Flow of Strategic Management

Committee (SMC)Internal Controls effectively redefined

Strategic management involves the formulation and implementation of the major goals and initiatives taken by a company's top management / owners, based on consideration of resources and an assessment of the internal and external environments in which the organization competes.

Be proactive rather than reactive

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Benefits to Members:

Guidance from top / owner management and other members on concerns.

Evaluation procedure whether his work is on expected track.

Common understanding among inter-departmental HODs.

Periodical / earlier closure of routine task.

Instant and positive help from inter-departmental verticals.

Systematic data building (with review).

Improvement in leadership and communication skills.

Benefits to Strategic management committee members

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Benefits to top / owner management:

Healthy inter-departmental relationship.

Systematic delegation of work and power & authorities resultant more effective

strategies.

Invariable and periodical review of organization’s operations.

Innovative thoughts to improve existing operations and instant initial feasibility

study.

Easy surface out of real inefficiencies in the organization.

Improvement in the database / information system of organization.

Enhanced commitments from HODs.

Grater productivity of organization as a whole.

Uniform thought process for vision and mission of the organization.Benefits to top / owner management

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Instances of topics to be presented (it can be 500+):

By Sales Department: Sales plan for next month; status review of last month sales plan (confirmed by

accounts department). Budgeted expense v/s. actual expense with provisions (with help of accounts

department). Overdue receivable, EMDs, advances-Imprest etc. (confirmed with account

department)

By Account and finance department: Projected gross contribution (GC) v/s. actual GC. (with help of Sales Dept.) Non-compliance of statutory dues during last months and interest meter

thereon. Gross cash flow.

By Human resource department: Pending full and final settlement (with respective HODs and account

department) Joiner and leaver employee during next month with requirement analysis. HR newsletter

Matters to be presented in the SMC - 1

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Instances of topics to be presented:

By procurement department: Quality parameters to be followed by the organization (with help of quality

check department)

By Quality Assurance department: Complaint received and action taken status (with help of HODs). Proactive complaint reducer system.

By IT department: Do and don’t to strengthened the IT security. Demonstration of new implementation.

Matters to be presented in the SMC - 2

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Informative Matters: Presentation on past performance

Presentation future plans

Presentation on new technology in the industry or future developments

Matter of facts

Compliance status of minutes of past SMCs

Decision making matters: Matters of inter-departmental synchronization

Matter seeking reviews from peers to move new system / proposal

Examination of external problems

Policy, vision, mission, trend, risk, opportunity etc. matters

Assessment of revenue, expense, assets and liability of the company Types of Matters

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Sample flow of SMC meeting

Prepare the Agenda to be discussed in the SMC (few agenda in last SMC, Major within 3 days of last SMC)

Finalize and circulate the presentations on agenda(prior to 3 working days of SMC)

Execute the SMC with positive theme(within 2-5 hours)

Prepare minutes for the decision taken in the meeting (circulate to the members within 3 working days of SMC)

Actions as per minutes are required by the members (within committed / target date)

Actions taken status required to be presented in SMC (in next SMC)

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Format for Action taken Status (ATS) chart

Sample types of ATS

Number and date of Meeting

Total Matters discussed

Matters resloved and closed

Matters for which review procedure

established

Matters discarded

Matters under process

Matters pending

01 - January 24, 2015 7 2 3 - 1 1

Total 7 2 3 - 1 1 Percentage of total 100% 29% 43% 0% 14% 14%

Numbers Target date Numbers Target dateSales - - Marketing - - HRM & Admin - - Finance and Account - - Manufacturing - - Procurement - - SCM - 1 Top Management - - SOP/IFC Consultant 1 28-Feb-15 - Total 1 1

Matters under Implementation

Pending MattersMatters of Department

Remarks

Department-wise matters under process and / or pending

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Important do & don’t

Following initiatives expected from members: Come up with maximum useful information in summaries form.

Information should be supported by comparatives and confirmed with

respective inter-departmental head.

Do constructive & positive discussion to take and give feasible commitment.

Get directions from top management / owner and members wherever require.

Start strong and complete the presentation with confidence and get

appreciation for your achievements.

Following matters should be avoided:

Presentation & discussion should not be allegation and complaint in nature.

Avoid unnecessary and long discussion. If more discussion require, then go for

separate meeting after SMC.

As all members are presenting the matters to chairman of SMC, one to one

discussion should be shortened or avoided; in case of conflict, with the

permission of chairman the same should be postponed for more details.

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Use of experts

The organisation should use experts on this platform for the benefit of

members: HR experts can bring industry standards in current scenario.

IT professionals can update the organization on recent developments.

Statutory Auditors can share recent updates in the law and compliance.

Internal auditors can demonstrate the means of internal controls.

Advertisement Agency can present new effective means of promotions and

brand building.

New product / service launch can be explained to get review.

Different experts in logistics, security, field operation, new technologies etc. can

update the organization with external environment.

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What we expect from you?

• Share this information with your HOD / strategic management team and conduct the presentation to shape up a broader view of strategic management.

• Stay connected with us for coming more detailed presentations to have insight on practical aspects of SMC.

• Share your views / give your contribution of knowledge to us to improve this presentation.

• Share email address of the person to whom you want to communicate this system.

• Let’s spread global best practices of effective management across the economy.

Thanks