by 
The famed SWOT analysis is a very effective tool when it comes to enhancing management and achieving business excellence. This instrument enables the evaluation of processes to identify and leverage potential improvement points.
Process-based management, on the other hand, contributes to greater activity flow control and optimization. When combined, the two tools become extremely useful, serving as a guide or a path to transform the reality of organizations.
By identifying strengths, weaknesses, opportunities, and threats, it can be understood as the basis for formulating strategies that improve processes. Additionally, it provides coherent information to support organizational decisions.
We have prepared this material to help you understand how to use this in-depth and comprehensive analysis to manage processes and ensure increasingly prosperous results.
What is SWOT analysis?
The acronym SWOT stands for strengths, weaknesses, opportunities, and threats. In Brazil, this analysis is known as FOFA, a tool for evaluating and identifying strengths, opportunities, weaknesses, and threats.
It is a strategic study that maps the internal and external environment of organizations to ensure a more promising future. Furthermore, it allows identifying improvement points that can become competitive differentials for the organization.
This internal and external observation provides a holistic and macro vision that helps understand how processes are going and develop strategies for their next steps.
Each specific item should be addressed comprehensively, as follows:
- strengths: refers to everything the company does well, where it performs well, and what makes it stand out to customers or the target audience.
- weaknesses: contrary to strengths, this lists initiatives with low performance or that could be improved;
- opportunities: focused on the external environment, this analyzes what will make the company more competitive. Lists resources that can be used to improve weaknesses, market gaps, and goals for the current year;
- threats: here are items beyond your control, such as a change in the competitive landscape, points where competitors are better, new trends, regulatory changes, or even climatic catastrophes.
The relationship between SWOT analysis and process management
As an internal analysis fundamental to the strategic planning of organizations, it can be said that SWOT analysis impacts process management, and process management favors this type of evaluation.
Process-based management is a methodology that focuses on optimizing activity flows. Using SWOT analysis, these flows can be analyzed from different perspectives, revealing bottlenecks, possible improvements, or potential risks.
The use of technology is essential for this management and analysis to be favored. Neomind’s Fusion Platform is a complete platform for managing processes, indicators, and documents.
Monitoring process performance through the platform’s Central Analytics allows for evaluating, in real-time, the strengths and weaknesses of that project or activities.
When the company uses an automated system to perform tasks, processes are standardized, mapped, and optimized, boosting the strengths and competitiveness of the company.
Regarding potential threats, Fusion has a Risk Management module where it is possible to identify important external points for the organization. Moreover, it allows creating action plans to contain or reverse damages into competitive advantages.
Components of SWOT analysis in process management
Each component, or each letter of the SWOT analysis, should be observed within the processes for the evaluation to be precise and thorough. This way, decision-making becomes more coherent, and the company’s improvement strategies are enhanced.
Thus, strengths, weaknesses, opportunities, and threats are considered as:
- strengths: efficiency, quality, standardization, low failure rates. Qualified team, solid reputation, and partnerships are also examples. All these points should be continuously improved to maintain excellence;
- weaknesses: waste of time, bottlenecks, rework, low productivity, customer dissatisfaction. Improving these points should be a priority; for this, reengineering of processes, training, and implementation of new technologies are recommended;
- opportunities: external opportunities such as technological advances, changes in demand, and new market trends should be mapped. Focusing on these opportunities, processes can be improved to reach new levels of success;
- threats: fierce competition, regulatory changes, economic crises, or any adversity that can negatively impact the company. Monitoring and contingency plans are essential to protect the organization.
Benefits of this methodology in Process Management
Working with SWOT analysis in process-based management brings numerous benefits to companies, such as:
- workflow optimization;
- cost, error, and failure reduction;
- improvement in efficiency and productivity, helping to prioritize tasks;
- standardization and process automation;
- greater customer satisfaction;
- greater agility and flexibility;
- risk reduction;
- greater security for company operations;
- conscious, coherent, and strategic decision-making;
- generation of ideas to strengthen strengths and take advantage of external opportunities.
How to do this analysis?
There are some alternatives for conducting SWOT analysis, from informal meetings to the formal construction of the matrix. Each company can adopt the approach that best suits its culture or availability.
First, it will be essential to involve people from different departments and levels to get a comprehensive view.
Think about the processes and the results obtained internally in a realistic and objective manner, identifying strengths and weaknesses. Also, look at the market and point out which items can be opportunities and threats. The more items identified, the more comprehensive the analysis will be.
Find a method to write and organize all these points. List those that are most important or relevant to the company’s success. Use boards, spreadsheets, and other methods that are preferably visual.
From this framework, develop an action plan to maximize strengths, overcome weaknesses, take advantage of opportunities, and mitigate threats.
It is worth noting that SWOT analysis is a dynamic and continuous process. It should be continuously reviewed to adapt to possible changes. The expected results will be achieved with the effective execution of the action plan.
Technology contributes to SWOT analysis
The basis of a well-executed SWOT analysis is data. Having a platform for managing processes, documents, and indicators allows for centralizing, collecting, and consulting information accurately.
Adopting a process automation system will speed up the identification of strengths and weaknesses in process management. Indeed, the more data there is, the deeper the analysis will be.
Fusion Platform’s Central Analytics gathers all the information about the company’s processes and other activities. Users have dynamic and visual panels to monitor indicators.
This approach favors the identification and implementation of improvements or the exploitation of opportunities. Adopting the Fusion Platform is an advantageous alternative to modernizing management, and automating activities so the focus is on the company’s core business.
Due to mobility, the software allows all data, processes, and documents to be accessed from anywhere. They are constantly updated, and access occurs in real time.
Analyzing strengths, weaknesses, opportunities, and threats is one of the best ways to strengthen processes. Likewise, proper management of these processes provides more precise information and diagnostics for the SWOT matrix.
Have easy access to information and optimize your processes. Try Fusion Platform and ensure a promising and conscious future for your internal and external environment.
