BCP & The Importance of Tabletop Testing
Author: WolfPAC Team
You’ve been busy with your business continuity plan (“BCP”). You know how long it will take you to get your systems back up. Your alternate site is selected and ready to spring into action should the need arise. But what about everything that comes before?
- Do the people in your organization know what to do prior to the disaster declaration?
- Are you 100% certain they would know what to do and who’s responsible for what? Are you willing to bet the organization on it?
If you can’t respond with a resounding yes then tabletop testing could be the missing piece in your BCP testing program.
What is Tabletop Testing?
In typical disaster recovery testing, the focus is on the recovery of systems to ensure that transactions can be processed from a location other than the production environment. These tests are usually performed from the point following the formal disaster declaration and focus specifically on the recovery of technologies and performing business functions.
BCP tabletop testing exercises test your plan in ways that typical disaster recovery cannot. In a tabletop test, every aspect of the plan is discussed from the onset of a business interruption event. This means your plan is examined against a potential business interruption scenario prior to the pressure and consequences of a real incident.
Who is Involved?
Tabletop testing provides you and your colleagues an opportunity to test assumptions and confirm definitions based on real-world scenarios. In the exercise, you’ll go over the internal and external communication chains, notifications, assessment of damages, and the decision to declare a disaster. The people participating should be the key individuals responsible for the execution of the BCP. You will consider and review specific details in the plan together, all while keeping in mind the Maximum Allowable Downtime.
Keeping it Friendly
Tabletop testing can be done with no outside assistance. However, many people find using a third party offers objectivity and removes the elements of the exercise that could become political within the organization. It may be challenging for people who have spent a lot of time and effort creating the disaster recovery test plan to recognize where there is missing or incomplete information.
The role of the third-party moderator is to gently highlight the challenges and decision-making that may not be possible with those so close to the plan development. As an independent party with industry experience, the third party can often bring a different perspective grounded in disaster recovery best practices and provide constructive criticism to make your plan even better.
Frequently Asked Questions about Tabletop Testing
How frequently should tabletop testing be conducted within an organization’s BCP testing program to ensure its effectiveness?
The frequency of tabletop testing within an organization’s BCP testing program depends on various factors, including the nature of the business, the complexity of its operations, and regulatory requirements. Generally, tabletop exercises should be conducted regularly, often annually or semi-annually, to ensure that the plan remains relevant and effective. However, some organizations may choose to conduct tabletop testing more frequently, especially if there are significant changes in the business environment or infrastructure.
What are some common pitfalls or challenges that organizations encounter during tabletop testing, and how can they be addressed or mitigated?
Common pitfalls and challenges during tabletop testing include unrealistic scenarios, lack of engagement from key stakeholders, and insufficient documentation of findings and action items. To address these challenges, organizations can ensure that scenarios are realistic and relevant to their business operations, actively involve all relevant stakeholders in the exercise, and meticulously document observations, recommendations, and action plans for improvement. Additionally, organizations can benefit from conducting post-exercise debriefs to identify lessons learned and areas for enhancement in their BCP.
Are there specific industry standards or best practices for structuring tabletop testing scenarios and involving key stakeholders in the exercise, especially regarding the determination of Maximum Allowable Downtime and other critical parameters?
Industry standards and best practices provide guidance on structuring tabletop testing scenarios and involving key stakeholders effectively. Organizations can refer to frameworks such as those provided by the Business Continuity Institute (BCI) or the Disaster Recovery Institute International (DRII) for guidance on conducting tabletop exercises. These frameworks often emphasize the importance of defining clear objectives for the exercise, selecting appropriate participants representing various functional areas within the organization, and evaluating the effectiveness of communication channels and decision-making processes during the exercise. Additionally, organizations may benefit from seeking input from industry peers and engaging with experienced consultants or third-party moderators to ensure that their tabletop testing approach aligns with recognized best practices and standards in the field of business continuity planning.