Digital Secretariat: Adopting an Automated Paperwork System SWOT Analysis / TOWS Matrix / Weighted SWOT Analysis
Global Business
Strategy / MBA Resources
Case Study SWOT Analysis Solution
Case Study Description of Digital Secretariat: Adopting an Automated Paperwork System
The Digital Secretariat project proposed a radical change in the existing workflow of government offices of the Indian state of Chhattisgarh. The new system aimed to replace manual file processing in the state secretariat, thereby reducing the time consumed during file movement, improving archival facilities, and increasing efficiency. Digital Secretariat was developed by Chhattisgarh Infotech and Biotech Promotion Society in a private partnership with PricewaterhouseCoopers Inc. The project began in June 2012, but by April 2015, Digital Secretariat had been rolled out in just 23 of the 49 departments it hoped to encompass. Furthermore, an analysis of annual usage records revealed that even the departments that had formally adopted the system were not actually using it as much as anticipated. Chhattisgarh Infotech and Biotech Promotion Society wanted to identify and resolve the factors contributing to these low adoption rates. Vidushi Pandey is affiliated with Indian Institute of Management Raipur. Sumeet Gupta is affiliated with Indian Institute of Management Raipur.
Swot Analysis of "Digital Secretariat: Adopting an Automated Paperwork System" written by Vidushi Pandey, Sumeet Gupta, Pradyumna Dash includes – strengths weakness that are internal strategic factors of the organization, and opportunities and threats that Secretariat Chhattisgarh facing as an external strategic factors. Some of the topics covered in Digital Secretariat: Adopting an Automated Paperwork System case study are - Strategic Management Strategies, Corporate governance, Technology and Global Business.
Some of the macro environment factors that can be used to understand the Digital Secretariat: Adopting an Automated Paperwork System casestudy better are - – supply chains are disrupted by pandemic , customer relationship management is fast transforming because of increasing concerns over data privacy, central banks are concerned over increasing inflation, banking and financial system is disrupted by Bitcoin and other crypto currencies, increasing inequality as vast percentage of new income is going to the top 1%, wage bills are increasing, increasing commodity prices,
challanges to central banks by blockchain based private currencies, talent flight as more people leaving formal jobs, etc
Introduction to SWOT Analysis of Digital Secretariat: Adopting an Automated Paperwork System
SWOT stands for an organization’s Strengths, Weaknesses, Opportunities and Threats . At Oak Spring University , we believe that protagonist in Digital Secretariat: Adopting an Automated Paperwork System case study can use SWOT analysis as a strategic management tool to assess the current internal strengths and weaknesses of the Secretariat Chhattisgarh, and to figure out the opportunities and threats in the macro environment – technological, environmental, political, economic, social, demographic, etc in which Secretariat Chhattisgarh operates in.
According to Harvard Business Review, 75% of the managers use SWOT analysis for various purposes such as – evaluating current scenario, strategic planning, new venture feasibility, personal growth goals, new market entry, Go To market strategies, portfolio management and strategic trade-off assessment, organizational restructuring, etc.
SWOT Objectives / Importance of SWOT Analysis and SWOT Matrix
SWOT analysis of Digital Secretariat: Adopting an Automated Paperwork System can be done for the following purposes –
1. Strategic planning using facts provided in Digital Secretariat: Adopting an Automated Paperwork System case study
2. Improving business portfolio management of Secretariat Chhattisgarh
3. Assessing feasibility of the new initiative in Global Business field.
4. Making a Global Business topic specific business decision
5. Set goals for the organization
6. Organizational restructuring of Secretariat Chhattisgarh
Strengths Digital Secretariat: Adopting an Automated Paperwork System | Internal Strategic Factors
What are Strengths in SWOT Analysis / TOWS Matrix / Weighted SWOT Analysis
The strengths of Secretariat Chhattisgarh in Digital Secretariat: Adopting an Automated Paperwork System Harvard Business Review case study are -
Learning organization
- Secretariat Chhattisgarh is a learning organization. It has inculcated three key characters of learning organization in its processes and operations – exploration, creativity, and expansiveness. The work place at Secretariat Chhattisgarh is open place that encourages instructiveness, ideation, open minded discussions, and creativity. Employees and leaders in Digital Secretariat: Adopting an Automated Paperwork System Harvard Business Review case study emphasize – knowledge, initiative, and innovation.
Innovation driven organization
– Secretariat Chhattisgarh is one of the most innovative firm in sector. Manager in Digital Secretariat: Adopting an Automated Paperwork System Harvard Business Review case study can use Clayton Christensen Disruptive Innovation strategies to further increase the scale of innovtions in the organization.
Strong track record of project management
– Secretariat Chhattisgarh is known for sticking to its project targets. This enables the firm to manage – time, project costs, and have sustainable margins on the projects.
Sustainable margins compare to other players in Global Business industry
– Digital Secretariat: Adopting an Automated Paperwork System firm has clearly differentiated products in the market place. This has enabled Secretariat Chhattisgarh to fetch slight price premium compare to the competitors in the Global Business industry. The sustainable margins have also helped Secretariat Chhattisgarh to invest into research and development (R&D) and innovation.
Digital Transformation in Global Business segment
- digital transformation varies from industry to industry. For Secretariat Chhattisgarh digital transformation journey comprises differing goals based on market maturity, customer technology acceptance, and organizational culture. Secretariat Chhattisgarh has successfully integrated the four key components of digital transformation – digital integration in processes, digital integration in marketing and customer relationship management, digital integration into the value chain, and using technology to explore new products and market opportunities.
High switching costs
– The high switching costs that Secretariat Chhattisgarh has built up over years in its products and services combo offer has resulted in high retention of customers, lower marketing costs, and greater ability of the firm to focus on its customers.
Organizational Resilience of Secretariat Chhattisgarh
– The covid-19 pandemic has put organizational resilience at the centre of everthing that Secretariat Chhattisgarh does. Organizational resilience comprises - Financial Resilience, Operational Resilience, Technological Resilience, Organizational Resilience, Business Model Resilience, and Reputation Resilience.
Highly skilled collaborators
– Secretariat Chhattisgarh has highly efficient outsourcing and offshoring strategy. It has resulted in greater operational flexibility and bringing down the costs in highly price sensitive segment. Secondly the value chain collaborators of the firm in Digital Secretariat: Adopting an Automated Paperwork System HBR case study have helped the firm to develop new products and bring them quickly to the marketplace.
Superior customer experience
– The customer experience strategy of Secretariat Chhattisgarh in the segment is based on four key concepts – personalization, simplification of complex needs, prompt response, and continuous engagement.
High brand equity
– Secretariat Chhattisgarh has strong brand awareness and brand recognition among both - the exiting customers and potential new customers. Strong brand equity has enabled Secretariat Chhattisgarh to keep acquiring new customers and building profitable relationship with both the new and loyal customers.
Successful track record of launching new products
– Secretariat Chhattisgarh has launched numerous new products in last few years, keeping in mind evolving customer preferences and competitive pressures. Secretariat Chhattisgarh has effective processes in place that helps in exploring new product needs, doing quick pilot testing, and then launching the products quickly using its extensive distribution network.
Cross disciplinary teams
– Horizontal connected teams at the Secretariat Chhattisgarh are driving operational speed, building greater agility, and keeping the organization nimble to compete with new competitors. It helps are organization to ideate new ideas, and execute them swiftly in the marketplace.
Weaknesses Digital Secretariat: Adopting an Automated Paperwork System | Internal Strategic Factors
What are Weaknesses in SWOT Analysis / TOWS Matrix / Weighted SWOT Analysis
The weaknesses of Digital Secretariat: Adopting an Automated Paperwork System are -
High dependence on star products
– The top 2 products and services of the firm as mentioned in the Digital Secretariat: Adopting an Automated Paperwork System HBR case study still accounts for major business revenue. This dependence on star products in has resulted into insufficient focus on developing new products, even though Secretariat Chhattisgarh has relatively successful track record of launching new products.
Slow to harness new channels of communication
– Even though competitors are using new communication channels such as Instagram, Tiktok, and Snap, Secretariat Chhattisgarh is slow explore the new channels of communication. These new channels of communication mentioned in marketing section of case study Digital Secretariat: Adopting an Automated Paperwork System can help to provide better information regarding products and services. It can also build an online community to further reach out to potential customers.
Aligning sales with marketing
– It come across in the case study Digital Secretariat: Adopting an Automated Paperwork System that the firm needs to have more collaboration between its sales team and marketing team. Sales professionals in the industry have deep experience in developing customer relationships. Marketing department in the case Digital Secretariat: Adopting an Automated Paperwork System can leverage the sales team experience to cultivate customer relationships as Secretariat Chhattisgarh is planning to shift buying processes online.
Lack of clear differentiation of Secretariat Chhattisgarh products
– To increase the profitability and margins on the products, Secretariat Chhattisgarh needs to provide more differentiated products than what it is currently offering in the marketplace.
No frontier risks strategy
– After analyzing the HBR case study Digital Secretariat: Adopting an Automated Paperwork System, it seems that company is thinking about the frontier risks that can impact Global Business strategy. But it has very little resources allocation to manage the risks emerging from events such as natural disasters, climate change, melting of permafrost, tacking the rise of artificial intelligence, opportunities and threats emerging from commercialization of space etc.
High operating costs
– Compare to the competitors, firm in the HBR case study Digital Secretariat: Adopting an Automated Paperwork System has high operating costs in the. This can be harder to sustain given the new emerging competition from nimble players who are using technology to attract Secretariat Chhattisgarh 's lucrative customers.
Capital Spending Reduction
– Even during the low interest decade, Secretariat Chhattisgarh has not been able to do capital spending to the tune of the competition. This has resulted into fewer innovations and company facing stiff competition from both existing competitors and new entrants who are disrupting the industry using digital technology.
Interest costs
– Compare to the competition, Secretariat Chhattisgarh has borrowed money from the capital market at higher rates. It needs to restructure the interest payment and costs so that it can compete better and improve profitability.
Low market penetration in new markets
– Outside its home market of Secretariat Chhattisgarh, firm in the HBR case study Digital Secretariat: Adopting an Automated Paperwork System needs to spend more promotional, marketing, and advertising efforts to penetrate international markets.
Skills based hiring
– The stress on hiring functional specialists at Secretariat Chhattisgarh has created an environment where the organization is dominated by functional specialists rather than management generalist. This has resulted into product oriented approach rather than marketing oriented approach or consumers oriented approach.
Employees’ incomplete understanding of strategy
– From the instances in the HBR case study Digital Secretariat: Adopting an Automated Paperwork System, it seems that the employees of Secretariat Chhattisgarh don’t have comprehensive understanding of the firm’s strategy. This is reflected in number of promotional campaigns over the last few years that had mixed messaging and competing priorities. Some of the strategic activities and services promoted in the promotional campaigns were not consistent with the organization’s strategy.
Opportunities Digital Secretariat: Adopting an Automated Paperwork System | External Strategic Factors
What are Opportunities in the SWOT Analysis / TOWS Matrix / Weighted SWOT Analysis
The opportunities highlighted in the Harvard Business Review case study Digital Secretariat: Adopting an Automated Paperwork System are -
Remote work and new talent hiring opportunities
– The widespread usage of remote working technologies during Covid-19 has opened opportunities for Secretariat Chhattisgarh to expand its talent hiring zone. According to McKinsey Global Institute, 20% of the high end workforce in fields such as finance, information technology, can continously work from remote local post Covid-19. This presents a really great opportunity for Secretariat Chhattisgarh to hire the very best people irrespective of their geographical location.
Reconfiguring business model
– The expansion of digital payment system, the bringing down of international transactions costs using Bitcoin and other blockchain based currencies, etc can help Secretariat Chhattisgarh to reconfigure its entire business model. For example it can used blockchain based technologies to reduce piracy of its products in the big markets such as China. Secondly it can use the popularity of e-commerce in various developing markets to build a Direct to Customer business model rather than the current Channel Heavy distribution network.
Using analytics as competitive advantage
– Secretariat Chhattisgarh has spent a significant amount of money and effort to integrate analytics and machine learning into its operations in the sector. This continuous investment in analytics has enabled, as illustrated in the Harvard case study Digital Secretariat: Adopting an Automated Paperwork System - to build a competitive advantage using analytics. The analytics driven competitive advantage can help Secretariat Chhattisgarh to build faster Go To Market strategies, better consumer insights, developing relevant product features, and building a highly efficient supply chain.
Use of Bitcoin and other crypto currencies for transactions
– The popularity of Bitcoin and other crypto currencies as asset class and medium of transaction has opened new opportunities for Secretariat Chhattisgarh in the consumer business. Now Secretariat Chhattisgarh can target international markets with far fewer capital restrictions requirements than the existing system.
Low interest rates
– Even though inflation is raising its head in most developed economies, Secretariat Chhattisgarh can still utilize the low interest rates to borrow money for capital investment. Secondly it can also use the increase of government spending in infrastructure projects to get new business.
Buying journey improvements
– Secretariat Chhattisgarh can improve the customer journey of consumers in the industry by using analytics and artificial intelligence. Digital Secretariat: Adopting an Automated Paperwork System suggest that firm can provide automated chats to help consumers solve their own problems, provide online suggestions to get maximum out of the products and services, and help consumers to build a community where they can interact with each other to develop new features and uses.
Identify volunteer opportunities
– Covid-19 has impacted working population in two ways – it has led to people soul searching about their professional choices, resulting in mass resignation. Secondly it has encouraged people to do things that they are passionate about. This has opened opportunities for businesses to build volunteer oriented socially driven projects. Secretariat Chhattisgarh can explore opportunities that can attract volunteers and are consistent with its mission and vision.
Loyalty marketing
– Secretariat Chhattisgarh has focused on building a highly responsive customer relationship management platform. This platform is built on in-house data and driven by analytics and artificial intelligence. The customer analytics can help the organization to fine tune its loyalty marketing efforts, increase the wallet share of the organization, reduce wastage on mainstream advertising spending, build better pricing strategies using personalization, etc.
Harnessing reconfiguration of the global supply chains
– As the trade war between US and China heats up in the coming years, Secretariat Chhattisgarh can build a diversified supply chain model across various countries in - South East Asia, India, and other parts of the world. This reconfiguration of global supply chain can help, as suggested in case study, Digital Secretariat: Adopting an Automated Paperwork System, to buy more products closer to the markets, and it can leverage its size and influence to get better deal from the local markets.
Creating value in data economy
– The success of analytics program of Secretariat Chhattisgarh has opened avenues for new revenue streams for the organization in the industry. This can help Secretariat Chhattisgarh to build a more holistic ecosystem as suggested in the Digital Secretariat: Adopting an Automated Paperwork System case study. Secretariat Chhattisgarh can build new products and services such as - data insight services, data privacy related products, data based consulting services, etc.
Finding new ways to collaborate
– Covid-19 has not only transformed business models of companies in Global Business industry, but it has also influenced the consumer preferences. Secretariat Chhattisgarh can tie-up with other value chain partners to explore new opportunities regarding meeting customer demands and building a rewarding and engaging relationship.
Better consumer reach
– The expansion of the 5G network will help Secretariat Chhattisgarh to increase its market reach. Secretariat Chhattisgarh will be able to reach out to new customers. Secondly 5G will also provide technology framework to build new tools and products that can help more immersive consumer experience and faster consumer journey.
Redefining models of collaboration and team work
– As explained in the weaknesses section, Secretariat Chhattisgarh is facing challenges because of the dominance of functional experts in the organization. Digital Secretariat: Adopting an Automated Paperwork System case study suggests that firm can utilize new technology to build more coordinated teams and streamline operations and communications using tools such as CAD, Zoom, etc.
Threats Digital Secretariat: Adopting an Automated Paperwork System External Strategic Factors
What are Threats in the SWOT Analysis / TOWS Matrix / Weighted SWOT Analysis
The threats mentioned in the HBR case study Digital Secretariat: Adopting an Automated Paperwork System are -
New competition
– After the dotcom bust of 2001, financial crisis of 2008-09, the business formation in US economy had declined. But in 2020 alone, there are more than 1.5 million new business applications in United States. This can lead to greater competition for Secretariat Chhattisgarh in the Global Business sector and impact the bottomline of the organization.
High dependence on third party suppliers
– Secretariat Chhattisgarh high dependence on third party suppliers can disrupt its processes and delivery mechanism. For example -the current troubles of car makers because of chip shortage is because the chip companies started producing chips for electronic companies rather than car manufacturers.
Consumer confidence and its impact on Secretariat Chhattisgarh demand
– There is a high probability of declining consumer confidence, given – high inflammation rate, rise of gig economy, lower job stability, increasing cost of living, higher interest rates, and aging demography. All the factors contribute to people saving higher rate of their income, resulting in lower consumer demand in the industry and other sectors.
Technology acceleration in Forth Industrial Revolution
– Secretariat Chhattisgarh has witnessed rapid integration of technology during Covid-19 in the Global Business industry. As one of the leading players in the industry, Secretariat Chhattisgarh needs to keep up with the evolution of technology in the Global Business sector. According to Mckinsey study top managers believe that the adoption of technology in operations, communications is 20-25 times faster than what they planned in the beginning of 2019.
Increasing international competition and downward pressure on margins
– Apart from technology driven competitive advantage dilution, Secretariat Chhattisgarh can face downward pressure on margins from increasing competition from international players. The international players have stable revenue in their home market and can use those resources to penetrate prominent markets illustrated in HBR case study Digital Secretariat: Adopting an Automated Paperwork System .
Technology disruption because of hacks, piracy etc
– The colonial pipeline illustrated, how vulnerable modern organization are to international hackers, miscreants, and disruptors. The cyber security interruption, data leaks, etc can seriously jeopardize the future growth of the organization.
Stagnating economy with rate increase
– Secretariat Chhattisgarh can face lack of demand in the market place because of Fed actions to reduce inflation. This can lead to sluggish growth in the economy, lower demands, lower investments, higher borrowing costs, and consolidation in the field.
Shortening product life cycle
– it is one of the major threat that Secretariat Chhattisgarh is facing in Global Business sector. It can lead to higher research and development costs, higher marketing expenses, lower customer loyalty, etc.
High level of anxiety and lack of motivation
– the Great Resignation in United States is the sign of broader dissatisfaction among the workforce in United States. Secretariat Chhattisgarh needs to understand the core reasons impacting the Global Business industry. This will help it in building a better workplace.
Increasing wage structure of Secretariat Chhattisgarh
– Post Covid-19 there is a sharp increase in the wages especially in the jobs that require interaction with people. The increasing wages can put downward pressure on the margins of Secretariat Chhattisgarh.
Backlash against dominant players
– US Congress and other legislative arms of the government are getting tough on big business especially technology companies. The digital arm of Secretariat Chhattisgarh business can come under increasing regulations regarding data privacy, data security, etc.
Instability in the European markets
– European Union markets are facing three big challenges post Covid – expanded balance sheets, Brexit related business disruption, and aggressive Russia looking to distract the existing security mechanism. Secretariat Chhattisgarh will face different problems in different parts of Europe. For example it will face inflationary pressures in UK, France, and Germany, balance sheet expansion and demand challenges in Southern European countries, and geopolitical instability in the Eastern Europe.
Aging population
– As the populations of most advanced economies are aging, it will lead to high social security costs, higher savings among population, and lower demand for goods and services in the economy. The household savings in US, France, UK, Germany, and Japan are growing faster than predicted because of uncertainty caused by pandemic.
Weighted SWOT Analysis of Digital Secretariat: Adopting an Automated Paperwork System Template, Example
Not all factors mentioned under the Strengths, Weakness, Opportunities, and Threats quadrants in the SWOT Analysis are equal. Managers in the HBR case study Digital Secretariat: Adopting an Automated Paperwork System needs to zero down on the relative importance of each factor mentioned in the Strengths, Weakness, Opportunities, and Threats quadrants.
We can provide the relative importance to each factor by assigning relative weights. Weighted SWOT analysis process is a three stage process –
First stage for doing weighted SWOT analysis of the case study Digital Secretariat: Adopting an Automated Paperwork System is to rank the strengths and weaknesses of the organization. This will help you to assess the most important strengths and weaknesses of the firm and which one of the strengths and weaknesses mentioned in the initial lists are marginal and can be left out.
Second stage for conducting weighted SWOT analysis of the Harvard case study Digital Secretariat: Adopting an Automated Paperwork System is to give probabilities to the external strategic factors thus better understanding the opportunities and threats arising out of macro environment changes and developments.
Third stage of constructing weighted SWOT analysis of Digital Secretariat: Adopting an Automated Paperwork System is to provide strategic recommendations includes – joining likelihood of external strategic factors such as opportunities and threats to the internal strategic factors – strengths and weaknesses. You should start with external factors as they will provide the direction of the overall industry. Secondly by joining probabilities with internal strategic factors can help the company not only strategic fit but also the most probably strategic trade-off that Secretariat Chhattisgarh needs to make to build a sustainable competitive advantage.
