Tabletop Testing Exercise Facilitation: How to Determine Whether Internal or Professional Facilitation is the Best Choice for Your Business

Here are the primary pros and cons of each approach:

Internally Facilitated Tabletop Exercises

Pros

1. Cost Savings

Conducting exercises internally is often less expensive, as it eliminates facilitator fees and associated costs.

2. Customization and Familiarity with the Business

Internal teams understand their company's specific risks, culture, and business processes, allowing them to tailor scenarios closely to the organization’s unique needs.

3. Comfort

Employees may feel more comfortable discussing vulnerabilities and risks when managed by colleagues, fostering more candid conversations.

4. Scheduling Flexibility

Internally facilitated exercises can be scheduled with greater flexibility, allowing the organization to fit sessions around busy periods or hold additional sessions as needed.

Cons

1. Limited Expertise

Internal facilitators may lack experience or specialized knowledge in crisis management and emergency response, leading to less effective scenario design and facilitation.

2. Potential Biases

Internal facilitators might unintentionally bring biases or overlook critical weaknesses, as they are accustomed to existing processes and may miss areas needing improvement.

3. Resource Demands

Conducting and preparing for an exercise requires significant time and effort from internal staff, potentially diverting focus from other priorities.

4. Reduced Realism and Pressure

Internal exercises may lack the high-stakes feel of a professionally led exercise, potentially leading to a less rigorous or engaging experience.

Professionally Facilitated Tabletop Exercises

Pros

1. Access to Expertise and Best Practices

Professional facilitators bring specialized knowledge in business continuity, risk management, and crisis response, often gained through extensive industry experience.

2. Objectivity

External facilitators provide an unbiased view of the business and can objectively assess vulnerabilities, often identifying issues internal teams might overlook.

3. Enhanced Realism and Scenario Complexity

Professionals can create complex, realistic scenarios that incorporate industry-specific threats and emerging risks, resulting in a more impactful learning experience.

4. Structured and High-Impact Debriefs

Professionals are skilled in leading debriefs, helping participants extract meaningful insights and ensuring actionable takeaways are identified and documented.

Cons

1. Higher Cost

Professional facilitation can be costly, particularly for smaller businesses with limited budgets, as it may involve consulting fees and travel expenses.

2. Less Familiarity with the Business

External facilitators may lack specific knowledge of the company’s internal processes, culture, or industry, which can make scenario customization more challenging.

3. Potential for Reduced Comfort Among Participants

Employees may be less comfortable speaking about weaknesses in front of an outsider, potentially impacting the depth of discussion and analysis.

4. Scheduling Constraints

Professional facilitators are often booked far in advance, making scheduling the exercise more difficult and reducing flexibility around company needs.

Key Considerations

When choosing between internal or professional facilitation, consider the following:

• Risk Complexity: Highly regulated industries or businesses with complex risk environments may benefit more from a professional facilitator.
• Budget: Internal exercises may be more feasible for businesses with tighter budgets, though investing in a professional facilitator could pay off in terms of risk mitigation and preparedness.
• Experience Level: Companies with little experience in crisis planning often find that an initial professional facilitation is invaluable for gaining knowledge that can guide future internal exercises.
• Objective Needs: When the goal is a highly realistic, pressure-tested environment, professional facilitators often create scenarios that push teams more rigorously.

Businesses can also consider a hybrid approach, in which they host some exercises internally and invest in professional facilitation periodically, especially for more complex scenarios.