Business Continuity Planning Cheat Sheet for Labs

When it comes to unforeseen research disruptions, the most successful lab operations professionals hope for “if” but plan for “when.” Yet, a survey found that only 51% of businesses have continuity plans. Business continuity plans (BCPs) ensure labs can maintain critical functions, quickly resume normal operations, and prevent the loss of valuable research in the event of interruptions. This guide explores why and how to create a business continuity plan for your laboratory.

Business continuity plans for labs
Benefits of a lab business continuity plan
Cheat sheet: 12 key elements for business continuity plans
More resources for business continuity planning
How lab supply marketplaces enhance supply chain resilience

Business continuity plans for labs

A BCP, also known as a Continuity of Operations Plan (COOP), is a comprehensive strategy that outlines how a lab will continue operating during and after a disruption. It includes detailed procedures and resources required to maintain essential functions and quickly recover from incidents such as natural disasters, equipment failures, cyberattacks, or pandemics.

Benefits of a lab business continuity plan

Like most things in life, an ounce of prevention is worth a pound of cure. By investing time in contingency planning, labs can experience the following benefits:

Minimize downtime. Labs rely on continuous operations for research, experiments, and diagnostics. Any interruption can lead to project delays and loss of valuable data.
Protect sensitive data. Labs often handle sensitive and confidential information, including patient data, proprietary research, and intellectual property. A BCP includes measures to protect and recover this data if needed.
Ensure safety. Labs can be hazardous due to the presence of chemicals, biological agents, and complex equipment. A BCP includes safety protocols to protect staff and minimize risks during emergencies.
Maintain compliance. Labs must comply with various regulatory requirements and standards. A BCP helps ensure compliance by outlining procedures for maintaining records, managing samples, and continuing operations during disruptions.
Financial stability. Disruptions can lead to significant financial losses due to halted projects, lost samples, and damaged equipment. A BCP helps mitigate these financial impacts by ensuring quick recovery and continuity of operations.
Client and stakeholder confidence. Having a BCP in place reassures clients, stakeholders, and partners that the lab is prepared to handle emergencies and can continue to meet their needs.
Reputation management. A lab’s reputation can be severely impacted by its inability to handle disruptions effectively. A BCP demonstrates a commitment to resilience and reliability, helping to maintain trust and credibility.

Cheat sheet: 12 key elements for business continuity plans

There is no need to reinvent the wheel when it comes to continuity planning, as many excellent resources are already available (see the end of this article for links). To get you started, below are the key steps for any lab BCPs. Remember, each lab site needs its own separate plan.

1. Risk assessment and analysis

Identify potential risks and hazards specific to your lab, including natural disasters, equipment failure, cyberattacks, power outage, chemical spills.
Assess the likelihood and potential impact of each risk on lab ops, giving a score of [severity x likelihood] to establish priority focus areas.

2. Critical functions and dependencies

Identify critical functions and processes within your lab, including experiments, sample storage, and data analysis.
Determine dependencies on equipment, utilities, personnel, and external suppliers.

3. Emergency response team

Designate and train an emergency response team responsible for implementation.
Define roles and responsibilities for team members during an emergency.

4. Communication plan

Establish protocols for notifying lab staff, management, and relevant stakeholders in the event of an emergency.
Maintain up-to-date contact information for all employees and key personnel.

5. Backup systems and data management

Implement and regularly test backup systems for critical equipment, data, and documentation.

6. Facility access and security

Develop procedures for securing the lab during emergencies, including access control and evacuation protocols.
Identify designated assembly areas and evacuation routes.

7. Supplier relationships and supply chain continuity

Identify critical suppliers and vendors for lab supplies, equipment, and services.
Establish contingency plans and alternative sources in case of supply chain disruptions.

8. Utilities and infrastructure

Assess vulnerabilities related to utilities (e.g., power, water, HVAC) and develop contingency plans for maintaining essential services during outages.
Ensure availability of backup power sources (e.g., generators) if needed.

9. Training and drills

Provide regular training and drills for lab staff on emergency procedures and protocols.
Evaluate and update training materials and procedures based on lessons learned from drills and real incidents.

10. Documentation and reporting

Maintain comprehensive documentation of the BCP, including procedures, contact lists, and emergency resources.
Establish protocols for reporting and documenting incidents, including post-incident analysis and improvement actions.

11. Review and update

Regularly review and update the BCP to reflect changes in lab operations, personnel, equipment, and risks.
Schedule periodic drills to test plan effectiveness and identify improvement areas.

12. Regulatory compliance

Ensure that the plan complies with relevant regulatory requirements and industry standards applicable to lab facilities.

Thanks to Foorman Facilities Advising for help compiling this cheat sheet.

To download the cheat sheet PDF, click here.

More resources for business continuity planning

Industry organizations, government agencies, academic and research institutions, and publications are all excellent sources for business continuity forms and templates, including:

How a lab supply marketplace can assist with business continuity planning

Few things disrupt research like supply chain instability, which stems from global disruptions, supplier reliability issues, regulatory changes, and logistical challenges, among other factors. Economic fluctuations, environmental concerns, and sudden shifts in market demand (such as seen during the COVID-19 pandemic) also impact availability.

A lab supply marketplace, such as ZAGENO, can significantly enhance a lab’s ability to prepare for, respond to, and recover from supply chain issues, ensuring continuous operation and minimizing the impact of unexpected events.

As a one-stop shop for ordering, tracking, and controlling lab supplies, ZAGENO offers streamlined access to over 40 million SKU from over 5,300 global brands and white-glove customer service.

Go deeper: Lab Supply Purchasing: Everything You Need to Know

How lab supply marketplaces enhance supply chain resilience

Access to a wide pool of pre-vetted, global suppliers ensures quick identification of alternative products and continuous availability of essential supplies.
Real-time inventory data allows labs to anticipate shortages and proactively reorder supplies.
Supplier performance metrics help labs choose reliable partners and mitigate risks from unreliable sources.
24/7 white-glove customer service expedites urgent requests, ensuring timely assistance.
Strategic partnerships with key suppliers provide prioritized access to essential products during high-demand periods.
Sharing best practices helps labs develop robust procurement strategies as part of their business continuity planning.

Planning for disruptions might not be the most exciting part of running a lab, but it's one of the most important. By having a solid business continuity plan, labs can safeguard their operations, protect valuable research, and maintain trust with clients and stakeholders. It's not just about surviving disruptions; it's about thriving despite them.

Contact ZAGENO for more ways to keep science moving forward, no matter what comes your way.