A large number of companies understand the importance of SWOT analysis, however, some organizations aren't very keen about the right procedures when conducting a SWOT analysis. To begin with,some employees in the organization may not be equipped with skills needed in organizing a planning session. Even if the majority of managers are good at performing their functional roles in their own department, that does not ensure their effectiveness in conducting a SWOT analysis. Furthermore,team leaders or managers are really not objective when conducting their own SWOT analysis. What should be done then? Read the following guidelines that are beneficial when conducting a SWOT analysis. Nevertheless, the guidelines provided can also be used by smaller units like a department or a committee.
First, it is crucial to assign a person that would be the facilitator of the SWOT analysis. This requires someone who is objective and has good logical thinking. The person must also possess good communication skills and can manage conflict in case some team members disagree. From time to time, organizations invite a third-party to facilitate strategic planning which requires conducting SWOT analysis at the very beginning.
Second, all important information must be prepared weeks before conducting a SWOT analysis. These information can include sales figures, marketing reports or even financial reports in case a strategic planning session is being conducted.The SWOT analysis must include all external opportunities and threats and that includes new government regulations as well as new competitors. All departments concerned must prepare earlier the latest updates in their area that greatly contributes to the efficiency when conducting a SWOT analysis.
Third, assign a person who would collate all the notes during the session. This person works like a secretary and just be an observer during the SWOT analysis. All the notes must be distributed later to all the members if the planning session so they can keep track of their progress.
Lastly,remember that the effectiveness of conducting a SWOT analysis depends on every one's participation. Everyone must amiably cooperate and raise their concerns if they have any. Reiterate the reason and the purpose behind the activity so that participants know their roles.
Once you have followed the advice on conducting a SWOT analysis, you would see that the result of the planning session is productive and successful.