What Is the Best Approach for Incident Response Planning?

Security incidents are no longer a matter of "if" but "when." Organizations must be prepared to respond to cybersecurity events with speed, clarity, and coordination. An effective Incident Response Plan (IRP) provides the structure and processes needed to handle incidents in a way that protects business operations, customer data, and organizational reputation.

Whether you're starting from scratch or updating an outdated document, this post outlines a practical and scalable approach to incident response planning based on industry standards and real-world feedback.

1. Start with Strategic Foundations

Before drafting the IRP, it’s important to establish a foundation of policies and data that inform stakeholders how your organization will respond to incidents. Three foundational elements are essential:

Information Security Policy

This policy should clearly define organizational ownership of cybersecurity responsibilities. It sets the tone for accountability and communicates leadership’s commitment to protecting systems and data.

Asset Inventory

You can’t protect what you don’t know exists. Build and maintain a list of all hardware, software, and data assets across the organization, along with their criticality. This will guide prioritization during response efforts.

Business Impact Analysis (BIA)

The BIA helps identify which systems and functions are most critical to business continuity. Understanding which systems must be recovered first will influence decision-making during an incident.

2. Define What Constitutes an Incident

An effective IRP begins with clarity around what qualifies as an “incident.” Not every alert or anomaly needs to trigger a full response. Establish criteria for:

• What constitutes an actual incident (e.g., data breach, phishing compromise, ransomware event)
• How incidents are classified by severity
• What thresholds trigger an escalation or IRP activation

This section should also outline how potential incidents are evaluated and who is authorized to make those decisions.

3. Align with Recognized Frameworks

You don’t need to reinvent the wheel. Use established frameworks as the structural backbone of your IRP. Two commonly adopted standards are:

NIST SP 800-61

The National Institute of Standards and Technology outlines a four-phase approach:

1. Preparation
2. Detection and Analysis
3. Containment, Eradication, and Recovery
4. Post-Incident Activity

NIST’s guidance is flexible and widely accepted across industries.

ISO/IEC 27035

This international standard focuses on principles, processes, planning, and the incident response lifecycle. It provides a high-level structure while allowing for organization-specific customization.

Adopting one of these frameworks also helps demonstrate due diligence during audits or regulatory reviews.

4. Create a Scalable, Role-Based Plan

A successful IRP is built on clearly defined roles, responsibilities, and communication paths. Your plan should answer the following questions:

• Who is on the incident response team?
• How are incidents identified, contained, and ultimately responded to?
• What is each person's role in the event of an incident?
• How is communication handled internally and externally?
• What authority does each role have to escalate, isolate, or remediate?
• How will the organization learn and grow from this to improve future responses?

Common roles may include:

• Incident Response Lead
• Technical Responders (IT, Security Operations)
• Legal and Compliance Contacts
• Communications or Public Relations
• Executive Sponsors or Crisis Managers

Include an escalation matrix with predefined severity levels and associated workflows. This reduces confusion during high-pressure situations.

5. Separate the IRP from Technical Playbooks

The core IRP should remain a high-level strategic document. Specific threat scenarios such as phishing, ransomware, DDoS, or insider threats are better addressed through supplemental playbooks or standard operating procedures (SOPs).

Each playbook should include:

• Initial detection and validation steps
• Technical response actions
• Communication plans
• Evidence collection protocols
• Reporting or disclosure requirements
• Recovery and validation steps
• After action review

This modular structure allows you to keep the IRP streamlined while ensuring teams have actionable guidance for the most likely scenarios.

6. Build Communication into the Plan

Communication is a critical component of any incident response. Your plan should include:

• Internal communication workflows across departments
• Methods for out-of-band communication if primary systems are compromised
• Guidance on what information should be shared and when
• Templates for regulatory disclosures, customer notifications, or public statements
• Contact lists for legal counsel, executive leadership, third-party vendors, and law enforcement (if applicable)

Pre-approved messaging templates can help reduce legal risk and limit reputational damage during fast-moving events.

7. Test the Plan Regularly

Writing a plan is only the first step. Without regular testing, even the best-written IRP can fail during a real incident.

Conduct periodically:

• Tabletop exercises: Simulated scenarios for internal teams to walk through their response.
• Technical drills: Hands-on simulations, such as isolating an endpoint or containing a malware outbreak.
• After-action reviews: Post-incident discussions to identify lessons learned and needed improvements.

Testing should include participants from multiple departments, not just IT or security. It’s also an opportunity to educate teams on their responsibilities and validate contact procedures.

8. Capture Lessons Learned

Post-incident activity is often the most neglected phase. Your IRP should include a formal process for:

• Reviewing what happened during the incident
• Documenting what went well and what didn’t
• Updating policies, playbooks, or procedures accordingly
• Reporting outcomes to stakeholders

Lessons learned are not just valuable internally—they may also be required for compliance reporting or third-party audits.

9. Common Mistakes to Avoid

Even with good intentions, many organizations fall into the same traps. Watch out for:

• Over-reliance on templates: A generic plan without context won't help during an actual crisis.
• No buy-in from leadership: Executive support is essential for resourcing and cross-functional cooperation.
• Failure to involve other departments: Security incidents often touch legal, PR, HR, and customer service teams.
• Infrequent testing or updates: Outdated plans can create more confusion than clarity.
• Lack of clarity around authority and decision-making: Avoid delays by defining who can make time-sensitive decisions.

10. Your Plan Should Evolve with Your Business

Cyber threats change quickly, and so does your business. Your IRP should evolve to match both. Review it at least annually or after any significant event such as:

• A major incident or breach
• A merger or acquisition
• The rollout of new systems or infrastructure
• New regulatory requirements
• Leadership or organizational changes

This ensures your plan remains accurate, actionable, and aligned with your actual environment.

Final Thoughts

Incident response planning is not about writing the perfect document. It’s about creating a living framework that enables your organization to react swiftly, minimize damage, and recover effectively when the unexpected occurs.

Start with a clear understanding of your assets, your risks, and your people. Build a scalable, testable plan that integrates communication and cross-functional participation. And above all, treat incident response as an ongoing program—not a one-time task.

At Compass IT Compliance, our experts help organizations build, evaluate, and test incident response programs that align with industry standards and business-specific needs. Whether you need help creating your first IRP, reviewing playbooks, or conducting tabletop exercises, our team can support you every step of the way. Contact us to learn how we can strengthen your readiness and help you navigate the evolving threat landscape with confidence.