OPTIMISE BUSINESS EFFECTIVENESS

1. OPTIMISE BUSINESS EFFECTIVENESS Huzaifa A. Nakhoda

2. TYPICAL BUSINESS PROCESS • Understand Customer needs • Identify Resources required • Set up Systems and Processes to use resources to meet customer needs Optimise Business Effectiveness

3. YOUR SPAN OF CONTROL In today’s competitive scenario where purchase and sale prices are market driven – the only thing you have complete control over is Your Process Maximise profits through Optimum Resource Utilisation Optimise Business Effectiveness

4. RESOURCES AVAILABLE • Finance • People • Equipment • Inventory Optimise Business Effectiveness

5. INFORMED DECISION MAKING • How often do you make business decisions? -Pricing | Inventory Purchase | Vehicle Purchase --Recruitment |New Warehouse|Increments ---Expansion – More outlets ----Diversification – New Line of Business • Is there Complete & Reliable info on Time, every time? • What decisions have you put on Auto Pilot? • Are decisions put off due to hazy information? Optimise Business Effectiveness

6. THE IRREPLACEABLE RESOURCE Analyse your Time Sheet Optimise Business Effectiveness

7. THE IRREPLACEABLE RESOURCE • The Time Thieves • Approvals for day to day routine tasks • Repeating instructions each time a task needs to be done • Reminders for delays • Reprimanding mistakes Optimise Business Effectiveness

8. SYSTEM NOT PERSON A boss is most successful when people barely know he exists. When his work is done, his aim fulfilled, his troops will feel they did it themselves – Lao-Tzu, philosopher Organisation should be system driven not person driven No vacuum if person doing the job is away Be it at clerical or decision making level Job Responsibilties clear cut Optimise Business Effectiveness

9. KNOWLEDGE IS POWER Create a learning Organisation – install a system to record and retrieve individual staff members knowledge for the benefit of the Organisation. Encourage staff to share knowledge. Optimise Business Effectiveness

10. A ROBUST MANGEMENT INFORMATION SYSTEM ACCOUNTS – Timely – Accurate – Complete No job is over till the paper work is done. • Structure your accounting system to reflect your work flow Accounts is not a separate or post mortem task Make accounts part of the workflow All data entry should be done at the time the transaction occurs Updated and online information should be available at all times • Let your accountant move from being a Data Entry person to an Analyst. • Minimise or rather optimise time spent in Data entry (by efficient work methods). • Ensure spare time available to anaylse data and provide value added reports. Optimise Business Effectiveness

11. RELIABILITY Reliability of System Information will be ensured by: • Checks and validations to avoid data entry errors. • Strict access controls to allow data entry by only authorised staff. • Stringent Internal controls and checks. • Avoiding data redundancy. • System should be simple to use and understandable by users at all levels. Optimise Business Effectiveness

12. CHOOSE THE RIGHT SOFTWARE • Software should suit your organisation. • The best state of the art software will not solve your problems if it is not mapped for your specific needs. • Throwing IT at a problem will not solve it. IT is an enabler not a solution Optimise Business Effectiveness

13. REENGINEER FIRST • First develop the business vision and objectives (long and short term) • Understand and measure the existing methods • Involve users throughout and get them to own the project • Identify the most important processes that need attention • Document your information needs – both current and future • Recognise skills of users at all levels • Identify connectivity requirements – current and future • Design a prototype • Brainstorm and discuss with users at all levels - Input of front line staff is most important at all stages. Optimise Business Effectiveness

14. THE RIGHT VENDOR • Check past record and long term prospects • Number of local support staff • Assess capability to understand your needs and conduct a smooth implementation • Assess capability for continued after sales support – steer clear of vendors who overstretch themselves and end up having insufficient support staff • Avoid packaged products from agent who offer no after sales support • Freelancers – You may find they are never free to serve you. Get someone you can trust with your mission critical data Optimise Business Effectiveness

15. COST CONSIOUS ? • Remember you are dealing with mission critical needs • Don’t pinch your pennies • Cheap is usually not the best • Current savings may mean more costs and pain later Optimise Business Effectiveness

16. FRILL FREE - Avoid distracting extras Focus on the essentials • Do not pay for features that you do not need • Make sure you have the essential features you need and the system is user friendly • Internationally proven solutions may be weak on local requirements or support Optimise Business Effectiveness

17. SCORING MODEL – THE FINAL ANALYSIS Quantify your requirements to arrive at an objective decision. Give weights to each requirement as per their importance. Give a score as per the features provided by the solution Optimise Business Effectiveness

18. BUSINESS PLANS If you fail to plan, you are planning to fail • Importance of Business Plans • Business Plan is not merely a Budget • Business Plans are as important for well-established and profitable organisations as they are for a newly set-up enterprise • Can serve as an instrument for cost savings, revenue optimisation, exploring new business avenues Optimise Business Effectiveness

19. Change is the Only Constant in Life Change is the Only Constant in Life Optimise Business Effectiveness

20. THE ONLY THING THAT IS PERMANENT IS CHANGE If the rate of change on the outside (of the firm) exceeds the rate of change on the inside, the end is near– Jack Welch, executive There is at least one point in the history of any company when you have to change dramatically to rise to the next level of performance. Miss that moment, and you start to decline – Andy Grove, Intel Corp. chairman Optimise Business Effectiveness

21. THANK YOU We hope you found the information useful Optimise Business Effectiveness