How to Run a Successful BCP Tabletop Test: Exercises and Top Tips

Written by Steve Fochler | Sep 18, 2025 7:00:00 PM

Knowing when and how to run a business continuity plan (BCP) tabletop test isn’t just about checking a box — it’s what ensures your team is ready when a real crisis hits.

In my 30+ years in business continuity, I’ve seen the impact of successful tabletop testing. In one session, a client realized their “mobile branch” backup plan was just an empty trailer with no equipment or connectivity. In another example, IT discovered it was short 75 VPN licenses — months before COVID forced everyone to work from home. These weren’t minor details; they were gaps that could have left these financial institutions (FIs) unable to operate during a real crisis.

Tabletop testing forces your organization to answer tough questions, uncovering blind spots you’d otherwise never see, so you can fix them before they become real problems. But how exactly does a tabletop test work? What are the essential elements? Let’s dive in.

What is a tabletop test?

A tabletop test (or tabletop exercise) is a structured discussion around a disaster or crisis scenario conducted in person, virtually, or in a hybrid format. The goal is to create a low-pressure environment where teams can spot gaps, test plans, and surface issues before they become real problems.

At their core, tabletop exercises serve as a foundation for building resilience. They provide a safe, low-stress way to pressure-test your response plans before moving on to more demanding drills, such as system failover, emergency evacuation, shelter-in-place, or full recovery exercises.

Why do organizations use tabletop exercises?

Organizations use tabletop tests to strengthen resilience in advance of real-world events. In other words, it’s an essential form of practice. Like anything we wish to get better at, practice does just that. Practicing recovery through tabletop exercises will enhance your ability to respond effectively to events.

Originating as military war games, they’ve evolved into simulations for modern risks, such as cyberattacks, power outages, regional internet outages, and pandemics. By walking through scenarios before they occur, leadership teams can uncover blind spots, refine response strategies, and build confidence in their readiness.

The real value of tabletop exercises lies in the return on investment: a small-timetime commitment that delivers sharper response capabilities, stronger coordination, and greater assurance in the face of disruption.

The benefits of tabletop exercises include:

Sharpened communication and decision-making. Exercises improve coordination under pressure, strengthening the “muscles” of teamwork so responses are faster and clearer when it matters most.
Clarity on weaknesses. Tabletop tests often reveal overlooked issues — missing resources, unclear responsibilities, or training gaps — that could hinder response if left unaddressed.
Stronger resilience over time. Regular exercises reinforce good habits, refine plans, and give teams confidence to respond effectively when real crises strike.

In short, tabletop exercises aren’t just about meeting requirements — they’re a practical way to prepare teams, expose vulnerabilities, and strengthen long-term resilience.

How do I design a tabletop test?

The best way to design a tabletop test is to keep it simple, realistic, and focused on decision-making. A well-designed exercise engages participants, tests leadership under pressure, and delivers actionable insights. Here’s how to do it:

Keep it simple and realistic. Select a scenario that feels plausible for your organization. The more relatable it is, the more seriously participants will engage.
Engage every participant. Give each person — especially those responsible for critical functions — the chance to contribute. This ensures multiple perspectives and stronger coordination.
Focus on decision-making. Tabletop tests are about practicing leadership choices, not technical testing — these are reserved for functional or recovery exercises. Use the exercise to clarify roles, responsibilities, and escalation paths. It’s practicing what to do and how to do it.
Add prompts that force choices. Introduce decision points that push your leadership to act. For example, in a ransomware scenario, should you pay the ransom or not? These prompts spark critical discussion and help clarify policies.

How do I conduct a tabletop test?

The best way to conduct a tabletop test is to treat it as more than just walking through a scenario — it’s about setting clear expectations, engaging the right people, and capturing lessons learned. Successful exercises leave your team better prepared, not just better informed.

Set clear goals. Decide upfront what you want to achieve: Are you testing the viability of your plan, the preparedness of your staff or vendors, or the readiness of your resources and redundancies? Be intentional about the scope and keep it simple, especially if it’s your first run-through.
Choose the right participants. Start with a facilitator (often the plan administrator) who can stay neutral, guide discussion, and avoid jumping in to “fix” things. Include team leaders, their backups, and key staff. Having someone from senior management observe the exercise adds credibility and accountability.
Establish ground rules. Make it clear that the exercise isn’t about whether the scenario could happen — it’s about what participants would do if it did. That prevents people from going down the “this would never happen” scenario rabbit hole. Also, emphasize no-fault, no-blame participation, and document unanswered questions for future reference and follow-up.
Develop and present the scenario. Keep the tabletop exercise realistic and relevant to your environment. Confirm assumptions as you go, but don’t use the same scenarios every time; raise the challenge level over future exercises.
Ask probing questions. Push beyond surface answers. Who makes the call? How will this be communicated? What happens if a critical system goes down longer than expected? These kinds of questions drive meaningful discussion and uncover gaps that might otherwise remain hidden.
Manage time wisely. Tabletops can easily bog down in discussion. Keep an eye on your pacing so you make progress through the scenario while still allowing space for engagement.

What to do after the tabletop exercise

It’s tempting to wrap up once the discussion ends, but the real value comes from what you do after the tabletop exercise is over. Debrief while the exercise is fresh, documenting both what worked well and where gaps appeared. Thank participants and collect their feedback to strengthen future sessions.

Create an after-action report that captures the scenario summary, attendees, key findings, highlights, and follow-up items with clear owners and deadlines.

Most importantly, put lessons into practice. Update policies, refine plans, and address identified weaknesses — because closing gaps is what turns a single exercise into lasting resilience.

FAQs

How often should my organization conduct tabletop exercises?

The minimum standard is to run a tabletop exercise at least once a year, especially for highly regulated industries such as financial services. Many organizations take it a step further and conduct multiple exercises each year, focusing on different areas, such as C-level crisis management, deposit operations, or other critical functions.

Is an in-person or virtual tabletop better? Does it matter?

Virtual sessions make it easier to involve remote staff, reduce travel, and let people get right back to work once the session ends. In-person sessions, on the other hand, allow for stronger interaction and “reading the room,” which can be invaluable in a real emergency. Both approaches have their benefits, and many organizations use a mix of the two.

How do I include third-party vendors in tabletop tests?

Including vendors is optional but can be valuable, especially if they’re critical to recovery. Some organizations run exercises with managed service providers on the call without issue. It’s often helpful to assume a vendor might be unavailable, allowing you to identify necessary contingencies in advance.

Tabletop testing is a crucial part of a strong BCP. Learn how Ncontinuity can streamline every stage of business continuity management, so your organization stays ready for anything.

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