1. Introduction
This Business Continuity Plan (BCP) outlines the strategies and procedures to ensure the continued operation of CareerWorx – Career & Executive Coaching in the event of disruptions. It aims to minimize impact on clients, maintain data integrity, and ensure business resilience.
2. Scope
This BCP covers all aspects of CareerWorx’s coaching practice, including client coaching sessions, communication, data management, marketing activities and financial management.
3. Critical Business Functions
3.1. Client Coaching Sessions:
– Individual and group coaching (virtual/in-person).
– Assessments and debriefing.
3.2. Client Communication & Management:
– Scheduling, email, and telephone communication.
– Client Relationship Management (CRM) and data management.
3.3. Content Creation & Marketing:
-Website and social media management.
-Workshop and webinar development.
3.4. Financial Management: Invoicing and financial record-keeping actions include:
– Establishing clear procedures for invoicing and financial record keeping.
– Implementing a regular schedule for backing up financial data.
– Ensuring that accounting software is updated regularly.
– Reviewing and reconciling financial records regularly.
– Clearly documenting all financial software log in procedures, and locations of any physical records.
4. Risk Assessment
4.1. Personal Risks:
– Illness or injury.
– Voice strain or loss.
4.2. Operational Risks:
– Technology failures (computer, internet, software).
– Data loss (client records, coaching materials).
– Platform disruptions (video conferencing, CRM).
– Loss of Workspace
4.3. External Risks:
– Internet and power outages.
– Economic downturn.
– Cybersecurity threats (data breaches, phishing).
5. Recovery Strategies
5.1. Personal Risks:
Short-term illness/injury:
– Reschedule sessions where feasible.
– Utilize asynchronous communication (email) for essential follow-ups.
– Maintain a network of appropriately qualified and experienced associate coaches who can take over clients.
Voice strain/loss:
– Utilize video conferencing with chat features.
– Provide written coaching materials.
– Reschedule sessions as needed.
5.2. Operational Risks:
○ Technology Failures:
– Maintain a backup computer/tablet.
– Utilize cloud-based storage for all data.
– Implement a mobile hotspot for internet backup.
– Utilize alternative video conferencing platforms
-Utilize mobile telephone or fixed landline telephone in place of computer based video conferencing.
Data Loss:
– Implement regular data backups to cloud storage and/or external drives.
– Utilize a secure CRM system with automated backups.
– Encrypt sensitive client data.
Platform Disruptions:
– Maintain backup communication methods (phone, alternative email).
– Maintain a list of alternative video conferencing platforms and ensure licencing and training is up-to-date.
– Maintain printed backups of critical client contact information if necessary.
Loss of Workspace:
– Primarily utilize virtual coaching.
– Maintain a list of local co-working spaces including up-to-date contact details for fast access.
5.3. External Risks:
Internet/Power Outages:
– Utilize a mobile hotspot and alternative power supply.
– Identify alternative workspaces with reliable internet e.g. co-working spaces.
Economic Downturn:
– Diversify service offerings (e.g., group coaching, online courses, accessible pricing).
– Offer flexible payment options.
– Increase online marketing efforts.
Cybersecurity Threats:
– Implement strong passwords and two-factor authentication.
– Utilize antivirus and anti-malware software.
– Educate on phishing and cybersecurity best practices.
6. Communication Plan
6.1. Client Communication:
– Establish clear communication protocols for disruptions.
– Utilize email, phone, and social media for updates.
– Develop template messages for session rescheduling/cancellations.
6.2. Key Contacts:
– Maintain a list of essential contacts (IT support, associate coaches and consultants, supervisos, family).
7. Testing and Review
– Regularly test data backup and recovery procedures.
– Conduct mock disruption scenarios.
– Review and update this BCP annually or after significant changes.
8. Confidentiality
– All recovery processes will adhere to strict client confidentiality standards in accordance with GDPR Data Protection Act 2018.
9. Insurance
– Maintain adequate professional liability and disability insurance.
10. Financial Reserves
– Maintain an emergency fund to cover potential income loss.
Date of Last Revision: 18 March 2025
Next Review Date: 18 March 2026