APPENDIX 7: BCM PLAN

<Organization>

Business continuity plan

<Version>

<Date of approval and publishing>

Scope

The plan covers the following areas:

• <List all organizations, units, processes, products, or services covered by the plan>.

Objective

The objective of the business continuity plan is to assist <organization> in managing the functions in the <scope> during a disaster.

Team leader contact details and responsibilities

Team leader contact details

Team leader responsibilities

The table above provides the contact details of the primary and backup team leaders who will be responsible for coordinating all the continuity activities for <organization> during a disaster scenario. The team leader will be responsible for:

• identifying the nature of impacts along with the crisis management team;
• initiating the business continuity plan, based on the nature of the impacts;
• preparing the business continuity communication plan;
• coordinating with the various teams;
• managing the activities pertaining to business continuity for the duration of the disaster until restoration to normalcy;
• reporting the business-specific issues to the BCM owner.

Team member details

Team member responsibilities:

The detailed responsibilities of each of the team members are documented in the following sections of the plan. The high-level responsibilities of the team members would include:

• assisting in evacuation and salvage operations if required by the team leader;
• carrying out the instructions provided to them by the departmental team leader;
• assisting in setting up the operations at the business continuity site if required to do so;
• assisting other team members in their tasks if required to do so by the team leader;
• not providing any information to others within <organization> or to external personnel without the approval of the team leader.

Activities to be performed immediately after a disaster

Activities to be performed immediately after a disaster

Relevant locations

Primary recovery site

<Address>.

<Map>.

<Other necessary information>.

<Phone numbers/e-mail addresses>.

Secondary recovery site

<Address>.

<Map>.

<Other necessary information>.

<Phone numbers/e-mail addresses>.

Processes to be performed if IT systems are available

Critical processes	Tasks	Responsible staff	Timing

Processes to be performed if IT systems are not available

Critical processes	Tasks	Responsible staff	Timing

Resource requirements

List of documents/manuals to be stored off site

• input forms
• user manuals
• process manuals
• alternative process templates.

<Specific details, such as name, version and storage location at alternative site for the above documents to be updated on implementation>.

Contact list

Vendor list

Sample press release

First press release sample 1

A (what happened) at (location) involving (who) occurred today at (time).

The incident is under investigation and more information will be forthcoming.

<organization> can also state a definitive time for the next news conference or release of information, if already scheduled, but it is not necessary. This will not solve any problems, but may be useful for earning enough time to prepare for the next news conference or release.

<organization> can also add information if it is available, such as how many casualties there are known to be up to this point or any other pertinent information available. Once again, this information should be definitive and not speculative; verify everything released. This will help <organization>‘s credibility in the long run.

First press release sample 2

(Date and time). (Approved by).

This is an evolving emergency for <organization> and we know that just like us, you want as much information as possible right now.

While we work to get your questions answered as quickly as possible, I want to tell you what we can confirm right now.

At approximately (time), (a brief description of what happened). At this point, we do not know the number of (persons ill, persons exposed, injuries, deaths, etc.).

<organization> has a system (plan, procedure, operation) in place for just such an emergency and we are being assisted by the (police, fire department, others) as part of that plan.

The situation is (under)/(not yet under) control, and we are working with (local, state, national) authorities to (e.g. contain this situation, determine how this happened, determine what actions may be needed by individuals and the community to prevent this from happening again).

<organization> will continue to gather information and release it to you as soon as possible. We will be back to you within (amount of time, two hours or less) to give you an update. As soon as <organization> has more confirmed information, it will be provided.

<organization> asks for your patience as we respond to this emergency.

Handling a media interview

How to handle a broadcast interview

• Prepare “talking paper” on primary points you want to make.
• Anticipate questions by preparing responses.
• Practice answering questions.
• Know who will be interviewing you, if possible.
• Determine how much time is available.
• Audiences often remember impressions, not facts.
• Do use specifics.
• Do use analogies.
• Do use contrasts, comparisons.
• Do be a listener.
• Do be cool.
• Do be correct.
• Do be anecdotal.
• If you don’t have the answer or can’t answer, do admit it and move on to another topic.
• Don’t accept “what if?” questions.
• Don’t accept “laundry list” questions.
• Don’t go off the record.
• Don’t think you have to answer every question.
• Don’t speak for someone else.

How to handle a TV talk show interview

• Do an audio check. Use your regular voice.
• If makeup is offered, use it.
• Sit far back in the chair, with your back erect, but lean forward to appear calm and force yourself to use your hands.
• TV will frame your face: be calm, use high hand gestures, if possible.
• Smile and be friendly.
• Avoid wearing pronounced stripes, checks or small patterns.
• Grey, brown, blue or mixed-colored suits/dresses are best.
• Grey, light-blue, off-white or pastel shirts or blouses are best.
• Avoid having a haircut right before the interview.

How to respond during a newspaper interview

• Obtain advanced knowledge of the interview topics.
• Make sure you are prepared in detail; newspaper reporters are often more knowledgeable than broadcast reporters and may ask more detailed questions.
• Begin the interview by making your major points in statement form.
• Try to maintain control of the interview.
• Don’t let the reporter wear you down.
• Set a time limit in advance.
• Don’t be so relaxed that you say something you wish you had not.
• Avoid jargon or professional expressions.
• The reporter may repeat a question in different ways to gain information you may not want to give.
• Don’t answer inappropriate questions; simply say it is “not an appropriate topic for you to address at this time,” or “it’s proprietary”, for example.
• Be prepared for interruptions with questions: it is legitimate for reporters to do that.
• Remember, the interview lasts as long as a reporter is there.

After the interview

• You can ask to check technical points, but do not ask to see an advance copy of the story.
• Never try to go over a reporter’s head to stop a story.
• Do not send gifts to reporters; it is considered unethical for them to accept them.

Sample media questions to expect

Casualties:

• number killed or injured or who escaped (use caution with initial numbers)
• nature of injuries received
• care given to the injured
• disposition of the dead
• prominence of anyone who was killed, injured or escaped.

Property damage:

• estimated value of loss
• description of property
• importance of the property
• other property threatened
• insurance protection
• previous emergencies in the area.

Causes:

• testimony of participants
• testimony of witnesses
• testimony of key responders: the crisis management team, police, fire, etc.
• how emergency was discovered
• who sounded the alarm
• previous indications of danger.

Rescue and relief:

• the number of people engaged in rescue and relief operations
• any prominent person in relief crew
• equipment used
• physically disabled persons rescued
• how the emergency was prevented from spreading
• how property was saved
• acts of heroism.

Description of the crisis or disaster:

• extent of emergency
• blasts and explosions
• crimes of violence
• attempts at escape or rescue
• duration
• collapse of structures
• color of flames
• extent of spill.

Accompanying incidents:

• number of spectators, spectator attitudes and crowd control
• unusual happenings
• anxiety, stress of families, survivors, etc.

Legal actions:

• inquests
• police follow-up
• insurance company actions
• professional negligence or inaction.