then drive optimisation through iterative refine cycles to improve resilience.

Step 4: Plan incident communications and team readiness. Create a simple runbook for incident response that any team member can follow under pressure. Train staff in planning drills and ensure safety and operations stay operating smoothly during real events.

Step 5: Test with exercises and measure progress. Conduct quarterly tabletop and live-fire exercises to validate recovery times, update dashboards, and track visibility of recovery status. Use concrete metrics: target RTO under 4 hours and RPO under 15 minutes for priority services, and reduce any detected gaps by at least 20% per cycle.

Step 6: Govern and refine the programme. Establish a cadence for reviewing the plan with executive sponsors, refine the planning and optimisation based on lessons learned, and ensure the plan remains focused on strategic outcomes. Track progress, monitor compliance, and keep risk safety front and center.

Identify critical processes, data, and dependencies

Begin by identifying and cataloging critical processes and the data they rely on, then define each dependency across people, systems, and external partners to minimize downtime and accelerate recovery, while minimizing overhead. Create a compact documentation set that records owner, data sensitivity, recovery target, and current fidelity of backups. This approach yields almost immediate visibility into what must stay online and what can tolerate disruption, enabling more resilient recovery.

Automate collection of configuration data where possible, and integrating information from disparate sources into a single view. Adopt practical solutions to standardize data and reduce drift. Assign clear ownership and define accountability to strengthen coordination across teams. Build a living map that updates as systems change, reducing manual effort and improving fidelity of the recovery plan.

Identify dependencies across applications, data stores, and external services. Map recovery paths and prioritize immediate restoration steps for critical paths. This can be difficult when ownership is fragmented, so capture responsibilities in a single, accessible map. Consider environmental factors such as power, cooling, and network connectivity that could affect availability. Document how each dependency affects resiliency and which capability is most at risk when a link breaks. This involves negotiations with vendors and internal teams to ensure coverage and prevent single points of failure.

Deliverables include process maps, data lineage, and a dependency graph, all captured in a single documentation set. Use a consistent template to speed work while minimizing confusion. Provide access and define version history to support coordination during incidents. This builds capability to respond rapidly, while you monitor the health of critical links to detect issues early. Continually update the maps to reflect changes and test recovery steps against those paths.

Define RTOs, RPOs, and priority for each function

Define RTOs and RPOs per function, and attach a priority label for each. This optimises recovery readiness and guides resource allocation; theyre the backbone of planning across organisations, and help others when disruptions arise. Use inputs from developing risk assessments to refine recovery targets, then validate with business owners to ensure what matter to customers is protected and delivered.

Customer-facing systems (CRM, ecommerce)

RTO: 4 hours; RPO: 15 minutes; Priority: 1.

Actions: deploy real-time data replication to a secondary region, automate failover, and run monthly recovery drills. Leverage cloud technologies and resilient storage to minimise downtime; stock levels and order data should remain consistent to avoid lost revenue. This setup should deliver a smooth customer experience even during a disruption.
Finance and payroll

RTO: 24 hours; RPO: 1 hour; Priority: 2.

Actions: establish transactional integrity with isolated secondary backups, implement tamper-evident logging, and test quarterly reconciliations. Use protected vaults and encrypted transmission to protect financial data, while ensuring delivered reports reach stakeholders without delay.
Operations and supply chain

RTO: 8 hours; RPO: 2 hours; Priority: 2.

Actions: ensure vendor continuity, maintain stock buffers for critical items, and enable failover to alternative logistics routes. Apply automated inventory checks and route planning technologies to keep essential goods moving and to reduce recovery lead times.
IT services and internal applications

RTO: 24 hours; RPO: 4 hours; Priority: 3.

Actions: implement redundant virtualization and rapid redeployment workflows, keep configuration as code, and test internal service restores biweekly. Focus on rapid recovery of authentication, file sharing, and collaboration tools to minimise internal disruption.
Data backups and archival systems

RTO: 72 hours; RPO: 24 hours; Priority: 4.

Actions: rotate offline and online backups, verify restore procedures quarterly, and enforce encrypted archiving. Align retention policies with regulatory needs and ensure restoration from backups is practicable for business reporting and historical analysis.
Customer support and helpdesk platforms

RTO: 8 hours; RPO: 1 hour; Priority: 2.

Actions: mirror helpdesk data to a secondary site, automate ticket routing during incidents, and train agents on alternate channels. Provide clear playbooks so support teams can respond quickly, keeping customer satisfaction high even when systems are stressed.

Implementation and ongoing refinement

Establish a quarterly review, comparing outcomes to past incidents and adjusting priorities as needed. Use post-incident analyses to identify gaps, refine runbooks, and optimise failover paths. Continual development of recovery targets helps organisations stay aligned with what customers expect, while planning should evolve with rising threats and changing business needs. Regular testing, clear ownership, and disciplined documentation make recovery efforts predictable and deliver consistent success.

Select practical recovery strategies for people, processes, and tech

Recommendation: Build a three-layer recovery plan within 30 days that assigns a Recovery Lead per department, defines RTO/RPO targets for each component, and funds procurement of backups, licenses, and training. There are three aspect areas: people, processes, and tech. This framework works for companies of various sizes. The scorecard should determine risk, costs, and alignment with changing needs toward event readiness, stay within financial limits.

People

Assign a Recovery Lead in each critical function and ensure cross-training so at least two managers are able to cover essential roles during an event.
Document contact channels and ensure those numbers and emails are tested monthly; verify reachability across various devices within 5 minutes of outage detection.
Create a standing roster of temporary staff drawn from approved procurement channels to fill gaps quickly, and keep it updated quarterly.
Use plain words in runbooks and communications to reduce misinterpretation during an event.

Processes

Map critical processes and determine owners; set RTOs and RPOs per process, with default targets of 4 hours for Tier 1, 24 hours for Tier 2, and 72 hours for Tier 3.
Maintain runbooks that cover exceptions and escalate to the appropriate channels; include procurement steps for alternative workflows.
Use change-control to prevent drift; require documentation updates after any incident and during drills.
Address legacy processes by identifying modernization opportunities for those systems and workarounds that preserve functional continuity.
Track event triggers (power loss, cyber events) and align actions with staff needs and external suppliers.

Tech

Adopt cloud DR and automated failover for critical systems, reducing the risk of fail during an incident by leveraging automation.
Maintain redundant backups: daily incremental with weekly full backups, replicated to a secondary site within 15 minutes of change and tested monthly.
Ensure secure, auditable channels for communications during an incident; use predefined messaging templates to stay aligned with stakeholders.
Budget for procurement of licenses, hardware, and cloud resources; there are costs to consider for each option, and track costs in a single financial dashboard to keep total expenses within forecast.
Include legacy tech support in the plan: maintain compatibility matrices and phased decommissioning milestones to avoid blind spots.

Build incident response, escalation, and communication playbooks

Create a triage-driven incident playbook that triggers escalation within 15 minutes of detection. It should define three severity levels (S1, S2, S3) and assign escalation paths to the incident response group, with on-call rotations and a single point of contact for each class.

Align the playbooks with laws and customs and respect workplace realities while ensuring coordination across IT, security, facilities, HR, and communications. It focuses on having clear roles, decision criteria, and fast handoffs so teams can act without delay when a disruption hits. If an incident is confirmed, the playbooks guide containment steps, communication templates, and next steps to minimize impacts and keep stakeholders informed. youll also specify data-handling rules, auditable logs, and integrity checks to protect evidence for investigations. This approach helps resume operations again quickly. If needed, break glass for rapid escalation while preserving traceability.

Key components of the playbooks

Detection and alerting thresholds, escalation triggers, and decision points form the backbone. Build templates for internal updates and external notifications, with ready-to-use language for executive briefs and customer-facing messages. Create a RACI map that shows who leads, who supports, and who signs off before work moves to the next phase, ensuring coordination stays tight and that nothing falls through the cracks.

Include three testing drills per quarter to validate timing, coordination, and the ability to adapt to changing circumstances. Run tabletop exercises, then supervised simulations, and finally a controlled live scenario to verify that you deliver fast, accurate information under pressure. Use post-incident reviews to capture vulnerabilities, document how the incident impacted operations, adjust contact lists, and tighten the response curve so the team remains focused and the group is prepared to respond when the next incident hits.

Create testing, validation, and documentation routines (tabletop drills, runbooks)

Recommendation: Establish a board-approved cadence to create testing, validation, and documentation routines using tabletop drills and runbooks. Define a solid framework with defined objectives, recovery targets, and clear ownership; this should drive resilience through various scenarios. That includes the purchasing function and other key teams that are already in place. Where a tabletop drill stays focused and practical, runbooks capture steps so teams can easily recover. That practice takes the guesswork out of crisis management. The approach favors maintaining a solid status of readiness while protecting work-life balance for participants.

Structure and separation: Define separated exercises for governance, operations, and technical recovery. Use a three-tier approach: quick control checks, step-by-step runbook walkthroughs, and scenario-based simulations that involve the actual machine and network layers. Ensure everyone understands roles, data sources, and decision points. Through these exercises, teams learn to respond faster and with fewer disruptions.

Documentation as living artifacts: Maintain runbooks as defined, versioned documents stored in a central repository. After each drill, capture status gaps, responsible owners, and target dates. Documentation requires disciplined templates to ensure consistency and ease of audits through time.

Metrics and cadence: Track MTTR, RTO, and RPO; record time to decision and message latency. Compare results against defined targets and previous drills, more valuable than static reports, while identifying trends. Use dashboards to summarize findings for the board and senior leadership, while actions align with risk posture and budget constraints.

People, change, and improvement: Link exercises to real-world developments; tie back to change management, policy updates, and purchasing decisions. Assign accountability for needs and improvements; ensure the plan remains aligned with risk posture and current IT realities. Continuously redesigning runbooks to reflect status updates and new control requirements.

Establish governance, ownership, and a continuous update cycle

Assign a named executive owner for business continuity and establish a cross-functional governance board within two weeks. This owner turns decisions into concrete actions and creates greater resilience by aligning plans with the most critical priorities across teams. This setup supports managing cross-functional dependencies as priorities shift.

Define clearly ownership for each area: planning, communication, recovering, contracts, and data management in the warehouse. Each owner publishes tailored objectives and ensures accurately updated plans, with a defined cadence that respects priorities and the interaction between teams. These owners respond quickly to events by adjusting approaches and turn decisions into concrete actions, never duplicating effort.

Governance roles and ownership

Appoint leadership to oversee decision rights and escalation paths. Use a simple RACI-like model to ensure teams know who approves changes, who is informed, and who executes. Such clarity reduces confusion during events and speeds recovering efforts. Each role maintains defined KPIs and uses a common reporting template tailored to their function. This governance makes coordination easier across teams.

Continuous update cadence, data sources, and communication

Set a cycle that updates continuously and includes quarterly leadership reviews and monthly operations checks. Maintain a risk event warehouse that stores incident data, test results, and after-action notes to support planning and exercising. Prioritise contracts with critical suppliers and ensure contract clauses reflect recovery requirements; review them with legal every six months. Use a centralized communication plan to notify teams, partners, and customers and shorten the turnaround time for decisions that impact operating continuity.

Role	Owner	Responsibilities	Cadence
Planning	Chief Operating Officer	Align priorities, define actions, manage planning across teams	Bi-weekly
Communication	Head of Communications	Notify teams and stakeholders; share status updates	Monthly
Recovering & Resilience	BCM Lead	Run drills, update recovery procedures, coordinate responses	Quarterly
Contracts & Vendors	Procurement Lead	Review SLAs, update continuity clauses	Bi-annually
Data & Events Warehouse	IT/Data Owner	Maintain risk event warehouse; store incidents and outcomes	Ongoing with monthly review