Business continuity policy

Introduction

Words of Wonder Limited maintains production and delivery of outputs agreed with its clients, even during a disruptive event. We are committed to minimizing any impact on our ability to deliver high-quality content on schedule. To achieve this, we use foresight, planning, networking and practices described in this policy and (in greater, project-specific detail) in our production risk-assessments and schedules. This policy sets out objectives and measures to re-establish and sustain normal business practices in the event of developments that may otherwise impact our ability to undertake normal business practices.

Scope

This Business Continuity Policy applies to all Words of Wonder employees and other engaged personnel (including contractors), guests and other individuals involved in our productions. It covers all key functions, including: pre-production (research, guest booking), recording (remote/studio), editing, storage, delivery, and administration.

It addresses short-term problems—defined as those with an expected duration of less than one week—and long-term problems, which are defined as those with an expected duration of more than one week.

Objectives

This policy aims to:

Ensure the safety and well-being of all personnel and guests.
Maintain weekly production schedules.
Protect all recorded material, project data, and intellectual property.
Maintain seamless communication with clients, guests, partners and other team members.
Resume full operations as quickly and efficiently as possible.

Risk Assessment

We have identified the following potential disruptive events:

Recording-Related: Equipment failure (microphones, recorders, computers), studio unavailability, internet connectivity issues (for remote recording), guest cancellation/illness.
Editing-Related: Software/hardware failure, power cut, loss of project files, including through security breach.
Storage/Delivery-Related: Data loss, server issues, file transfer problems; file access problems, including through security breakdowns.
Personnel-Related: Staff illness, unavailability, technical difficulties for remote staff.
External Factors: Natural disasters, pandemics, cyberattacks, travel restrictions.

Note that risk assessments are conducted for each production, analysing these and other potential risks in greater detail, along with an assessment of their probability, and specific measures to avoid and minimize impact.

Business Impact Analysis (BIA)

Our critical functions and maximum tolerable downtime are:

Recording: Maximum downtime: 1 week (buffer built into production schedule).
Editing: Maximum downtime: 1 week (buffer built into production schedule).
Delivery: Maximum downtime: 1 day.
Guest Booking/Pre-Production: Maximum downtime: 2 weeks.

Note that production-specific risk assessments details the impact of downtimes for each function, and how these are factored into production schedules, including agreements with partners.

Short Term Disruption

In the event of a short-term problem, the following indicative procedures will be carried out in order to ensure these identified performance guarantees:

Servicing of new and existing contracts that are time sensitive, within agreed deadlines. This includes engaging back-up or ‘stand in’ guests, technical expertise (i.e. sound engineer(s), or equipment; as well as setting out clear protocols for remote recording sessions, including technical requirements for guests). It may involve rental or agreement on new venues, premises or other work locations, noting Words of Wonder’s ongoing access to four spaces on a long-term basis: 21/3 Learmonth Crescent, Edinburgh, EH4 1DD; Regus, 83 Princes St, Edinburgh EH2 2ER; 18 West End, Port Charlotte, Isle of Islay, Argyll, PA48 7TN; and the recording room at the Royal Scots Club, 29-31 Abercromby Place, Edinburgh, EH3 6QE.
Financial Operations to ensure viability of the business is sustained in the immediate term. This may require use of alternative financing arrangements, including securing new lines of credit from Word of Wonder’s current financial institutions (HSBC Bank, Monzo Bank, Virgin Money), or other. It may also require engaging new or additional financial operations expertise, from WeDoHR or other source of ad hoc financial operations resources.
IT Operations essential for servicing crucial internal resources and existing time sensitive contracts are in place. This may require procurement of new or temporary IT service providers.
Management Operations are in place. This may require engagement of temporary support from a partner organisation (e.g. Offbeat Productions).

Longer Term Disruption

In addition to the business performance standards and steps set out above, all staff or those working for or on behalf of the business are able to work from home or alternative locations, accessing the complete range of systems needed for their role. The core business information storage and communication systems are cloud-based, physically hosted in the UK, and available over the internet or virtual private network at remote sites. Staff and other engaged personnel will have minimum technical capabilities (hard and software; broadband connection) to access the internet, Words of Wonder systems and information, to enable access to key resources and execution of key functions at these alternative locations. In the event of a longer-term disruption, the company will re-locate to new premises, where all relevant physical and technical requirements are guaranteed.

Recovery Strategies

Words of Wonder Limited has identified the following general practices to support business continuity. These steps are set out in more detail in each production-specific risk assessment and related planning documentation (including episode briefs, guest and production team communiques):

Recording (Studio): Backup studio facilities in Costorphine, alternative recording equipment available at this location, contingency plan for guest no-shows (contacting alternative identified ‘back-up’ or ‘stand in’ guests.
Recording (Remote): Alternative internet providers, backup recording software/hardware for guests, technical support for remote guests, contingency plan for guest no-shows (as above).
Editing: Cloud-based editing software with local backups, backup editing workstations, access to alternative editing facilities.
Storage: Cloud-based (UK located) data backup and recovery for all audio files and project data, offsite data storage, secure data encryption, version control for project files. Secure server infrastructure for BBC access.
Delivery: Redundant file transfer systems, alternative delivery methods (e.g., physical hard drive delivery as a last resort).
Guest Booking/Pre-Production: Established network of alternative guests, backup communication channels with guests via the Scottish Audio Network.
Personnel: Remote working capabilities for all team members, contingency plans for staff absences (including identification of back-up or ‘stand-in’ expertise).

Continuity

Continuity in respect of managing the provision of services and the logistics involved is detailed above for unexpected short- and long-term disruption.

Continuity in the provision of our services is also managed through the development of our people through succession planning. This includes training and talent identification, with continued investment in the resources and tools underpinning provision of our services. Risks will be regularly reviewed and mitigation measures undertaken where possible.

Testing and Maintenance

This policy will be tested bi-annually through simulated disruption scenarios. It will be reviewed bi-annually at a minimum, and updated to meet the needs of the business, its personnel clients, and partner organisations.

Roles and Responsibilities

The Director of Words of Wonder Ltd is overall responsible for this policy, in terms of approving planning (including risk assessment and contingency planning for each project); maintaining networks that allow for back-up or ‘stand-in’ expertise and equipment arrangements; communication including with clients; and coordinating recovery efforts. The Technical Programme Manager is responsible, with the delegated authority of the Director, for supporting these efforts.

Updated: January 2025
Date of next review: January 2027