Systems
At these stage, we need to make a list of the systems you have in your organization and start thinking about their effectiveness. You will need to review each one and keep an eye on it.
Most organizations have these systems. Of course, if the organization is very small, then the systems are very simple, and some kinds of organizations some don't need some systems. But some kinds of systems are mission-critical for some kinds of organizations and might take quite sizable effort and attention. Start by making a list of your key systems, for example:
Governance
Organizational chart | Business structure | Accountability and delegation | Legals and legislation compliance | Risk | Policy development
Strategic business planning
Assessment of organizational capability | Trend identification and analysis |Strategic risk management
Operational planning
Finance
Bookkeeping | Debt recovery| Asset management | Purchasing and expenditure | Budgeting | Payroll | Financial auditing | Monitoring and reporting to CFO and board | Reporting to government | Antifraud systems | Financial risk | Taxation
Facilities management
Buildings | Vehicles | Aquisitions
Human resources (HR)
Recruitment and selection | Onboarding/induction | Training and professional development | Staff relations | Pay and conditions | Performance and talent management
Marketing
Product/service design | Advertising and selling | Public relations
Information management
Software and IT | Data security | Document control
Occupational health and safety
Knowledge management
Confidential and private information regarding staff and clients | Patentable products in development | Commercial in confidence information (I.e. information that would disadvantage the organization if it were known to competitors, such as negotiations of contracts, mergers, and takeovers)
Quality Assurance (QA)
Customer feedback | Internal auditing or checking | Licensing and accreditiaton | Continual improvement
For each system, write in how you could monitor and evaluate its performance. For example, you would monitor income to see if clients pay in full and whether they pay on time.
- Then say what data will you need to do it. For example, you would monitor income by checking the cash journal and your debts receivable.
- Does this system of tell you what you really need to know? (Keep an eye on it as you go, because you might need to know other things.)
- Identify any gaps for all your key systems. Look at your data for a period of time (the last quarter might be good.) Is there are gap between what it is and what it should be?
- In the list of key systems, which ones do you need to improve in?
- How could you improve those that need it?