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The business plan as a management imperative

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Anonim

The business plan as a management imperative

Business planning aims to facilitate -and therefore try to make viable- the achievement of the most important objectives and goals of a company or corporation: this acquires special relevance in a turbulent, uncertain and competitive world.

Business planning is the interactive prospecting we do of possible futures, external and internal, to try to design - in advance - sets of actions that possibly lead us to achieve what we want: if they leave us!

The business plan must be simple, clear, concise and informative, it must identify the risks and obstacles to successfully carry it out, specify the controllable and uncontrollable variables that could have a greater impact on the results pursued… it should serve as an incentive and guide for the implementation, balancing the turbulence of the environment with the dynamics of development of the plan… must serve as the basis for the detailed budget formulation… and the achievement of the necessary financing…

The business plan will not turn bad ideas into good business, but it will allow you to realize it in time, and avoid major setbacks… good ideas turned into good business plans will generate better business, and will be the basis for starting a more ambitious strategic rethinking… when circumstances warrant.

THE PROCESS AND THE PRODUCT

In recognized successful companies, it is the highest executive level that triggers the annual planning process, defining a timeline and frame of reference. It is also he who, echoing significant changes in the environment that obsolete the plan, promptly causes circumstantial meetings of adjustment and accommodation.

A plan should never be or become a straitjacket that forces us to follow the path that circumstances make it unwise to follow.

A plan should never be formulated by someone who does not have executive power over the actions to be carried out and / or the resources required: the plan must be executed and the planner must be executed… otherwise the plans will be mere ramblings about what could be done. or should do, but it will never be done… because there will always be reasons not to undertake them.

It can be affirmed that the most important product of planning is not the formal plan, but the new mental configuration of executives and executors that the process allows to achieve… by asking questions… by realizing… by agreeing…

This does not mean that the business plan does not have to be written, but that the written will never reveal all the richness of unanswered questions, closed discussions, agreements in the middle, etc.

A well-prepared business plan - and presented - is an excellent means of information and communication to seek consensus and motivate the human team that will make it possible, transmitting enthusiasm and optimism, even to those who will provide financing - internally or externally: An important by-product of a reliable and consistent business plan is that it serves to obtain and negotiate the required financing… it is also essential to have it, for the purposes of retrospective analysis and management control…

The business plan will be useful to the same extent that it generates trust and commitment… to the same extent that it encourages action, which is what produces results…

APPRECIATION OF THE SITUATION

What should precede any other planning activity should be to clearly express our strategic purpose, this is our highest ambition in terms of the market: not in terms of market share but in terms of what will allow us to ostensibly win the favor of customers and prospects, with a level of satisfaction far above what competitors can achieve in this regard… later.

The first step -in light of what we want to achieve- is to appreciate the situation that exists and the one that could be lived, and its determinants.

This first step - from external scrutiny - begins by identifying both the political, economic, social, technological scenarios, etc. that could arise, such as the Opportunities and Threats associated with them. We continue to identify the relevant actors and their power, determining and comparing their Strengths and Weaknesses with their own (analysis of interactions between competitors, clients, suppliers, substitutes, and national and foreign government entities: evaluation of allies, opponents and indifferent).

The second step consists of a careful internal scrutiny that allows us to detail the Strengths that we have and should have to take advantage of the

Opportunities and / or defeat the Threats displayed in the relevant environment for our purposes. We should also detect and assess our Weaknesses and determine if they allow us to take advantage of Opportunities or make us vulnerable to exogenous Threats.

The greatest strengths are the core competencies or capacities that sustain sustainable competitive advantages compared to competitors: the greatest weakness is the absence of them, the greatest threat is that competitors have them and we do not. What then could be the greatest opportunity?

DESIRED SITUATION

Then -and consequently- we can begin to take a third step: review and enrich (or formulate for the first time) the vision, mission, objectives and goals, in the context of culture and values ​​in which we will act: the customer needs that are to be competitively satisfied versus the segmentation of those customers (market), versus the products / technologies with which they will try to meet - competitively - the customer needs of each predefined segment (business), in each geography (strategic segments and targeting).

STRATEGIES AND TACTICS

The fourth step is the formulation of the macrostrategies to achieve the objectives and goals: Identification of crossings, generators of Strategies, between exogenous Opportunities and Threats versus own Strengths and Weaknesses (SWOT matrices); Interactive and harmonizing cross between Scenarios, Goals, Strategies and Resources (EMER matrices). It is the adjustment of the strategies according to the circumstances and along the way that generates the accommodation tactics.

The review and adaptation of the organization should be part of the strategic, global approach: adjustment of the structure and systems, symbols and values, people and competencies, and allocation of responsibilities and resources.

PLANS, PROGRAMS, BUDGETS

The fifth and final planning step has to do with disaggregating strategies and tactics into macro plans or general plans (what to do?), Macro programs or specific action programs (with what to do it?), And macro budgets for operation, investment and financing (¿ with how much?), in accordance with the organizational adjustments.

From the business macro plans and macro programs - and aligned with them - the operational or functional macro plans should be derived (marketing and sales, production / maintenance, technology, supply and purchasing, human resources and organization, administration, finance, IT, etc.): These functional macro plans are an essential complement to the business plan.

It is from the macro plans - by detailing the decisions and identifying the necessary resources - that the macro programs are born, and especially investment projects. The purpose of these projects is to improve and / or expand the operational infrastructure in a timely manner, to increase productivity and / or the volume of operations, in accordance with commercial, financial and human expectations and possibilities.

Macro-budgets are, in turn, the economic-financial expression of strategies, plans and programs. It is also important to formulate separately - but with an overall view and intertwined with each other - the macro budgets for operations, investment and financing. Detailed budgets are not part of the business plan, but this must induce its timely formulation.

Once all these steps are completed, it is necessary to check the consistency between them and it will probably be necessary to repeat them over and over again, until you are satisfied: it is only then that computational models and decision support systems can be of great help.

The intentional and frequent use of the expression MACRO is intended to emphasize the convenience of not going into insignificant details and thus avoid losing the overview: the idea of ​​the business plan is to put more emphasis on the general fund than on the detailed form.

Therefore, to take advantage of a high degree and not disperse the energy of the entrepreneurial spirits, all formalism that inhibits creativity or innovation, generating new business ideas, products or ways of doing things, must be avoided: it is convenient to soften and do The interface of generating new ideas with the insertion in the plans is as pleasant as possible.

One thing is the entrepreneurial spark that generates new and good businesses, another the managerial success, both are essential. (Gómez / Dezerega)

Two different situations are currently in vogue that encourage the development of a business plan. One is represented by the requirement to present a business plan associated with ISO certifications. The other derives from the preparation of the Kaplan & Norton Balanced ScoreCard, a management tool that, based on the vision / mission, operationalizes the strategy and requires objective by objective - financial, commercial, operational and human - to specify strategic initiatives: this is not possible. do so without previously or in parallel preparing the corresponding business plan.

MARKETING AND SALES

The marketing and sales plan is not just about determining what, how much and how we will sell. It is necessary to previously determine - in different scenarios - the objectives of customer satisfaction, the characterization of the needs to be satisfied versus the customer / product segments, the volume and trend of the market, the fraction of it that we could take, the strategy appropriate to achieve it (products, prices, credits, differentiation, etc.), the resources to carry it out, etc.: all in light of what the competitors are doing or could do and our relationship of strength with them, the customers, providers, substitutes, government entities, etc.

It is essential to determine in a complementary way the competitive advantages and the core competencies or capacities in which they are based or could be based.

PRODUCTION / MAINTENANCE

The production plan is not just about determining how much and how we will produce what is supposed to be sold. It is necessary to determine previously -and in accordance with the levels of quality and demand required by marketing and sales- the strategy to follow, the technology, the facilities and resources that we will need vs. the ones that we will use and / or we will have to develop, the levels of productivity that will allow us to produce at costs as low as prices as possible: the strategy has to do with how to be efficient, but without affecting effectiveness or quality (whatever we compete for cost or for differentiation)… the question is how to be excellent in the processes, to satisfy the shareholders at the same time as the clients.

The comprehensive maintenance plan should be subordinated to the characteristics of the plant and production requirements, in light of a strategy that allows high levels of reliability and maintainability.

SUPPLY AND PURCHASES

Just as the marketing and sales area must plan sales, and the production area must plan production, consumption and inventories of raw materials, process products and spare parts, the supply and purchasing area must plan purchases and sales. storage in accordance with the consumption and inventories provided by the other areas, for a high level of service and at the same time a low cost; This implies the formulation of a supply and purchase strategy and the determination of the necessary resources.

HR AND ORGANIZATION

Also in this case it is necessary to formulate a strategy and determine the necessary resources to satisfy the requirements of recruitment, selection, development, maintenance, remuneration, etc. staff, in line with the needs of the other areas in terms of organization and human resources.

Here the fundamental thing is the training and accumulation of the human and intellectual capital required, consistent with the skills required by the entire company: but this cannot be achieved without appropriate levels of training, motivation and compensation.

Organizational matters are not just about completing and improving the structure, but about ensuring that each person is well prepared to productively assume responsibilities and manage the resources assigned to them: this implies developing competencies and systems, consequently with company culture; this is with the predominant symbols and values ​​and / or those that are intended to predominate.

FINANCE

The financial plan has the special characteristic of having to be initially subordinated to the demands of the other areas, the cost structure and the capital structure. However, once the integration has been carried out and the initial business plan has been drawn up, it is necessary to redo it, in light of the financial goals that are to be achieved: whenever they - at the first round - are not satisfied. This usually leads to the formulation of requirements to which it is suggested that the other areas be subordinated: this generates healthy discussions and negotiations, which only the executive committee can terminate, by submitting the business plan to the approval of the board of directors..

The disaggregation -in tree- of the Net Present Value of the Economic Value Added (EVA) or Free Cash Flow, guided by the BSC, facilitates the visualization of the impact of the non-financial on the generation of financial value.

PLAN SIMULATION

* Víctor Dezerega Cáceres

Master in Business Administration (1980), IESA; Electrical Engineer (1977), UCV; Civil Electrical Engineer (1965), U. Chile.

In this process of discussion and negotiation it is where the computational models and the decision support systems associated with them come to the fore, by allowing instant runs of each person's approaches and seeing the results they lead to. They also allow the model to be run in reverse, since they allow specifying the financial goals to be achieved, and obtaining the values ​​that the inputs should reach (sales levels, prices, productivity, remuneration, indebtedness, etc.), respecting the restrictions that explicitly cannot be surpassed: search for goals. Finally, in the face of uncertainty about the market price ranges, inflation, interest and exchange rates, etc.,allow you to introduce -with great kindness- probabilistic estimates and visualize and appreciate their incidence on the most probable results that you seek to achieve.

THE BUSINESS PLANNER

The role of professional planner, of the connoisseur of the most modern and productive business planning techniques, should only be that of an incentive and facilitator of the process, his role is to transfer technology in a friendly way to plan well: he must collaborate in the process, but never you must make a plan… except yours.

Hence, the most modern, thriving and successful business organizations in the world have expert and technified planning teams, but they are also very small and enjoy the trust of top executives: they are intelligent and timely modelers and monitors of what happens. in the relevant environment, of the indicators that measure both the development of the strategies and plans, as well as the results that they are leading or could lead to.

The highest planning body of a company should be its executive committee: each executive must contribute to adding and disaggregating the business plan, with the collaboration of its people, but under their responsibility, and the eventual advice of experts: the process is initially top down, and in any case prior to the budget process.

EPILOGUE

Epithet said, "Make sure you want to be first, then do what you must do."

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VDC / Sharon / YRBUSINESS PLAN valid corrected with CORRECTED BIBLIOGRAPHY.doc24 / 11/98 16:07

The business plan as a management imperative