Integrated System for Business Management

For any organization the first task is to decide the overall company strategy (this role is typically performed by the board of directors and executive leadership council). Then comes aligning the business operations with the overarching strategy. And at the end comes execution of the business operations. How well the business operations are executed influences the eventual success of the organization. Both right strategy and right operational model needs to be treated with equal importance.

Thus it is clear that business operations needs to be managed effectively and efficiently for an organization to achieve its business targets. Herein comes systems and processes for managing the various business activities. An integrated system for business management goes a long way in ensuring the operations are run effectively and efficiently. This translates directly into dollars saved due to focus on quality and timeliness while the activities are being performed.

Integration is in two perspectives. First, all core and support functions work hand in hand. It is interesting to note that a particular competency area can be a core or support function depending on the organization's revenue model. Consider the following: in a manufacturing company the work done by IT/Software function is a support function but in a software company the work done by T/Software function becomes a core function.

The second perspective is related to various process models, methodologies and concepts that can be applied to the organization's internal systems and processes. The various process models like ISO 9001, Six Sigma, MBNQA, CMMI, etc. and the various methodologies and concepts like Employee First, Open Culture, Equitable Employment, etc. should be tightly integrated in such a manner that the business management system is one entity for the employees. One or several of the corporate groups can be assigned the responsibility of identifying and amalgamating the best practices on a ongoing basis.

An integrated system is easy to maintain and can support external audits and assessments against multiple models and standards in both standalone and combined mode. This also has its advantages in terms of savings on compliance and certification costs.

Managing External Audits

It is commonplace these days for organizations to undergo various types of audits from external agencies - certification audits, process audits, financial audits, statutory compliance audits, et al. These audits from external agencies put pressure on an organization to keep its internal systems and processes in a proper shape. At the same time however it consumes a lot of effort on the organization's part to prepare for and go through these audits.

Managing external audits is thus an important aspect for organization's to function smoothly. Especially since adverse audit findings have negative impact on the organization's morale as well as impression on the external world. Managing in this context should be seen in both terms - overall coordination as well as technical preparedness.

Overall coordination involves the following activities:
  • Finalizing the audit dates, audit program outline (scope, criteria), detailed schedule and key events. This needs consultation with the external agency as well as key stakeholders.
  • Sending needed communication in as much advance as possible to relevant stakeholders. This can be done in a progressive manner - a top-level communication goes out at the start with audit dates and program outline followed by a series of detailed-level communication and another top-level communication goes out at the end with audit findings.
  • Scheduling the various slots - audit discussions, interviews and meetings. This needs coordinating the calendars of multiple internal stakeholders especially ensuring that the key stakeholders are available for the important slots.
  • Arranging necessary logistics. This includes preparing and executing plans related to meeting rooms, projector, white board, lunch, etc. and as needed, air and local travel, stay, etc.

Technical preparedness involves the following activities:
  • Ensuring necessary documents are made available during the audit. This involves review and update of the documentation ahead of the audit.
  • Ensuring personnel who will be interviewed are ready to undergo interviews. This involves coaching and mentoring selected staff in respect of understanding and articulation skills.

Auditors and Consultants

The tribe of auditors and consultants is never going to get extinct.

As long as businesses exist they will exist.

In fact they can probably outlive business.

What makes auditors and consultants so special?

What is the value they bring to the table?

Why does one need them?

And the moot point - does one need them?

Before trying to answer these questions and first and foremost, one must know more about the tribe of auditors and consultants.

Kind of auditors and consultants - Solo, Duo, Nada

Some auditors are auditor only and not consultant.

Some consultants are consultant only and not auditor.

Some are both auditor and consultant.

And then there are some who are neither. 

Expertise level - Good, Bad, Ugly

There is never a better or a best as far as auditors and consultants go as most of them appear experts due to practicing a certain competency many times over, in different scenarios though.

The best are, at the best, good.

Many are simply bad.

And many are, at the best, ugly. 

Style - Formula-driven, Client-driven, Value-driven

Formula-driven auditors and consultants have one set formula which they will fit into whichever organization they go to.

They might have perfected that formula in many assignments over years.

And they will never deviate from the formula or be open to any customization to it despite client need and sometimes resistance.

Client-driven auditors and consultants will listen to the client, get solutions from the client itself, then paraphrase the solution with a certain twist and turn to make it appear "novel and right".

Value-driven auditors and consultants know multiple formulas, listen to the client and are adept at applying the best formula for the client's needs.

They are also skilled in knowing when a new formula might be required and do not hesitate to develop a new one.

They focus on creating value and view client's views and formulas as means to an end and not the end itself.

Span of expertise - Line-type, Bar-type, Cross-type

Line-type auditors and consultants know almost "everything about everything".

They are like "Jack of all trades and master of none".

Bar-type auditors and consultants know almost "everything about something"and "nothing about rest".

They have a narrow perspective and lack a holistic understanding.

Cross-type auditors and consultants know almost "everything about something"and "something about rest".

They have a wide perspective and carry a holistic understanding - the best bet.

Now let's come to the four questions that were posed at the start and try to answer those:

What makes auditors and consultants so special?

Auditors and consultants develop deep expertise in one area and are like specialists or super-specialists in that area.

They are expected to interpret a set of concepts with ease in multiple situations.

What is the value they bring to the table?  

Auditors and consultants can offer interesting perspectives into the problems and challenges an organization has.

They can also offer certain insights that an insider might fail to observe. 

Why does one need them?

Being external to the organization and getting paid (heavily in most cases) for their advise they are taken more seriously by the management and staff as compared to internal experts.

Does one need them?

Yes and no.

Yes because the messaging through them gets higher mileage.

No, if they are brought in only for mileage.

There are many good, value-driven, cross-type auditors and consultants who can help organizations they audit and consult in phenomenal ways.

In certain sense it depends more on the organizations how they leverage auditors and consultants since they foot the bills of the auditors and consultants and hence will get what they really ask for!