Archive for September, 2011
A detailed description of a new or existing business, including the company’s product or service, marketing plan, financial statements and projections and management principles, require a plan to be implemented. A document that spells out a company’s expected course of action for a specified period usually includes a detailed listing and analysis of risks and uncertainties. For the small business, it should examine the proposed products, the market, the industry, the management policies, the marketing policies, production needs and financial needs. Frequently, it is used as a prospectus for potential investors and lenders.
Think of it as a production line. What’s go in the start are raw materials and unfinished assemblies. Here, the raw materials include:
-Talent and initiative from employees
-Capital -Market position
-The company’s creditworthiness
-The firm’s earning capacity
-Assessment of changes in the marketplace.
It should have four major aspects:
- Its contribution to purpose and objectives
- Its primacy among the manager’s tasks
- Its pervasiveness
- The efficiency of resulting plans.
The Contribution of Planning to Purpose and Objectives: Every plan and all its supporting plans should contribute to the accomplishment of the purpose and objectives of the enterprise.
The Primacy of Planning Manager must plan in such a way that it leads to proper organizing, staffing, leading and controlling which support the accomplishment of enterprise objectives. Planning and controlling are inseparable. Any attempt to control without a plan is meaningless, since there is no way for people to tell whether they are going where they want to go. Plans thus furnish the standards of control.
The Pervasiveness of Planning: Planning is a function of all managers, which vary with each manager’s authority and with the nature of the policies and plans assigned by superiors. If managers are not allowed to a certain degree of discretion and planning responsibility, they are not truly managers.
The Efficiency of Plans: The effectiveness of plan refers to its contribution to the purpose and objectives. Plan is efficient if it achieves its purpose at a reasonable cost, when cost is measured not only in terms of time or money or production but also in the degree of individual and group satisfaction.
Procedures: Procedures are plans that establish a required method of handling future activities. They are chronological sequences of required actions. They are guides to action rather than to thinking and they detail the exact manner in which certain activities must be accomplished.
Rules: Rules are unlike procedures in that they guide action without specifying a time sequence. In fact, a procedure might be looked upon as a sequence of rules. Rule may be a part of procedure.
Programs: Programs are a complex of goals, policies, procedures, rules, task assignments, steps to be taken, resources to be employed and other elements necessary to carry out a given course of action; further supported by budgets.
Budgets: Budget is a statement of expected results expressed in numerical terms. Financial operating budget is often called a “profit plan”. This budget can be expressed in financial terms, in terms of labor- hours, units of product or machine hours or in any other numerically measurable term.
Steps in Planning: Being aware of opportunities, a manager should take a preliminary look at possible future opportunities and see them clearly and completely know where they stand in light of their strengths and weaknesses, understand what problems they wish to solve, and why and know what they expect to gain. Planning requires a realistic diagnosis of the opportunity situation.
Establishing objectives: This is to be done for the long term as well as for the short term. Objectives specify the expected results and indicate the end points of what is to be done, where the primary emphasis is to be placed and what is to be accomplished by the network of strategies, policies, procedures, rules, budgets and programs. Objectives form a hierarchy.
Developing premises: There are assumptions about the environment in which the plan is to be carried out. It is important for all managers involved in planning to agree on the premises. Forecasting is important in premising: what kind of markets will there be? What volume of sales? What prices? What products? What technical developments? What costs? What wage rates? What tax rates and policies? What new plans? How will expansion be financed? What are the long-term trends? Because the future is so complex, it would not be profitable or realistic to make assumption about every detail of the future environment of a plan.
Determining alternative courses: The more common problem is not finding alternatives but reducing the number of alternatives so that the most promising may be analyzed. The planner must usually make a preliminary examination to discover the most fruitful possibilities.
Evaluating alternative courses: From the various alternatives available proper evaluation should be done which may involve ash flow.
Selecting a course: The best alternative should be selected.
Numbering plans by budgeting Final step is giving them meaning by converting them into budgets. The overall budgets of an enterprise represent the sum total of income and expenses, with resultant profit or surplus and the budgets of major balance sheet items such as cash and capital expenditures.
A business plan is a written summary of your business idea including the product, people, equipment, financing, competition, sales and marketing, cash flow and operations that are required. You will want to prepare a business plan not only for your new venture but also for new products or business models. If you need financing for your venture you will need a Business Plan to present the plan to venture capitalist, investors or your bank. Even if you are self financing the venture you should prepare a business plan as if you were going to present it to your bank. There is no one easier to lie to than yourself and no one easier to fool.
There is no magic formula for a Business Plan although I always found when presenting a plan to a bank the heavier and longer it was the easier it was to get the banks approval. You plan should at a minimum include the following.
A detailed description of the product or line of products or services including target consumer and features and benefits of the product. A statement of qualifications and experience of the person or persons who will lead and manage the venture. A detailed plan of where and how the product will be manufactured or purchased. If it requires manufacturing where will you get the equipment, factory space, raw materials and skilled labor? If you are purchasing the product what are your supply lines? Do you have a purchasing agreement in place? How reliable is the source? Can you get alternate sources if necessary? A marketing plan that details you unique selling propositions, market area, method of reaching your customer such as advertising or online marketing. How will you attract the right sales people? If you are planning on using a marketing firm provide details. If you are out sourcing sales such as to a real estate agent if you are building homes include information on the individual or firm you intend to use. If they provide a marketing plan include that in your business plan. A cash flow plan detailing required cash resources and how long the cash will be required before the venture becomes cash positive. A statement of required resources not listed above such as licenses, permits, insurance, testing and research, office space and associated equipment and furniture. An organizational chart showing a plan for operating the business at inception and as it grows. A list of your key advisors; accountant, attorney, insurance professional Include a break even and profit analysis. How many units or dollars do you need to sell to break even and how many do you need to sell to provide a return to your investors? A bank will want to make sure they are going to get repaid. Investors will expect a return which well exceeds return they could get from safer investments such as saving accounts, money markets or bonds.
Even if you do not need to reach out to investors and a bank and are going to be self financed prepare a business plan and present it to a bank or group of investors who do not have fallen in love with the idea like you have. If you cannot convince them to provide funding then you likely need to reexamine the plan.
Friends and relatives are not a good audience as they will either be too easily swayed by your enthusiasm or afraid to tell you what they really think. I once had a relative who I looked up to all my life. He was buying a franchise when he retired and he showed me the business plan. When I looked at the return on investment and the work required to produce that income I thought “this plan will never work.” Because I had looked up to him so long I kept my opinion to myself. He spent almost ten years working too many hours trying to keep from losing his retirement savings. In the end only the long hours and a lot of resourcefulness helped him recoup his original investment.
Original Content copyright 2010 Thomas Robinson
Every transaction or activity carried out by a business is commonly done within the scope of the frame-work laid out by the management. Therefore any activity done outside this is counter productive and will not promote the objectives of the organization.
A manager should set the targets to be achieved by the employees. Objectives should be clearly stated, measurable, prioritized and timed. A good manager constantly checks weather these targets are being achieved and takes corrective measures when called upon. He should be able to predict any impossibility and act beforehand.
When it comes to purchasing, it should be made from the cheapest source not forgetting to check on quality of the products. Apart from that, sales increasing policies such as displays and advertising budget should be affordable. A sales manager must also set reasonable prices and not exploit customers.
Lack of records can easily bring down a business; record keeping helps in detecting problems in advance. Updating records constantly will help run a business in an organized manner thus improving efficiency.
Apart from being given instructions, staffs also need to be motivated. Good supervision will lower operating costs by reducing the number of errors made while increase quality of work.
In any organization, the secret to getting the most out of workers is by boosting their morale. Once the employees are motivated, they will work hard towards achieving the company’s set objectives and thus ensure the success of the business. Some of the ways of motivating workers would include periodic salary increments, rewarding best performing employees, organizing team building activities just to mention a few.