By: Shawna Laird, Business Manager
Strategy is defined as a long-term plan of action to achieve a particular goal. Strategy is about choices and recognizing that those choices can affect your outcome. By creating an effective strategy in producing a Business Plan, unfavorable results can be reduced or avoided. All Business Plans should be three dimensional and include: 1. Business Plan; 2. Fleet Program Plans; and 3. Customer Service Agreements.
Let’s take a look at the different components of a Business Plan.
Executive Summary: The Executive Summary should be one to two pages long and include your Mission and Vision statements. Be sure to introduce your fleet organization. Describe the programs and services that your organization provides in supporting the using departments. Brag on the organization! Show your accomplishments and how those accomplishments were achieved.
Fleet Overview: Showcase your organization. Explain the purpose of your organization and the diversity of the equipment that composes the fleet. Highlight the benefits of your organization and define the services provided. Acknowledge your customers, both internal and external. Go crazy and use charts and graphs that are easy to understand and still make the point.
Marketing and Organizational Analysis: Define your customer needs. Show that your organization understands their needs and explain how your organization can and does meet those demands. Publish a SWOT (Strength, Weakness, Opportunities, and Threats) Analysis. Get your staff and user departments involved by asking them to participate in the SWOT Analysis before publication. Work your strengths and hire to fill areas of weakness. If you cannot hire, then create a plan to promote or train staff to fill those weak areas.
Teamwork and Organization: Accentuate your team. List your awards and certifications. Emphasize the expertise of your staff by detailing their accomplishments and certifications. Stress the experience you have in your organization (number of years, diversity of skills, etc.) Your team is central to the success of your organization and your Business Plan.
Financial Outlook: You’ve all heard “run it like a business.” Create your budget at the program level. Include a Profit & Loss statement and analyze current market trends. Underscore your organization’s commitment to reduce costs by explaining programs that will be implemented to save money.
Appendix A: Fleet Program Plans: Plan by program. Include the goals, tasks, measurements, procedures, processes, roles, responsibilities, and reports. Clearly state the goals and objectives of the organization. Use visual work flow charts to highlight your tasks and processes. Charts can be easier to read and understand and can lead to better comprehension of how the organization works. Define the roles and responsibilities of your staff and explain their part in the overall success of the organization. Outline the reports you will use and how you will analyze the performance of the organization. Include sample reports or dashboards.
Appendix B: Customer Service Agreement: Partner with your customers and define both your organization’s and the customer’s expectations. Explain your organization’s processes and the costs and benefits of the services and programs.
Update your Business Plan annually and publish it. Have it available to your staff and user departments both in print and electronically. Upload it to your intranet. Schedule meetings, at your facility, with upper management, city council, county commissioners, or your board of directors to review your Business Plan, especially if new people are elected or hired. Ask for feedback from the readers. You never know what ideas and programs may come from those comments.
The FleetPros Blog is written and moderated by the Business Manager with contributions from the membership and Business Services Team.