Cyber ​​attack inevitable? How to create an effective Incident Response Plan (IRP)

Cyber ​​attacks always hit organizations centrally and usually unexpectedly. Prominent examples such as the Log4J security breach in 2021 show that a crisis can occur suddenly and require immediate, coordinated action. But how can companies ensure that the right measures are taken in such moments and that employees do not panic? The answer lies in an Incident Response Plan (IPR).

Cybersecurity: Think sooner and later

The ITSM tool provider TOPdesk is intensively dealing with crisis management issues in order to be prepared for possible cyber attacks. “The experience of our crisis management team shows that without a prepared plan, a cyber attack quickly turns into a chaotic situation,” says Martin Stephan, security officer at TOPdesk. “Panic and uncertainty spread, people lose track and the response time is unnecessarily extended.”

An incident response plan, also known in German-speaking countries as an incident reaction plan, provides a remedy here. It describes precisely what needs to be done in the event of a security incident and ensures that no valuable time is lost in an emergency.

Why an Incident Response Plan (IRP) is essential

After an incident such as a ransomware attack, the clock is ticking against the organization. You often have just 72 hours to report a data breach to the appropriate authority. This timeframe passes quickly while systems must be secured, employees informed, and the extent of the attack determined. A well-designed IRP will lay out exactly what steps need to be taken, helping to minimize time pressure and minimize errors.

How to create an incident response plan

An incident response plan should be tailored to the specific needs of the organization. It is advisable to first put together a crisis management team consisting of members from different departments. They should have detailed knowledge of the company structure, keep a cool head and be easily accessible in times of crisis. At TOPdesk, there is a team of around ten people who run through hypothetical crisis situations every six months in order to be prepared for real incidents.

Another important step is the integration of alarm systems. This can be solved, for example, using the “panic button” in the self-service portal for employees. If a phishing attack has been successful, the person affected can initiate a workflow with just one click, through which the crisis management team (also known internationally as CMT/Crisis Management Team) is immediately notified via Microsoft Teams and, if necessary, also via SMS. This means that every incident can be reported and processed without any loss of time.

Efficient communication and documentation

A good IRP should always include clear communication strategies. Especially in the case of major incidents, it is important that everyone is informed promptly and precisely. “We rely on setting up a major incident and creating knowledge articles that are accessible to all affected employees at all times,” explains IT security expert Stephan. “This way, communication remains consistent and questions are answered directly in a central location without having to send redundant emails.”

Preparation is key

A well-thought-out incident response plan is more than just a collection of emergency measures. It is an essential tool that helps you keep track of things in times of crisis, avoid mistakes and respond quickly. TOPdesk supports organizations in designing their environment optimally for incident management and dealing with incidents efficiently. Those who take the right precautions have a clear advantage in an emergency.

Are you ready to take your cybersecurity to the next level? For more information on the topic and a template for creating your own incident response plan, see the TOPdesk blog at: