Tools of the Trade: Finding the Right Software to Manage Your BCM Program

Running a business continuity management (BCM) program using Word and Excel is certainly feasible, but there are advantages to using a specialized business continuity software solution, especially for mid-size and large organizations. In seeking such a tool, don’t look for the “best” such platform, look for the one that is best for you.

[Related on BCMMetrics: BCM Software Buyer’s Guide: Five Things to Know Before You Buy]

The Shift from Word and Excel to Specialized Business Continuity Software

In the beginning, there was Microsoft Office. 

At the dawn of the modern business continuity era, just about everyone used Word and Excel to manage their programs because there were few, if any, alternatives. These two workhorses served us well, too.

Since then, a profusion of specialized business continuity software solutions has come on the market, with a couple of big players being challenged by myriad other platforms, each with its own strengths. Generally speaking all of them seek to streamline the process of developing and maintaining a BC program (though some are so complex, using them is a challenge all its own).

Many organizations still use Word and Excel and get on just fine. They might use Excel to gather BIA information and create maintenance tables and Word to write and maintain their recovery plans, for example.

In fact, for smaller organizations—say those with only one or two locations, fewer than 500 employees, and fewer than 10 BIAs they need to do—using Word and Excel might be the most sensible way to go. Those tools can easily handle the workload of the business continuity program of a company of that size, and the benefits of switching to specialized software are unlikely to outweigh the costs of obtaining, transitioning to, and mastering a new platform.

The calculation changes for midsize and large companies. They have the potential to benefit significantly from implementing a BCM software platform (I say potential because if they choose the wrong tool, they might find their problems increase rather than decrease).

Let’s look at the benefits medium and larger organizations can potentially derive from using dedicated business continuity software.

10 Benefits of Specialized Business Continuity Software

Here are some key benefits larger companies can derive from using specialized business continuity software as opposed to managing their program with Word and Excel:

• Centralized Data Management

Specialized BC software consolidates all program-related data—BIAs, plans, policies, contacts, risk assessments, and test results—into a single, centralized system. This eliminates inconsistencies, duplication, and outdated information that often arise when managing multiple spreadsheets and documents across departments.

• Enhanced Collaboration and Accessibility

BC software allows geographically dispersed teams to collaborate seamlessly, with secure, cloud-based access to plans and updates in real time. This ensures that everyone stays aligned, regardless of their location, reducing communication gaps.

• Automated Workflows and Notifications

With features like task assignments, reminders, and progress tracking, BC software automates much of the administrative burden. This keeps the program moving forward efficiently and minimizes human error, a critical advantage for large organizations managing complex processes.

• Comprehensive Reporting and Analytics

Robust reporting tools in BC software make it easy to generate detailed insights into readiness, risks, and compliance metrics. This saves hours of manual work and provides senior leadership and auditors with clear, actionable data.

• Scenario Testing and Simulations

Built-in tools for running tabletop exercises, simulations, and what-if scenarios simplify the testing process. Large companies can analyze results more effectively, refining plans to address their unique risks.

• Regulatory Compliance

Specialized software includes features tailored to meet industry-specific regulatory requirements like ISO 22301 and NIST. For large organizations, this ensures compliance, reducing the risk of penalties and reputational damage.

• Scalability

BC software is designed to scale as organizations grow, making it easier to manage hundreds of plans or coordinate efforts across multiple business units. This scalability is essential for large companies facing increasing complexity.

• Real-Time Insights During a Crisis

In the event of a disruption, BC software provides real-time dashboards and live updates. This enables faster, more informed decision-making, ensuring a coordinated and timely response when it matters most.

• Integration with Other Systems

Many BC platforms integrate seamlessly with enterprise systems like ERP, HRIS, and incident management tools. This streamlines processes such as pulling employee contact information for crisis communication or linking BC planning with broader risk management.

• Audit Trails and Accountability

BC software automatically logs changes, actions, and updates, creating a detailed audit trail. This is invaluable for maintaining accountability in large organizations and simplifies both internal oversight and external audits.

While Word and Excel can be effective for basic BCM management, specialized BCM software offers significant benefits in data management, reporting, and decision-making, especially for companies that are mid-sized and larger.

Key Considerations When Shopping for Business Continuity Software

When upgrading from using Word and Excel to specialized business continuity software, there are several important factors to keep in mind to ensure you choose the right solution for your organization’s needs. Here are some key considerations to guide your decision-making process:

• Administrative Burden

Evaluate the level of daily, weekly, and monthly administration required by the software. Some tools may demand more time and personnel than your team can realistically manage. Choose a solution that fits your organization's capacity and avoids overwhelming administrative demands.

• Automation Features

Look for software that includes automation, such as task assignments, reminders, and progress tracking. Automation helps reduce manual effort, ensures consistency, and allows your BC program to run efficiently without requiring constant oversight.

• Ease of Access

Make sure the software is easy for staff to access. A complicated login process or the need for multiple passwords can discourage use. Opt for tools with simple access methods, such as single sign-on (SSO), to ensure high adoption and usability.

• Understanding Your Needs

Take the time to understand your organization's specific needs before selecting a tool. Avoid getting distracted by flashy features or popular brands. Ensure that the software you choose aligns with your core requirements, without unnecessary complexities.

• Adherence to BC Standards

Ensure the software is based on recognized business continuity standards, such as ISO 22301 or NIST. These frameworks provide a structured approach to developing, testing, and updating your continuity plans while helping maintain compliance and risk management.

• Rational Decision-Making

Avoid being swayed solely by a tool's reputation or marketing. Instead, focus on making a rational decision based on your actual needs. Collaborate with your team to ensure the software you choose supports both your immediate requirements and long-term goals.

By considering these factors, you can make a more informed decision and select BC software that enhances your program’s effectiveness, fits within your organization’s resources, and is user-friendly for everyone involved.

Transitioning from Word and Excel to a Business Continuity Solution

Many organizations expect a seamless transition when upgrading from Word and Excel to specialized business continuity software, but the process often requires more effort than anticipated. If you have a lot of existing BIAs, recovery plans, and other data, you’ll likely need to work closely with the tool provider to ensure a smooth and effective migration. 

As you make the switch, be prepared to learn new ways of doing things. While BCM software offers powerful features, it also introduces new workflows, interfaces, and processes. Take the time to train your team and encourage them to embrace these changes. Approach the transition with an open mind and a willingness to adapt.

It’s important to remember that a business continuity toolset won’t automatically create or fix your program. While the software can help streamline your processes, it still requires ongoing input and management. Set realistic expectations and ensure that your team is actively involved in updating plans, reviewing data, and maintaining the system. Regular manual updates and data validation are still essential to keeping everything accurate and up-to-date.

A Practical Solution: BCMMetrics™ BCM Management Tools

As you explore options for upgrading your business continuity program, BCMMetrics™ is one of many potential solutions worth considering—particularly for organizations looking for a lean, user-friendly tool that delivers essential functionality without unnecessary complexity or a steep learning curve.

BCMMetrics was originally developed by MHA consultants to support our engagements with clients, and we use it daily to assist organizations of all sizes, from small nonprofits to Fortune 100 companies. BCMMetrics is available by subscription, offering both bundled and modular options for organizations that want to take a hands-on approach to managing their BC program.

What sets BCMMetrics apart is its combination of professional-grade features and an intuitive, streamlined interface that avoids the costly bells and whistles of more high-end tools. BCMMetrics includes five core tools that together provide comprehensive BC program management:

• Compliance Confidence: Evaluates the current state of your BC program based on alignment with widely recognized business continuity standards.
• BIA On-Demand: Offers all the tools needed to conduct world-class business impact analyses (BIAs).
• BCM Planner: Provides a Microsoft Word–based editor to create and maintain recovery plans and document templates.
• BCM One: Allows users to upload critical documents, images, and contact details for each facility and securely access these resources anytime, anywhere.
• Residual Risk:  Provides for the identification of inherent and residual risk in continuity plans (business and information technology) based on its criticality, mitigating controls, and management’s risk tolerance. 

If you’re looking for a straightforward, effective solution to improve your BC program and enhance organizational resilience, BCMMetrics may be just the right tool. We invite you to schedule a free demo and explore how our software can help your organization streamline its continuity planning.

Making the Right Choice for Your BC Program

Selecting the right BC software is a critical decision that can significantly enhance the efficiency and effectiveness of your business continuity program. By considering your organization's specific needs and carefully evaluating available tools, you can make a choice that optimizes your resilience and streamlines your processes.

Whether you opt for an industry-standard platform or a lean, customizable solution like BCMMetrics, the key is to ensure that the tool supports both your current requirements and long-term goals. With the right software, your organization can build a more robust and agile business continuity program.

Further Reading

• BCM Software Buyer’s Guide: Five Things to Know Before You Buy
• How BCM Software Can Make Your Business Continuity Program More Agile
• The Big Decision: Choosing What Software to Use for Your BIAs
• Making the Grade: Navigating Compliance Challenges in Business Continuity Management
• Top Business Continuity Trends for 2025