“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 become subjective when conducting their own SWOT analysis. What should be done in this case? Read the following guidelines that can be of great help when conducting a SWOT analysis. Nonetheless, the guidelines provided can also be used by smaller units like a department or a committee.
Basically, it is vital to delegate someone that would act as facilitator of the SWOT analysis. This requires someone who is objective and has good analytical skills. The person must be equipped with good communication skills and can manage conflict in case some team members argue. Sometimes, organizations can ask for a third-party to facilitate strategic planning which requires conducting SWOT analysis at the very start.
Second, all necessary information must be prepared beforehand prior to 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 should cover all external opportunities and threats and that includes new government regulations as well as new competitors. All departments concerned must give beforehand 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,keep in mind that the outcome of conducting a SWOT analysis depends on every body’s participation. Everybody must fully cooperate and raise their issues in case they have any. Reiterate the reason and the purpose behind the activity so that participants know their roles.
Once you have followed the guidelines on conducting a SWOT analysis, you would observe that the result of the planning session is productive and organized.”