3 Key Takeaways from Our Facilities Management Masterclass in Business Continuity

The Facilities Management (FM) Masterclass on Business Continuity Planning (BCP), hosted by Portobello Institute, brings together leading voices in the sector and shines a light on crisis management.

FM Programme Lead Gerry Kelly chaired the session, joined by industry experts Tony O’Gorman, Matthew McConnell, and Jean Doyle.

Their combined insights reinforce three essential lessons: the necessity of thorough planning and testing, the importance of collaboration across organisations, and the value of learning directly from real-world crises. Each speaker underlined the central role of BCP in ensuring resilience.

Planning and Testing Are Non-Negotiable

At the start of the Masterclass, speakers emphasised that a business continuity plan is worthless if it only exists on paper. Resilience depends on preparation, practice, and constant refinement.

Beyond the Paper Plan

• Written strategies rarely match the realities of a crisis.

• Input from staff, suppliers, and subcontractors ensures practical solutions.

During the Masterclass, this point came through clearly: plans must be realistic, inclusive, and shaped by lived experience.

The Value of Testing

• Testing exposes weaknesses and hidden risks before emergencies occur.

• Preparation requires repeated trial and error until systems are reliable.

Attendees heard that regular testing is essential to build confidence and ensure systems function under pressure.

Leadership and Buy-In

• Senior management support is essential to fund and enforce plans.

• Ethical and legal obligations make continuity planning unavoidable.

The experts highlighted that without leadership backing, even the most detailed plan will fail in practice, making executive involvement a standout theme of this session.

Collaboration Across the Organisation

Collaboration was a major focus of the Masterclass, with discussions emphasising that business continuity cannot succeed in isolation. Every department has a role to play in resilience.

Stakeholder Involvement

• Clear governance and executive sponsorship are crucial during incidents.

• All functions, from finance and operations to communications, must contribute.

The session showed how embedding collaboration across the organisation strengthens continuity planning.

The Role of Facilities Management

• FM underpins resilience by maintaining assets, backup systems, and workspaces.

• Proactive maintenance and compliance reduce vulnerabilities.

Facilities management came through as a standout area of discussion, with attendees gaining insights into how FM teams protect people and assets during disruption.

Communication and Records

• Transparent communication prevents panic and misinformation.

• Logs and records capture lessons for continuous improvement.

Speakers emphasised that clear communication and proper documentation turn challenges into opportunities to strengthen systems, a key learning point for the Masterclass audience.

Learning From Real Crises

The Masterclass highlighted real-world crises to show the strengths and weaknesses of continuity planning, from pandemics to cyberattacks.

COVID-19 Pandemic

• Teams required rapid segregation to keep staff and patients safe.

• Personal impacts, such as childcare needs, created unexpected challenges.

Discussion during the session emphasised that human factors must be central to crisis planning.

Cyberattack on the HSE

• The attack caused widespread paralysis and exposed serious vulnerabilities.

• Recovery was slow due to lack of preparation and digital resilience.

The speakers used this case study to stress that cybersecurity is a critical pillar of business continuity planning.

Global Case Studies

• Examples showed how some organisations successfully contained crises, while others faced catastrophic losses.

Attendees learned that analysing both successes and failures provides valuable lessons to strengthen preparedness.

Key Reflections on Facilities Management, BCP and Resilience

The Masterclass reinforced a clear message: crises are inevitable, but effective preparation, collaboration, and learning from real-world examples make the difference between recovery and collapse.

Facilities Management sits at the heart of organisational resilience, providing the systems, spaces, and leadership that enable organisations to withstand disruption.

Those who attend our BCP Masterclass leave with practical insights and strategies that they could apply directly within their own organisations.

To build on these insights and strengthen your professional capability, explore our Facilities Management courses here.