Departmental SWOT Analysis Template
Introduction: How to Use This Tool
Use this template to learn about and conduct a SWOT (Strengths, Weaknesses, Opportunities, and Threats) Analysis for each department in the organization. This exercise should be done by an HR representative and a department leader, such as a manager or director. First, the HR representative and department leader should independently evaluate the same department. Then, they should meet to review the results and use them to formulate goals for the department. To use this template, start by deleting all text in light grey. Then, identify the department to be assessed and distribute the template to the HR representative and department leader selected to do the SWOT Analysis. Department: Assessment by: Position: Research Pat Smith Director of Research
What Is a SWOT Analysis?
A SWOT analysis will help to identify and analyze the Strengths and Weaknesses of a target, such as a business unit, a proposition, or idea. Another goal of the SWOT Analysis is to identify and analyze Opportunities and Threats in the external environment that could impact the target. The factors identified in the analysis are those on which to capitalize, invest, improve, or minimize. For this exercise, you will assess a department in your organization. The frequency of analysis will depend on the nature of the organization and industry but, ideally, a departmental SWOT Analysis should be done every one to two months.
Strengths and Weaknesses
Every department has strengths and weaknesses that affect performance and outputs. • Strengths are positive internal factors within your control on which you want to capitalize. What does the department do well?
Weaknesses are negative internal factors within your control that want to limit or improve. What does the department struggle with?
Opportunities and Threats
Every department has a number of opportunities and threats that will impact future departmental processes and outputs. • Opportunities are positive external factors in which you should invest. Are there external Opportunities for the department to increase profit or grow? For example, can consultants
Page 1 McLean & Company
For a SWOT Analysis to be beneficial. A list of factors is provided for each category to jump start your thinking. Opportunities and Threats the department will face in the coming months.
• • Use precise. Set aside focused time to complete this worksheet. it should be thorough.be used to do part of the work or are there cultural trends that impact the availability of employees? • Threats are negative external factors whose effects you want to minimize. Use the tables below to identify the department’s Strengths and Weaknesses (Table 1). Are there any external factors that will seriously threaten the department? For example. invest in external opportunities. 3. Note that these lists are not exhaustive.
How to Do a SWOT Analysis
1. verifiable statements. 2.
Page 2 McLean & Company
. is changing technology a problem for the department or is there a new management team that has a history of outsourcing?
Why Do a SWOT Analysis?
A SWOT analysis will provide a conversation point for HR and a department leader to discuss key departmental issues and factors. and minimize the impact of external threats to future departmental growth. The information provided by both parties will contribute to the formulation of goals and strategies that capitalize on the department’s strengths. Weaknesses. Review the factors you identified and highlight the most important Strengths. Doing this will provide a reasonable list of factors to guide goal-setting. Avoid long lists of factors by trying to focus only the most significant. improve or limit the department’s weaknesses. and Opportunities and Threats (Table 2).
You might find that a factor fits in more than one category. quality. selection and retention. communication) • Training and Development (e. bold. workforce planning) • Management (e.
Table 1. materials. style. Keep in mind that the options generated will be used later for strategy and goal formation.
Page 3 McLean & Company
... Low attrition rate. communication) • Training and Development (e. effectiveness.) what you think are the department’s greatest strengths and weaknesses. underline.g... program(s) in place.. quality. role. highlight. No training programs for new technologies. role.g. finances. identify (i.g. quantity) • Resources(e. Remember that these will be used to set goals for the department. roles. skills and capabilities. Managers have too many employees reporting to them which impacts amount of face-to-face time. Able to react to changing conditions effectively. materials.g. program(s) in place. quantity) • Resources (e.. space. IT) • Change management • Culture and values • Legal and regulatory compliance • Department structure Reliant on specific individuals with key skills.. style. Analysis of Departmental Strengths and Weaknesses Department: Research Assessor: Pat Smith Strengths What does the department do well? What do others see as its strengths? Think about factors such as: • Staff (e. High engagement.. selection and retention.. New staff orientation rated favorably. finances. IT) • Change management • Culture and values • Legal and regulatory compliance • Department structure Weaknesses Where does the department struggle? What do others see at its weaknesses? Think about factors such as: • Staff (e. No space available to expand department.
→ After brainstorming Strengths and Weaknesses. workforce planning) • Management (e. space.g.e.g.g. Try to put factors in only one category by thinking about which category it fits best. effectiveness. etc.g.
g.. new) • Financial resources • Changing demand for skills • Staff (e. Remember that these will be used to set goals for the department.g. Trend for local college graduates to want to remain in the city which could improve access to talent. expectations) • Cultural/societal trends • Process optimization • New customer segments (internal and external to department) • Product/service offerings • Union • Governmental and legal regulations • Technology New company executive that wants to introduce more training and development opportunities. growth.) what you think are the department’s greatest opportunities and threats at the moment. etc. identify (i.g.
Page 4 McLean & Company
.. growth. External consultants could be used to do some department functions.g.. underline.e.. accessing new talent.
→ After brainstorming Opportunities and Threats. size.Table 2. costs. Trend for those under 25 who refuse to work overtime. Add-in programs for PowerPoint to improve efficiency. Economic downturn. New computer operating system being released. values) • Cultural/societal trends • Process optimization • New customer segments (internal and external to department) • Product/service offerings • Union • Governmental and legal regulations • Technology Threats Does the department face any obstacles? Do weaknesses threaten the department? Think about factors such as: • Economy • Markets (e. values. values. highlight.. bold. loss. Analysis of Departmental Opportunities and Threats Department: Research Assessor: Pat Smith Opportunities How can the department grow? Are there trends to capitalize on? Think about factors such as: • Economy • Markets (e. new) • Financial resources • Changing demand for skills • Staff (e. accessing new talent. size.
New company executive has history of outsourcing the type of work done by the department.
In the meeting.
Page 5 McLean & Company
. The next step is to turn the major strengths. No space available to expand department. weaknesses. do the same for the other three categories. Schedule a meeting with others that completed the SWOT Analysis for the given department. Each person should bring their completed SWOT Analysis tables (Tables 1 and 2 above) to the meeting. SWOT Summary and Related Goals Strengths S-Goals Enhance reward program for top projects to maintain attrition and engagement levels.
Opportunities O-Goals Cost-out add-in programs. T-Goals Conduct an analysis of department costs to find areas to trim. Then. Enter these goals in the Goal sections of the chart below. Record these agreed upon major SWOTs in the chart below. Table 3. Ideally. W-Goals Increase training opportunities. opportunities and threats into goal statements and action items for the department. Weaknesses Reliant on specific individuals with key skills. Develop add-in training program Do recruitment sessions at local colleges.
Threats Economic downturn.Next Steps
1. Low attrition rate. start with Strengths and have each assessor share the factors they identified. Trend for local college graduates to want to remain in the city which could improve access to talent. Attend college job fairs. you want to find strategies to capitalize on the strengths and weaknesses and minimize or improve on the weaknesses and threats. 2. Add-in programs for PowerPoint. Trend for those under 25 who refuse to work overtime. 3. Develop mentor program. Examine space in all departments to identify free spaces. Develop over-time incentive program. High engagement. The outcome of this exercise should be consensus on 2-4 important strengths and weaknesses of the department and 2-4 main opportunities and threats the department could face in the next few months. Differences and similarities are both informative.
To customize this document with corporate marks and titles. not specific professional or personal advice.
http://hr. simply replace the McLean & Company information in the Header and Footer fields of this document.com/research/departmental-swot-analysis-template
Page 6 McLean & Company
. and are not intended to be used as a substitute for any kind of professional advice.mcleanco. These documents are intended to supply general information only._____________________________________________________ McLean & Company tools and template documents are provided for the free and unrestricted use of subscribers to McLean & Company services. Use this document either in whole or in part as a basis and guide for document creation.