Contingency plan template

Start by examining your critical business functions and asking what could disrupt them. Consider past incidents, industry-specific threats, and external factors like natural disasters or supply chain vulnerabilities. Focus on risks with the highest potential impact and reasonable likelihood rather than trying to address every possible scenario.

response procedures should detail specific, actionable steps for each identified risk. Include immediate actions to contain the situation, roles and contact information for key personnel, resource requirements, alternative operational methods, and clear triggers for escalation. Make instructions clear enough that someone unfamiliar with the process could follow them during a crisis.

Conduct regular simulations ranging from tabletop exercises (discussing hypothetical scenarios) to full-scale drills that activate response procedures. Start with simple scenarios and gradually increase complexity. Document what works well and what doesn’t, then refine your plan accordingly. Testing reveals practical gaps that theoretical planning might miss.

Your communication plan should include pre-drafted message templates for different scenarios, clear activation triggers, designated spokespersons for different audiences, backup communication channels if primary methods fail, and protocols for frequency of updates. Consider both internal communications to staff and external communications to customers, suppliers, and regulators.