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STEP 1 & 2:
PREPARATORY STAGE
SITUATION ANALYSIS
Structure of Presentation
Objective of the session
General issues on preparation of SP
Situation Analysis overview
Approaches to a Situation Analysis
Other methods of conducting situation
analysis
Relationship of the Situation Analysis to
other Steps
Stakeholder Analysis
SWOT/C Analysis
Attributes of a Good Situation Analysis
Objective of the Session
By the end of the session participants shall be
able to:
Explain the preparatory stage for SP
Define situation analysis (Environment
Scan),
Mention the tools used in situation
analysis,
Be practical with tools used in
environmental scan.
Step 1. Preparation of SP
The 1st step in developing SP is Preparation
of Strategic Plan.
Preparation of SP involves many
stakeholders as regarding their priorities to
institution.
The major step in preparation stage is to
organise a preparatory meeting of
management and key resource persons
and assign tasks and responsibilities.
Step 1: Preparation
(cont..)
The main tasks and responsibilities of the
meeting include:
Decide the methodology to be used in the
process;
Decide in some detail who does what;
If workshops are to be held, decide who
attends and whether internal or external
resource persons will be needed and what
the major results should be;
Step 1. Preparation
(cont..)
Decide which external stakeholders will
be invited, and what their roles will be;
Prepare a schedule or work-plan and
decide on the logistics and financing;
Disseminate the work plan to all relevant
parties.
Step 1. Preparation
(cont..)
The process of Strategic Planning should
be undertaken in a participatory manner
with clarity on roles and functions of all
players which are:
Leader: the leadership role should be
undertaken by the Chief Executive
Officer (CEO).
Step 1. Preparation
(cont..)
Participants:
All heads of departments should
participate in the Strategic Planning
process.
Higher level institutional leaders should
participate at the level of developing
mission, vision, and objectives.
Step 1. Preparation
(cont..)
Facilitator: Facilitation should be
undertaken by an experienced and
knowledgeable person on a subject
matter.
Secretariat: Documentation should be
done by people with good writing skills.
Situation Analysis
SWOT/C X Workshop
Weaknesses
What could be improved?
What does the institution do badly?
What should be avoided?
Opportunities
What are the opportunities available?
What are the positive trends?
SWOT/C Analysis (Cont..)
Challenges/Threats
What obstacles are faced by the institution?
What are the competitors doing?
Are the specifications for the institution’s
functions, products or services changing?
Are changes in technology threatening the
institution’s position?
Does the institution have bad debtors or cash flow
problems?
Could any of the institution’s weaknesses
seriously threaten the business?
Attributes of a Good Situation
Analysis
The quality of a Strategic Plan is related to the
quality of the ideas which underpin it.
Is successful at generating good ideas and
identifying fundamental issues
Is concerned with generating results rather than
adhering to process
Is presented in a clear fashion
Does not state the obvious (should be
challenging to the development of the institution)
Group Work and
Presentation
Stakeholder Analysis
SWOT/C Analysis
END
Thanks
For
Preparing
Quality
Situation
Analysis