Why Every Business Needs an Incident Response Plan

Lessons from a Snowstorm: Ensuring Business Continuity Amidst Unexpected Events

Like much of the East Coast, Virginia just got blanketed with snow. As my kids geared up for an extended day of Winter Break, I went into action.

My plan for the inclement weather included:

• Quick email to all work clients to let them know we will be switching to remote support during the storm.
• Trip to gas station to make sure my tank was full.
• Trip to grocery store for the essentials. (For my family that means ridiculous amounts of pizza, tacos, sushi, cocoa with mini-marshmallows, and a catering tray of cannoli. I don’t know why most people are buying all the bread and eggs unless they just can’t get enough of French Toast.)
• Backing my car into the driveway and pulling out the windshield wipers.
• Locating the snow shovel and sleds in the shed and moving them to the garage.
• Trip into my attic to bring down all the snow garb that hasn’t seen the light of day in years.

We are a family of 5, but even we have a plan in place for when storms happen. Does your business?

A snowstorm, while picturesque, is a stark reminder of the unexpected disruptions that can strike at any moment. From power outages to network disruptions, the havoc that weather can wreak underscores the need for a robust Incident Response Plan (IRP). Just as you wouldn't venture into a blizzard without a warm coat, businesses must be prepared to face the unforeseen with a meticulously crafted IRP. (Tray of cannoli optional.)

The Importance of an Incident Response Plan

An Incident Response Plan is your business's lifeline in times of crisis, ensuring that operations remain smooth and that any disruptions are swiftly managed. Think of it as your 'emergency survival kit' – without it, you might find yourself frantically digging out of a snowbank with nothing but a teaspoon. An IRP not only minimizes downtime but also helps maintain customer trust and protects your company's reputation.

Key Elements of an Effective IRP

Creating an IRP might seem daunting but breaking it down into essential components can simplify the process. Here are the crucial elements that every IRP should encompass:

1. Incident Identification and Classification

The first step in any IRP is to be able to identify and classify incidents. This involves setting up monitoring systems that can detect anomalies and classify them based on severity. For example, a minor network slowdown might be classified differently than a full-scale data breach.

I knew a snowstorm was coming, so locating the shovel, sled, boots, and puffy coats was paramount. If I had been preparing for a hurricane, I would’ve opted for flashlights and umbrella drinks over cocoa and cannoli.

2. Notification and Communication Procedures

Clear communication is key during a crisis. Your IRP should outline who needs to be notified, how they will be contacted, and the chain of command. For instance, if your servers go down during a snowstorm, who gets the first call – the IT head or the CEO? Effective communication can prevent chaos and ensure everyone is on the same page.

Who notifies employees of what is happening? And how? This snowstorm happened on a Monday, so employees may not see communications sent out via internal channels on a weekend and thus show up to a closed office. Your “out of abundance of caution” message may fall on deaf ears.

Who will notify your clients? How will their services be affected, if at all? Is there already a list curated of their contact information? Is there an email crafted that just needs to be tweaked for this incident’s specific details?

3. Roles and Responsibilities

Define the roles and responsibilities of each team member during an incident. Assign specific tasks to individuals or teams to avoid confusion. For example, your IT team might be responsible for mitigating technical issues, while the PR team handles external communications.

4. Incident Mitigation and Resolution

This section should detail the steps to mitigate and resolve the incident. Include specific procedures and tools required to address various scenarios. For example, if a snowstorm knocks out your power, what backup systems do you have in place, and how will you deploy them?

5. Data Backup and Recovery

Ensure that your IRP includes strategies for data backup and recovery. Regularly back up your data and store it in a secure location. During an incident, having access to recent backups can be a lifesaver. For example, cloud-based backups can be accessed remotely even if your physical office is inaccessible.

6. Post-Incident Analysis and Reporting

After the incident has been resolved, conduct a thorough analysis to understand what went wrong and how it was handled. Document the incident, the response, and any lessons learned. This helps in refining your IRP and improving future responses. For instance, after a snowstorm, evaluate how well your team managed remote work and identify any gaps.

I can tell you right now we did not buy enough tacos or mini marshmallows.

Real-World Example: Snowstorm Disruption

Imagine a scenario where a severe snowstorm hits, causing power outages and network disruptions. With a well-prepared IRP, your business can smoothly transition to remote operations, ensuring that employees have access to necessary resources and communication channels. Your IT team swiftly activates backup power systems, and your data recovery protocols kick in, allowing you to restore critical information without a hitch. Meanwhile, your PR team communicates with customers, assuring them that despite the weather, it’s business as usual.

An Incident Response Plan is not just a nice-to-have; it's a necessity. Whether it's a snowstorm, a cyber-attack, or any other disruption, being prepared with a comprehensive IRP ensures that your business can weather the storm and come out stronger on the other side. So, before the next snowflake falls, make sure your IRP is solid, your team is ready, and your business is poised to continue as if nothing ever happened. Plus, you’ll have cannoli.