Breaking Free From the Shackles of the Annual Budgeting Process

It is a fact that no one can predict the future with certainty. But does this mean that the management teams need to steer their organizations with a rear view perspective? The answer is a big NO. Management need to at least anticipate different future scenarios that the organization is exposed to and formulate effective strategies capable of addressing this uncertainty.

Unfortunately, most organizations remain tied up to the annual budgeting process. They spend months drafting the budget and then monitor performance against it. The problem with monitoring performance against the annual budget is that it makes managers focus more on hitting the numbers at the expense of the long-term interests of the business.

Instead of taking a long-term view of  enterprise performance and considering all the factors (Qualitative, Quantitative, Financial and Non-financial) that can help management make effective decisions, trapped into the shackles of the annual budgeting process, management end up making short-term tactical decisions that have devastating effects in the long run. Sometimes they just add a percentage point (for example, the inflation rate) to last year’s budget numbers to get to the current year’s budget numbers. The problem with this approach is that it ignores all the other important drivers of value creation and their impact on business performance.

By the time the separate business units submit their budgets for consolidation, most of the assumptions used to prepare these budgets are no longer valid. So what should organizations do in these turbulent and uncertain times? Instead of waiting for the future to present itself and then react to this future, organizations need to be proactive and adaptive. Sketching the future with a range of likely outcomes based on a variety of options helps managers make confident decisions and also enables the organization to respond rapidly to unpredictable events that can easily erode value overnight.

As clearly stated above no one can predict the future with certainty. I am not advocating that managers predict these events accurately. Instead, managers need to continuously look ahead and use all the information at their disposal to formulate decisions that maximise the potential of the business. This will in future help evaluate the alternative courses of action available to deal with negative events when they happen.

It is important to note that effective decision making is driven by information. The information needs to be timely, accurate and of reliable source. Today, various business intelligence and analytic tools can be used to capture, store, analyse and interpret vast amounts of data for sound decision making. When making strategic, operational and tactical decisions, management need not rely only on information about what happened in the past. They also need information about what they believe might happen as well and this information comes about as a result of effective forecasting.

Implementing scenario planning, rolling forecasts and driver-based forecasts helps management escape the perils and consequences of the annual budgeting process.  These tools help managers organizations anticipate the future, steer their organizations in the right territories and in turn drive business performance.

Without some ability to at least anticipate the future (For example changes in regulations, the economic environment, customer tastes, social attitudes, technological developments, political environment, competition and other industry and market dynamics.) it is difficult for the organization to survive. It is therefore important for managers to transform their planning and forecasting processes if they are to succeed in strategic execution, risk management and performance management.

Breaking free from the ropes of the annual budgeting process requires management to view the planning and strategy execution with different lenses. It is all about strategic change management. They need to present a strong case throughout the organization on why the current processes have run their course and need transformation. Effective forecasting is not a Finance function alone. Input from other functions is critical to enable a 360 degree view of the organization and drivers of value creation. Some of the factors pointing to the need to move from the static budgeting process to rolling forecasts and driver-based forecasting include:

  • Rapid changes in the modern economy. Today organizations can rise up quickly and at the same time disappear overnight because of failure to anticipate the future. The global economy and its organizations are now so interconnected that it can be dangerous to make wrong assumptions about the business environment more than a few months ahead.
  • Effective forecasting shields the organization from the drastic effects of today’s turbulence and uncertainty. Sometimes it is not the case that the organization is weaker or that the market is underperforming that leads to failure. It is simply that the systems management is relying on for decision making are outdated. Being unable to effectively forecast and respond to the future exposes the business to serious risk of loss and in extreme case failure.
  • Growth in amount of data. Amount of data available has increased. Adding a percentage point to last year’s numbers is misguided. It fails to take advantage of all the structural and non-structural data that plays an important role when it comes to effective decision making. Effective forecasting systematically and rationally helps managers assemble information that gives them visibility about what lies ahead in terms of likely outcomes, potential risks and opportunities.
  • Increased shareholder expectations. As providers of finance, shareholders are constantly looking for a satisfactory return on their investment. Should the organization fail to deliver on this it is most likely to see the back of its financiers. The investment community is always looking for quarterly feedback in the form of earnings reporting. Thus the assumptions used in the annual budgeting process need a constant assessment as failure to do so can leave the organization with an egg on its face. A profit warning as a result of failure to anticipate the future can drive down organization value immensely.

It is therefore important for managers to have a reliable projection with some ranges around it, a reasonable idea of the drivers of uncertainty and a compelling plan of how they intend to mitigate risks or exploit opportunities.

As the modern business economy continues to evolve managers must recognize the drawbacks of the annual budgeting process and importance and advantages of effective forecasting. It is also important to take advantage of credible EPM technological solutions in the market, if implemented correctly, allows managers to see over the horizon. These systems also help provide real time information that can be used for effective strategic decision making.

I welcome your feedback and comments.

Thanks for sharing:

Leave a Reply

Your email address will not be published.

Subscribe to get notified of new posts by email

Recent Posts

Categories

Leading in Uncertain Times

One of the biggest challenges facing business leaders today is making the right decisions that will ensure their organizations succeed, survive, and remain competitive in an increasingly uncertain and complex environment.

A recent post, The best way to lead in uncertain times may be to throw out the playbook, by Strategy+Business has several good points.

The article is about the COVID-19 pandemic, how global companies navigated through the crisis, and how best to prepare for future disruptions. Here are some key points and my comments.

  • Rather than follow a rigid blueprint, executives must help organizations focus on sensing and responding to unpredictable market conditions.
    • Comment: Senior leaders play a vital role in providing clarity about the organization’s strategic direction, creating alignment on key priorities to ensure the achievement of enterprise objectives, and ensuring the business model is continuously evolving to create and capture value in the face of uncertainty. They must not rest on their laurels and stick to the beliefs and paradigms that got them to where they are today and hope they will carry them through tomorrow. Regulatory changes, new products, competition, markets, technologies, and shifts in customer behavior are upending many outdated assumptions about business success. Thus, the businesses you have today are different from the ones you will need in the future hence the importance of continuously sensing changes in the global economy. Employees and teams often feed off the energy of their leaders and tend to focus their attention where the leader focuses attention. If the leader is comfortable with current business practices and rarely embraces the future or challenges the status quo, then the team is highly likely to follow suit.
  • When it became clear that supply chains and other operations would fracture, organizations began scenario planning to shift production sources, relocate employees, and secure key supplies.
    • Comment: Instead of using scenario planning to anticipate the future and prepare for different outcomes, it seems most of the surveyed organizations used scenario planning as a reactionary tool. Don’t wait for a crisis or a shift in the market to start thinking about the future. The world is always changing. As I wrote in The Resilient Organization, acknowledge that the future is a range of possible outcomes, learn and develop capabilities to map out multiple future scenarios, develop an optimal strategy for each of those scenarios, then continually test the effectiveness of these strategies. This does not necessarily mean that every change in the market will impact your business. Identify early warnings of what might be important and pay closer attention to those signals. In other words, learn to separate the signals from the noise.
  • The pandemic forced the organization’s senior management team to re-examine how all decisions were made.
    • Comment: Bureaucracy has for a very long time stood in the way of innovation and agility. To remain innovative and adapt quickly in a fast-changing world, the organization must have nimble leadership and an empowered workforce where employees at all levels can dream up new ideas and bring them to life. Identifying and acting on emerging threats and potential opportunities is not the job of the leader alone but every team member. To quote Rita McGrath, in her book Seeing Around Corners, she writes, “Being able to detect weak signals that things are changing requires more eyes and ears throughout the organization. The critical information that informs decision-making is often locked in individual brains.” In addition to the internal environment, the leader must also connect with the external environment (customers, competitors, regulators, and other stakeholders), looking for what is changing and how.
  • It’s worthwhile for leaders of any team to absorb the lessons of sense-respond-adapt, even if there is no emergency at hand.
  • Sensing: Treat the far-flung parts of your enterprise as listening stations. The question leaders must ask is, “What are we learning from our interactions beyond the usual information about costs and sales?” Train your people to listen for potentially significant anomalies and ensure that important information is not trapped in organizational silos.
    • Comment: Cost and sales data are lagging indicators that reveal the consequences or outcomes of past activities and decisions. Although this information can help leaders spot trends by looking at patterns over time, it doesn’t help understand the future and inform what needs to be done for the numbers to tell a different story. In addition to lagging indicators, pay attention to current and leading indicators and understand the relationship between these indicators and outcomes.
  • Responding: Improve communication across intra- and inter-organizational boundaries. Leaders should view business continuity as an essential function that acts as connective tissue for the enterprise.
    • Comment: In addition to creating mechanisms that allow the free flow of information both inside and outside the organization, decision-makers should also be comfortable receiving information that challenges their personal view of the world, even if it’s not what they want to hear. Create a culture of psychological safety where people are not afraid to share bad news for fear of getting punished, but rather are acknowledged and rewarded for speaking up. Leveraging the diversity of thought enables leaders to anticipate the future as an organization, decide what to do about it collectively, and then mobilize the organization to do what’s necessary.
  • Adapting: Challenge assumptions, and question orthodoxies. There’s always the temptation to mitigate threats simply by applying existing practices harder and faster. One way to get at those deeper issues and encourage double-loop learning is to ask, “What needs to be true for this to be the right approach?”
    • Comment: In an increasingly uncertain environment, it’s difficult to survive and thrive with an old business model or outdated technologies. Many businesses fail because they continue doing the same thing for too long, and they don’t respond quickly enough and effectively when conditions change. As a leader, stay curious and connected to the external environment, look for market shifts, understand what needs to be regularly refreshed and reimagined, adopt new technologies and capabilities, and adapt in ordinary times but also during times of transition. Unfortunately for many leaders, it’s just more convenient for them to continually downplay the fact that conditions are changing than take the appropriate course of action that drives business success.

How are you preparing your organization for potential future disruptions?

Thanks for sharing:

The Collaborative Organization

These days the term collaboration has become synonymous with organizational culture, creativity, innovation, increased productivity, and success.

Let’s look at the COVID-19 pandemic as an example. At the peak of the crisis, several companies instructed their workers to adopt remote working as a health and safety precautionary measure.

Two years into the pandemic, they are now asking their employees back to the office full time or are planning to adopt a hybrid model.

The need to preserve our collaborative culture and accelerate innovation are two of the top benefits being cited by organizational and team leaders for bringing workers back.

Collaboration is indeed essential for the achievement of team goals, functional objectives, and the overall success of the organization.

Today’s breakthrough innovations are emerging from many interacting teams and collaborative relationships.

When teams, functions, and organizations collaborate, the whole is greater than the sum of its parts; group genius emerges, and creativity unfolds.

But, what makes a successful collaboration? What are the key enabling conditions?

  • It extends beyond the boundaries of the organization. Business success is a function of internal and external relationships. Instead of viewing your business in vacuo, understand that you are part of an ecosystem. External to your organization, who do you need to partner with to enhance your value creation processes, achieve/exceed your objectives, or successfully execute your strategy?
  • Ensure the objectives are clear and there is shared understanding by everyone. Unclear objectives are one of the topmost barriers to team and organizational performance.
  • Foster a culture that encourages opinions and ideas that challenge the consensus. People should feel free to share their ideas and not hold back for fear of others penalizing them or thinking less of them. Collaboration is hindered when one or two people dominate the discussion, are arrogant, or don’t think they can learn anything from others.
  • Groups perform more effective under certain circumstances, and less effective under others. There is a tendency to fixate on certain topics of discussion amongst groups which often leaves members distracted from their ideas. To reduce the negative effects of topic fixation, members of the group should be given periods to work alone and switch constantly between individual activity and group interaction.
  • Effective collaboration can happen if the people involved come from diverse backgrounds and possess complementary skills to prevent conformity. The best collective decisions or creative ideas are often a product of different bodies of knowledge, multiple opinions, disagreement, and divergent thought processes, not consensus or compromise.
  • New technologies are making collaboration easier than ever, enabling us to increase our reach and broaden our network. Although new technology helps, it will not make your organization collaborative without the right culture and values in place. First, define what you want to achieve through collaboration then use these tools to promote creative collaboration.

How else are you championing collaboration within your organization to create value and succeed?

Thanks for sharing:

Preparing for Geopolitical Shocks

Geopolitical instability has steadily increased over the past years, and uncertainty in the global economy is at an all-time high. Thanks to globalization and advances in technologies, we now live and work in a tightly interconnected world, one in which the boundaries that previously separated domestic from global issues have disappeared.

Threats are no longer confined to traditional political borders, social structures, and geographic boundaries. Geopolitical shifts have dramatically altered the global economic landscape and brought politics and business together.

The rise of China as an economic and politically influential power has threatened the dominance of the United States as the world’s largest economy. Although the opening of China and a market of 1.4 billion people have benefited both countries, it has also intensified competition and sparked U.S. economic and technological espionage accusations against China, leading to strained relations between the two giants.

U.S. companies operating from China have felt the impact of this tense relationship. The opposite is true for Chinese companies in the U.S.

Across Europe, national populism is on the rise and now a serious force. In 2016, the United Kingdom shocked the world when it voted to leave the European Union, generating reverberating effects across markets.

Banks and financial services companies that once benefited from the EU passporting system have had their cross-border banking and investment services to customers and counterparties in the many EU Member States impacted, causing them to reimagine their value proposition models.

The recent invasion of Ukraine by Russia is another example of a geopolitical event that has had devastating effects on human livelihood and businesses. Although the conflict between the two countries has risen over the years, I think it’s fair to say that few political analysts, governments, and businesses predicted a war to happen.

The war has created a humanitarian crisis, rattled global commodity and energy markets, caused prices to soar, and forced many international companies to temporarily suspend their Russian activities or completely cut ties with the country.

Global supply chains which are already fragile and sensitive due to the COVID-19 pandemic are now facing new challenges in the aftermath of the Russia-Ukraine crisis. Multilateral economic sanctions have been imposed on Russia. A state of affairs that was unthinkable months ago and is now threatening to derail the nascent global economic recovery from the COVID-19 pandemic.

Given the global domino effect of geopolitical events and the shrinking of the distance between markets and politics, the need to better understand and more effectively mitigate geopolitical risk has become more urgent. The business impacts, whether direct or indirect, vary by company type and industry sector.

Your company may not be able to prevent wars between nations, but you can anticipate and better prepare for geopolitical shocks:

  • Integrate strategy, risk, and performance decision-making. Consideration of risks to business success is an important part of the strategy selection and execution process, not an afterthought.
  • Develop a better understanding of geopolitical trends and how they are changing. For example, what are the megatrends in business, politics, and technology that are making geopolitical risks more diverse, prevalent, and consequential?
  • Assess the links between these geopolitical events and business performance. What are the events that matter most to your business? For example, how might current global political trends pose physical, business, and reputational risks to your parent organization?
  • Anticipate how these trends are likely to play out in the short, medium, and long terms, and develop mitigation strategies for each geopolitical scenario. Proactively anticipate and plan for radically different worlds, instead of reacting to problems as they arise
  • Review your mitigation strategies as the world changes. Are they effective enough in case of a major shock?
  • Develop capabilities for continuous learning to anticipate, address, and recover from geopolitical crises.

What do you think?

Thanks for sharing: