In today’s volatile business environment, organizations face a myriad of threats, from cyberattacks to supply chain disruptions.

For executive leadership teams, preparation is critical. Tabletop exercises offer a practical, low-risk way to test strategies, improve decision-making, and build organizational resilience. This step-by-step guide provides actionable instructions to help you design effective tabletop exercises tailored for executive teams. We’ll also reference PreparedEx processes, best practices, and insights from our blogs to ensure your exercises are impactful. 

Step 1: Define Objectives 

Why It Matters 

Clearly defining the goals of the exercise ensures alignment with organizational priorities and leadership needs. Are you focusing on crisis communication, decision-making under pressure, or specific threats like ransomware? 

Practical Tips 

– Conduct a Needs Assessment: Engage key stakeholders to identify gaps in preparedness. 

– Set SMART Goals: Objectives should be Specific, Measurable, Achievable, Relevant, and Time-bound. 

Example 

Objective: Enhance the leadership team’s ability to respond to a data breach within the first 24 hours. 

PreparedEx Insight 

From our blog “Top Scenarios for Incident Response Exercises,” we know that aligning objectives with real-world threats maximizes relevance and engagement. 

Step 2: Assemble the Planning Team 

Why It Matters 

A diverse planning team ensures the exercise reflects various perspectives and expertise. 

Practical Tips 

– Include representatives from crisis management, IT, legal, and communications. 

– Assign clear roles: scenario writer, facilitator, evaluator. 

Example 

For a cyber incident tabletop, involve the CISO, communications director, and legal counsel to cover technical, reputational, and regulatory aspects. Don’t give the full scenario away t everyone. Just gather the details you need from each leaders/group. Surprise is essential.  

Step 3: Develop the Scenario 

Why It Matters 

A realistic, engaging scenario immerses participants and tests critical thinking. 

Practical Tips 

– Focus on Realism: Use current threat intelligence. 

– Keep It Simple: Avoid overloading the scenario with unnecessary details. 

– Incorporate Progression: Design the scenario in phases to mimic an unfolding crisis. 

Example 

Scenario: A ransomware attack disables critical systems hours before a quarterly earnings call. Media inquiries flood in, and the CFO receives a ransom demand. 

PreparedEx Insight 

Our vExPro service includes a library of customizable scenarios designed to challenge leadership teams effectively. 

Step 4: Define Roles and Responsibilities 

Why It Matters 

Clear role assignments help participants focus and simulate real-world dynamics. 

Practical Tips 

– Assign participants their actual roles (e.g., CEO, CFO) to maintain authenticity. 

– Include observers to document responses and provide feedback. 

Example 

– CEO: Strategic decision-making. 

– CISO: Technical response coordination. 

– Communications Lead: Media and stakeholder communication. 

Step 5: Create Supporting Materials 

Why It Matters 

Detailed materials enhance the exercise’s realism and provide valuable context. 

Practical Tips 

– Develop briefing documents, press releases, and stakeholder emails. 

– Use multimedia elements like mock news reports for added immersion. 

Example 

Prepare a draft press release addressing the ransomware attack for the communications team to refine under pressure. 

Step 6: Facilitate the Exercise 

Why It Matters 

Effective facilitation ensures smooth execution and productive discussions. 

Practical Tips 

– Set Ground Rules: Encourage open communication and respect. 

– Guide, Don’t Direct: Pose probing questions rather than giving answers. 

– Adapt in Real-Time: Be flexible if participants uncover new angles. 

Example 

As a facilitator, ask: “What is your immediate response to the ransom demand? How will you communicate with external stakeholders?” These questions and others can be inserted at the end the storyline for that period.  

PreparedEx Insight 

In our blog “Common Mistakes in Tabletop Exercises,” we stress the importance of a skilled facilitator to keep the exercise on track and productive. 

Step 7: Evaluate Performance 

Why It Matters 

Post-exercise evaluation identifies strengths, gaps, and opportunities for improvement. 

Practical Tips 

– Use a structured evaluation framework like PreparedEx’s Resilience Program Maturity Assessment (RPMA)

– Collect feedback through surveys and debriefs. 

Example 

Ask participants: “What decisions worked well? Where did we encounter challenges?” 

PreparedEx Insight 

Annual assessments and benchmarking, as discussed in our RPMA Resilience program Maturity Assessment service, provide actionable insights to improve resilience over time. 

Step 8: Develop and Validate Action Plans 

Why It Matters 

Action plans bridge the gap between lessons learned and tangible improvements. 

Practical Tips 

– Prioritize findings by impact and feasibility. 

– Assign ownership and deadlines for each action item. 

– Validate changes through follow-up exercises. 

Example 

If the exercise reveals weak internal communications, develop a streamlined protocol and test it in a follow-up scenario. 

Step 9: Document and Share Insights 

Why It Matters 

A well-documented exercise ensures institutional knowledge is preserved and shared. 

Practical Tips 

– Create a concise report summarizing the exercise, findings, and action plans. 

– Share insights with relevant stakeholders and leadership teams. 

Example 

Prepare an executive summary highlighting key takeaways and next steps for the board. 

Step 10: Iterate and Improve 

Why It Matters 

Resilience is a continuous journey. Regular updates and iterations keep exercises relevant. 

Practical Tips 

– Schedule annual or semi-annual exercises. 

– Incorporate emerging threats and evolving organizational priorities. 

Example 

Update your ransomware scenario to include generative AI threats such as deepfake, reflecting current trends. 

Summary  

Designing and executing a tabletop exercise for executive leadership teams is a strategic investment in organizational resilience. By following these steps, you’ll ensure your exercises are realistic, engaging, and actionable. At PreparedEx, we’ve honed this process over 20 years, helping organizations prepare for the unexpected and achieve resilience excellence. From setting objectives to post-exercise evaluations, each step plays a vital role in enhancing your organization’s crisis preparedness. 

Contact Us 

For more insights, explore our blog library or contact PreparedEx to learn how we can support your organization in designing world-class tabletop exercises. Together, we can turn potential crises into opportunities for growth and learning.