Having a business continuity plan is one thing. Knowing it actually works is another.
And that’s the part that often gets missed. Many small businesses have something written down, usually prepared when things were quiet, or after a disruption had reminded them of the need. But unless the plan has been tested, no one really knows what will happen when the pressure is on.
That’s where continuity exercises come in. Running a practical test can highlight gaps, build team confidence, and make sure you’re truly prepared for the unexpected.
We speak to many small businesses who have a continuity plan sitting in a folder, but have never tested it. When disruption happens, whether it’s a power outage, system failure, or a key staff absence, they realise too late that the plan wasn’t quite right, or that no one knew what to do.
In this guide, we’ll walk you through five practical steps for running a business continuity exercise that helps move your plan from theory to action.
Why Run a Business Continuity Exercise?
Business continuity plans often look great on paper. But until they are tested, it’s impossible to know how people will actually respond when something unexpected happens.
In the middle of a disruption, when decisions need to be made quickly and clearly, the gaps in a plan tend to show themselves. Running a simple, structured exercise gives you the chance to spot those gaps early, in a low-pressure setting.
It also helps to:
- Identify problems in your plan or processes
- Clarify staff roles and responsibilities
- Improve communication and response times
- Build team confidence and reduce panic when something goes wrong
Even a simple, one-hour walk-through can make a big difference.
Step 1: Choose a Realistic Scenario for Your Continuity Exercise
Start by selecting a situation that your business could genuinely face. It doesn’t need to be a major disaster. Often, the most useful exercises focus on something manageable but meaningful, such as the internet going down for a day, a key software system failing, or the team needing to work remotely with no notice.
What to consider:
- Which services would be impacted?
- How would staff continue working?
- What would clients need to know?
- Which systems and processes are essential to keep running?
Choosing a scenario that reflects your real risks will make the exercise much more valuable and much more likely to highlight useful improvements to your plan.
Step 2: Set Clear Objectives for Your Continuity Test
Before you begin, decide what you want to learn. Are you testing whether your team knows how to access files remotely? Are you looking to measure how long it takes to restore a system? Or are you focusing on how clearly and quickly the team communicates when something goes wrong?
Example objectives:
- Confirm that all staff can work from home if needed
- Test communication channels for speed and clarity
- Identify any bottlenecks in restoring access to files
- Check that key contact lists are up to date
Setting goals helps you keep the exercise focused, and allows you to measure what worked and what didn’t.
Step 3: Brief the Team and Set the Scene Before the Continuity Exercise
Let your staff know the exercise is coming. While unannounced drills can be useful in some settings, most small businesses will get more value from a planned, structured exercise, especially the first time.
How to prepare:
- Share the scenario and objectives in advance
- Assign roles as they appear in your continuity plan
- Provide staff with the current version of the plan
When people know what is expected and feel supported, the exercise becomes a learning opportunity rather than just a box-ticking exercise.
Step 4: Run the Business Continuity Exercise Step by Step
On the day, guide your team through the chosen scenario. You can run this as a tabletop session, discussing how each part would unfold, or as a live test, where systems are temporarily taken offline or simulated.
Key actions:
- Walk through the situation chronologically
- Ask, “What would happen next?” at each stage
- Record staff actions, questions and any issues that arise
- Observe communication between teams and individuals
It’s not about catching people out. It’s about seeing how the plan holds up and where it could be improved.
Step 5: Review and Refine your Continuity Plan After Testing
Once the exercise is complete, hold a short review session. Ask what worked well, what caused confusion, and what needs to change.
Questions to ask:
- Did people understand their roles?
- Were there any delays in communication?
- Could everyone access the systems or files they needed?
- What feedback did staff have?
From there, update your continuity plan. Share the changes with the team and schedule the next test. Like any business process, continuity planning works best when it is reviewed and improved over time.
How IT Support Can Make Your Continuity Exercises More Effective
A good IT partner can play an important role in making your continuity exercises more effective. They will understand the systems that sit behind your day-to-day operations, and can help simulate realistic scenarios without causing real disruption.
They can also give your team more confidence during the exercise. When staff know there is someone there who understands the technical side, they can focus more clearly on their own roles, knowing that any underlying issues will be handled properly.
What we can offer:
- Suggesting realistic test scenarios based on your actual risks
- Supporting technical simulations, such as mock system failures
- Helping to capture lessons and refine the continuity plan
- Ensuring backups, remote access and permissions are set up correctly
- Providing quick training on any systems used during recovery
When your IT support is properly aligned with your continuity planning, the entire process becomes smoother and far more valuable.
FAQs on Running Business Continuity Exercises
How often should we run continuity exercises?
Ideally, at least once a year. Even short, informal tests every few months can help keep your plan current and useful.
Do we need to simulate a full disaster?
No. In fact, smaller, more focused tests are often the most useful. A short power outage, a key system going offline, or a staff illness can highlight practical issues that are far more relevant to how your business actually works day to day.
What if the test reveals major weaknesses?
That is exactly what the test is for. The whole point of running an exercise is to find what needs fixing before something real happens. It gives you the chance to make practical improvements, and helps the team feel better prepared.
Can our IT provider help run the test?
Yes. Many businesses find the process works better when their IT support is involved. It helps to guide both the technical and communication aspects of the test, and makes sure your systems and recovery steps work in practice.
Ready to Put Your Business Continuity Plan to The Test?
If your business continuity plan has never been tested, or hasn’t been reviewed in a while, now is a good time to run an exercise.
We’re here to help with practical support to help you and your team know that when something unexpected happens, your plan will actually do what it is meant to do.
