10 Tips for Better Finance Management in Your Company

financial management

This a guest post by Emma worden, see Emma’s details at the end of the article

financial management business accounting cashflow  

The basics of taking control of the money in your business

It seems like more and more Aussies decide to give entrepreneurship a go. In fact, according to the most recent studies, there are 2.1 million small businesses in the country and this number is expected to grow even more. However, running a small business isn’t as easy as it may seem, especially when it comes to managing finances. So, if you’ve ditched your 9-to-5 job and started your own small business, you could use any help you can get. And that’s why we came up with 10 tips for better finance managing in your company.

Don’t mix personal and business finances

One of the biggest mistakes rookie entrepreneurs make is failing to separate their personal and business finances. This leaves them not knowing how well their business is doing and whether some changes in their operations should be made. So, if you want to be able to manage your company’s finances effectively, keeping a separate business bank account is an absolute must.

Manage your accounting

There’s no need to say that accounting is one of the most important aspects of being an entrepreneur. If this is your first time running a small business, chances are you don’t know much about accounting. In a scenario like this, hiring a good bookkeeper can be a real lifesaver. If you decide to tackle accounting yourself, investing in an accounting software can turn out to be an amazing idea. 

Be aware of your day-to-day costs

No matter what kind of small business you’re running, you can’t survive in the market if you don’t have enough money to cover all of your day-to-day costs. We’re talking about costs such as your rent, wages and office supplies. Therefore, you need to be aware of how much money your business needs in order to keep operating and make sure you don’t go below this. 

Know how to deal with taxes

If you want to be able to manage your company’s finances effectively, you also need to know how to deal with taxes. If you’re a small business with a turnover of less than $10 million, the company tax rate you’ll have to cover in currently 27.5%. Make sure you meet all the deadlines for filing tax returns in order to avoid fines and interest. 

Apply for a loan on time

There’s no reason for you to wait too long before you apply for a loan that’ll help you grow your business. In fact, if you wait until your company is in a bad financial position to apply for a loan, chances are you won’t be able to receive financing at all. Therefore, make sure you turn to a company that gives fast business loans while your finances are still good.

Create an emergency account

You never know when things can go wrong, and having some money stashed away can be a real lifesaver. The best way to do this is to create an emergency account and move a portion of your monthly earnings to that account. The money you set aside can help you cover payroll during a slow season or allow you to replace equipment that broke down. 

Collect your invoices

If you want your business to survive, you have to make sure you maintain a healthy cash flow. And this is something you won’t be able to do if your clients are late on their payments. The best way to deal with such clients is to hire experts in invoice collection. There are plenty of invoice collectors in Australia and finding a company you can turn to shouldn’t be too difficult. 

Protect your data

Another important thing to have in mind if you want to avoid financial hiccups is that you need to protect all of your company’s data. This is the case because new mandatory data breach reporting laws came into effect in Australia. According to these laws, you could face a large fine in case an unauthorized entity comes accesses anyone’s personal information from your business computer system. 

Don’t spend prematurely

One of the biggest mistakes you simply have to avoid is spending prematurely. This means that you shouldn’t go big on marketing, business cards and inventory until you’re 100% sure your business has what it takes to succeed. Spending too much on things like this can create a cash flow blockage, which is definitely something you need to avoid. 

Remain frugal

When running your own business, it’s quite easy to get sucked up in the benefits of business ownership. However, if your business is still in its early days, you probably can’t afford this just yet. Instead, what you need to do is set your salary as low as possible in order to save money you can spend on improving your company’s operations.

Have these 10 tips in mind and you might just manage to follow the steps of many Aussies out there and start a successful small business. Just bear in mind that even once you establish yourself on the market, looking for new ways to improve your money management is critical.

Would you like to download my 12 Question Cheat-sheet to help you find your next Coach? Click here.

Guest Post

Emma Worden is a business manager from Sydney. She enjoys reading and writing on a business topic and giving advice and tips through her texts. If you want to read more of her work, you can find it at https://bizzmarkblog.com/

The key step to take control of your business and your life

How do I take control of my business

how do I take control of my business

Bang crash! Watch out! Duck! Hang on! Oh no! Here we go again!

My life as a business owner feels like a roller coaster ride, I’m hanging on for dear life half the time… How can I slow it all down a bit and take control of my business and my life?

Running your own business can feel like a constant juggling act and most of the time, all you do is hold on for the ride and try to make sure you duck at the right time.

But it doesn’t have to be like that. Running your own business is never something you should because you want to have an easy life, because it’s never going to be easy. But you can make sure the business works for you rather than the other way round.

The Big Question of Small Business

It all starts with this question, The Big Question of Small Business:

Why does your business exist and why would anybody care?

Most business owners can’t answer that question clearly, in a single power sentence. And if you can’t answer that question, there is one really important thing you can never do, with confidence and clarity, and that is to say NO.

Saying NO is probably the one, most important thing that you have to learn to be able to do well in your business in order to to get off the roller coaster and to take control.

I’ll give you an example from my own experience that happened to me only last week.

That question, the Big Question I talk about above: Why does your business exist? My answer to it is this:

I help small business owners feel great about themselves and about their business, by helping them discover and build their own unique Beautiful Business and Life

That’s what I get up to do, each and every morning.

So last week I received an email from the health and wellbeing officer of one of the Big Four Banks here in Sydney.  This person is running a personal wellness program for the entire staff of the bank in Sydney and she was looking for a coach to be involved with the program. The opportunity was enormous. This bank employs thousands, if not tens of thousands of people in Sydney alone and being offered a sponsored opportunity to get in front of all those employees is incredible… For the right person.

I wasn’t the right person for the job

And there’s the rub. I’m not the right person for the an opportunity. I work with small business owners, not with employees in the corporate world. Now I’m sure I could have done something for this wellbeing officer and made it work and I would have done a good job, I have no doubt about that, but I actually know someone who is much better equiped to take on this project. She specialises in working with employees in the corporate world to help them feel better about themselves and advance in their careers. So I thanked the Wellbeing officer and I introduced her to my friend and two days later, my friend had signed up the gig. There’s a good chance that this is the best gig my friend has landed in years and I am absolutely sure she’ll lay them in the isles… She’s brilliant at this kind of thing.

I didn’t get the gig, I won’t make any money from the gig, but I also didn’t get the stress from doing something that wasn’t absolutely in my area of expertise. I’ve learnt over the years, that I’m really good at some things and not others, and I need to stick with those. My friend is really excited and will have a lot of fun with the project, probably make a lot of money and do really well. What’s more, she’s super motivated to return the favour and I have no doubt something will come my way at some stage that’s right up my alley.

Learning what to say No to, and do it in such a way that means everybody is happy is absolutely a core skill if want to get off the roller coaster and take control of your business.

So: Why does your business exist, and Why would anybody care about that?

I’d love to hear, drop me a line.

Cheers,

Roland Hanekroot

Read more:

Would you like to download my 12 Question Cheat-sheet to help you find your next Coach? Click here.

BQ Overwhelmed and Stuck, take control of my Business

How can I be less overwhelmed and

feel happier in my business every day?

overwhelmed stuck fun in business

The secrets to getting Un-Stuck, take control and to make Business Fun again

Many small business owners feel frustrated, stuck and overwhelmed in business on a daily basis. They operate in crisis management mode, running around from this urgent problem to that emergency all day long, extinguishing brush fires along the way.

In the first years of business, you accept that all this running around and stress is par for the course, but a few years on, nothing much has changed, you’re still running around fixing everybody else’s problems and the stuff you really want to work on, for the long term development of your business, just keeps getting pushed back and back forever.

Fun in business Overwhelm and Stuck in business

Do you feel stuck as well?

Most business owners have experienced that sense of frustration and the secret to building a Beautiful Business and Life, is to find your way around this state of overwhelm and take control of your business. The first step to getting unstuck in business is to start thinking differently about your business than you have until now.

I’ve written a series of articles called “The 10 Priorities for building a Great Business that Stands the Test of Time” as a guide in the process of getting unstuck. There is a page with videos and other resources dedicated to mental health and personal wellbeing for business owners here

On this page I want to specifically go into more detail about Priority #3: Having Fun

Did you know that all that matters in business is Fun?

Fun is the opposite of Overwhelm and being Stuck. When you’re having Fun, you’re not Overwhelmed and when you’re in Overwhelm, you’re not in control and you’re having Fun. The two are mutually exclusive.

And when your business is Fun, it means everything is working:

  • It means you’re making money
  • It means your staff are engaged and doing great work
  • It means your customers love you
  • It means you’re proud of the product or service you deliver
  • It means you’ve created a level of balance in your life that works towards your wellbeing.

So Fun in Business ought to be a key focus to help you move from crisis management and overwhelm to taking control and building your own  Beautiful Business  and Life.

Overwhelmed and stuck in business I’ve also written a book about Fun in Business, The Ten Truths for Making Business Fun. You can download it for free as Ebook or Audiobook here.

Fun is serious business

It may seem strange to make Fun the key focus in the development of your business. We’re generally told that the function of business, the purpose of business, is to make money. Hence we should make “maximising shareholder value”, making profit and generating cash in other words, our key focus. But in many years in and around business, I’ve come to believe that to really build Great Businesses that Stand the Test of Time, we need to think differently about business than we’ve been taught for the past 200 years.

Click here to download my Free Guide to finding the perfect coach or mentor for you.

Conscious Capitalism and the Purpose of business

I like to quote John Mackey, the founder and CEO of Wholefoods markets in the USA. The company was recently bought by Amazon for US$14 Billion. Wholefoods made profit and paid dividends to its shareholders every year for its entire existence. In other words, John Mackey has established credentials where it concerns making money in business. Yet John Mackey wrote a book called “Conscious Capitalism” (more about the book here, as well as here), and in it he says this:

“Thinking that the Purpose of business is to make money, is as silly as thinking that the purpose of human beings is to eat food. We need to eat food, eating food makes us feel good, but we eat food so that we can do what we need to do on this earth. It is the same with business and profit. Business needs to make profit, and plenty of it, but it needs to do so, in order to fulfil its purpose, the reason it exists”

More about Purpose and Profit:

But, there’s a big but

So, yes, business must make money. The business must generate profit and cash flow, and it must work hard to maximise its return to shareholders. Undoubtedly… As I say in elsewhere in this website: “A business that doesn’t make profit, is a hobby.”

But:

  • If your focus is making money, there will never be enough. This year you might focus on making $100,000 profit, but as soon as you’ve made $100,000, you’ll want to make $200,000, and then $500,000 and so on, there’s always more money to be chased.
  • If your focus is making money, why pick $100K or $500K, why not $531,629,23? or $496,187.42. Any number you pick will be arbitrary, and hence meaningless.
  • If your focus is making money, your brain won’t cooperate. To your subconscious brain, there is no difference between $100K or $150K. Your subconscious can not think in concrete concepts, such as numbers, it can only get engaged by emotional concepts.
  • If your focus is making money, you’ll wonder what it’s all been about when you’re on your death bed. Nobody has ever lain on their death bed and thought: “I wish I’d made more money”. I guarantee you that much.

How do you get beyond money? Take these four steps;

So, if you want to get unstuck, stop being a crisis manager and move out of overwhelm in your business, you must start thinking beyond making money.

These are the big 4 steps to take to move out of overwhelm and into having Fun in Business:

  1. Ask yourself the Big Question of Small Business: Why does your business exist, and why would anybody care about that? (The Purpose question, more about the Purpose of Business here)
  2. Learn to ask yourself every week: How much Fun in Business did we have last week, and how can we make next week a little bit more Fun? (I’ve written about measuring Fun in Business in my book and also here)
  3. Develop a discipline around your time. Know that your time is the most valuable asset of your business. As a responsible business owner, it is your job to ensure that you look after your most important asset and get the best return you can from your assets. This means you must discipline yourself not to waste your time on things that are actually not all that important. (Read more about business owners and time management here)
  4. People: Get the right people on the bus, in the right seats, facing the right direction, and the wrong people off the bus. There is no greater cause of stress, overwhelm and frustration than people. (More about managing people here and here)

Further reading about overwhelm, taking control and Fun in business:

Click here to download my Free Guide to finding the perfect coach or mentor for you.

BQ Making Profit and Generating Cash Flow

How can I make more

money in my business?

How do I make more money profit cash flow

A business that doesn’t make profit and generate cash flow is a hobby

The second of The 7 Big Questions of Small Business, on the lips of most small business owners is: How can I make more profit and generate more cash flow? Personally I believe the question about making money is even more important than the growth question, because I have seen many business go bankrupt, even though they were growing. Business Growth only makes sense if you end up with more money in your bank account as a result.

So these are the most important rules about making and keeping money in your business (click on the links for more about each rule below)

Skip ahead to the following sections:

Without profit there is no business, but does that mean that profit is the Purpose of business?

John Mackey is the founder of a large international chain of organic supermarkets called Wholefoods Markets. The company has been highly profitable ever since John founded it in the early eighties and has paid a dividend to it’s shareholders every year of it’s existence. Amazon recently purchased the company for untold billions of dollars and John Mackey is one of the world’s richest people. John clearly knows a thing or two about building great businesses and about making money.

John Mackey also wrote a book however, called Conscious Capitalism (link below) and in it (and various interviews I’ve read and watched with John  Mackey), he says something that made the penny drop for me. He says this:

“Thinking that the Purpose of business is to make money is as silly as thinking that the Purpose of people is to eat food. We need to eat food, we eat food all our lives, and good food is better than bad food and without food we die, but eating food is not the reason we exist. We eat food so we can make good on our Purpose in life”.

John says it’s the same with business and money. The business must make money and profit and generate cash flow,  and plenty of it, but only so that it can make good on it’s greater Purpose.

So let’s be clear about that, making money is the means to an end, and without profit and cash flow, the business can not perform it’s function.

Click here to download my Free Guide to finding the perfect coach or mentor for you.

All about Profit here:

If someone is going to be the most expensive anyway, why wouldn’t that be you?

Everyone can sell cheap. It takes no special skill or approach to sell cheap. It takes incredible skill and focus to be the cheapest and make profit and be around for the long term, and only very few businesses can do so consistently. The only three big ones I know off that have consistently been able to be the cheapest and build sustainable businesses that stand the test of time, are Aldi, Ikea and Walmart. I’m sure there are others but they’re few and far between.

If you make low pricing your main differentiator and competitive advantage you better be the most disciplined and focused business out there, because there will always be someone knocking on the door undercutting you, and you’ll constantly struggle to make enough money to survive, let alone build a Beautiful Business and Life. Competing on price is simply a dog’s game.

Instead: Ask yourself what you need to do to be the most expensive? Raise your prices and see what it takes to sell with higher prices. What else can you compete on? Building a Beautiful Business and Life is so much easier to do with high margins than with low ones.

Click here to download my Free Guide to finding the perfect coach or mentor for you.

More about competing on price here:

20% Of your customers generate 80% of your profit and vice versa… Do you know who they are?

make more money profit cash flow pareto principle You might have heard of the Pareto Principle or the 80/20 rule. The rule can be applied in many situations, but there is no more appropriate topic to apply it to than that of a business and it’s customers. I can just about guarantee you that if you were to run a report today listing all your customers on a continuum with maximum profit and cash flow at one end of the scale down to least profit and cash (or even loss) at the other end, expressed in dollars, you will find that there is a small bunch of customers at either end. There is a small group of customers from whom you make by far most of your profit, and equally there is a small group of customers who cost you most of your money.

The problem is that most small businesses aren’t able to run a report like that, easily. I can tell you it’s worth spending some time pulling a report like this together. For that matter, it’s worth getting the software installed that allows you to run a report like this easily. You will be shocked when you find out how much of the effort in your business gets wasted on customers who do nothing for your business but keep you busy,  who don’t make you any money. Equally you’ll realise how urgent it is to give more attention to those customers that make you all your money, because God forbid they might leave one day!

More about the 80/20 rule and customers here:

The three C’s: Collect Collect Collect. Do you know why it matters so much?

I’ve seen many businesses make profit and grow and yet struggle and even go bankrupt. The problem in those businesses is cash flow. More about cash flow and profit and their tenuous relationship further down. Here I just want to talk about completing the work or delivering the product, invoicing and collecting. It may seem obvious, but making profit is pointless if it doesn’t hit your bank account, but you’d be surprised how often I talk to business owners  who complain about never having enough money to pay the bills while having tens or hundreds of thousands dollars of outstanding debts.

In my own days as a builder, a recurring problem was not finishing the jobs 100%. Sometimes for months, we’d leave a few defects outstanding, because they were small and we were onto the next projects. But that meant we couldn’t collect the final invoice, sometimes for months. In other businesses I see that people finish the work, but wait until the end of the month or sometimes even longer before they invoice the client and finally, most small businesses do not have a simple and consistent collection system. Those three factors mean that your business is functioning as a bank for your customers. Your money is in their bank account and it’s no use to you there. It means you constantly have to rob Peter to pay Paul and you can’t take advantage of early payment discounts from your suppliers and when your business is in growth mode, the problem compounds exponentially.

It’s actually even the case that you’re not doing your customers a favour by not completing, invoicing or collecting. Your customers want nothing more than having their work done quickly and cleanly and when the work is completed well, your clients actually feel they are in your debt and they want to remove that feeling as soon as possible. With every day that passes that feeling of indebtedness changes and if they don’t receive your invoice until a week or a month later, they’re actually not so keen to pay you anymore.

Click here to download my Free Guide to finding the perfect coach or mentor for you.

More about invoicing and collecting here:

Profit and cash are not the same. Do you know what the difference really is?

make more money cash flow profit As I mentioned above, many businesses fall over even though they make profit and they grow. I also mentioned the compounding problem of growth. I’ll explain the compounding problem in a super simplified example here:

Let’s say you start in month 1 with a bank account balance of $1,000 and you sell $1,000 worth of stuff this month and after expenses you have $100 left over. that should mean you are $100 better off at the end of the month than you were at the beginning.

But if you’ve only collect $500 of that $1.000 in month 1, and the balance follows the month after, you’ll be $400 worse off at the end of month 1 than you were at the beginning. The bank account balance at the start of month 2 is now $600. Now if in the next month you grow 20% and sell $1200 and you make the same profit percentage (10%) you will have made a total of $220 ($100 plus $120) profit by the end of month 2.

We’ll assume that you collect at the same level (50%, in the month and the rest follows the month after). So the starting balance at month 2 is $600 plus the remainder of the collections from month 1 makes $1,100. Minus expenses of month 2 ($1,080) leaves a balance of $20, plus collections for the month of $600, so your balance at the end of month 2 is $620. In other words, after 2 months of profitable and growing trading you’ve gone backward by $380. And that’s if everyone pays within payment terms. If only 5% of your customers are late payers, you will go backwards even further at the end of month 2 and so on.

Obviously this is a highly simplified worked example, but it demonstrates the principle precisely. For this reason, in a growing business you must give at least equal attention to cash and profit all the time. You could argue that cash is actually more important than profit for two reasons: Firstly, you can continue to run a business as long as you have cash to pay the bills. There are many examples of big businesses that ran for many years without making profit, but who didn’t run out of cash (Amazon is one such example, Tesla seems to be another current example). And secondly, profit can actually increase your cash stress because profit leads to having to pay tax and tax simply takes cash out of your business.

Click here to download my Free Guide to finding the perfect coach or mentor for you.

More about profit and cash here:

Do you know your breakeven? And why you must hit it 4 times every month?

One of the most important things I do with new clients when I start working with them is to find their breakeven. Breakeven is the number of dollars you have to sell every month (or every day or week or year) to pay all the bills every month. What does it cost to open the doors and turn on the lights, in other words. I find that the simplest way to establish the breakeven is this:

Step 1: Look at last years Profit and Loss statement and find the total of all the overheads, the fixed costs of the business, rent, insurances, electricity, marketing costs, subscriptions, etc. Add to this the monthly repayments of loans and lease payments you have to make. Now divide that number by 12. This is the amount of gross profit the business has to generate every month, 12 months of the year.

Next step: By looking at the P&L for last year (or any other representative period), you’ll be able to see what percentage of revenue your Gross profit is. for argument sake, let’s say that your monthly overheads are $20,000. and that in the past year, your Gross profit has been 30% of revenue. Now we can do the sum to find out how much revenue you need to make, to “Break even”. The sum is: Overheads divided by Gross profit = Revenue. Or in this example: $20,000 / 0.3 = $66,666.00. In other words. Based on last years figures with a margin for error and inflation of 5% added, you have to sell $70,000 of your business’s products or services every month.

But that’s not the end of the story. To survive and actually break even you have to hit this number four times every month:

  • You have sell $70,000 every month.
  • You have to produce $70,000 worth of goods or services every month.
  • You have to invoice $70,000 every month.
  • And you have to collect $70,000 into your bank account every month.

If you miss out by even $1000 on any one of those four in any month, you’ll have to make up for that $1000 in the month after.

By introducing this simple discipline, your business and life will never look the same again. BTW: keep in mind that I’ve been ignoring profit in this topic. Obviously you must make profit as well. But first you must instill the discipline of hitting your breakeven 4 times every month at least.

More about breakeven here:

Numbers: How would you like to be in control of your business?

profit cash money flow finger on the pulse Lastly I always teach my clients how to put and keep their fingers on the pulse of the key aspects of the health of their business, every week and every month. The Numbers, the KPI’s. The break even number I talked about above is obviously one of those key numbers, but there are more. Bank balance is a key number, so is gross profit and aged debtors. Then there are various financial ratios, such as the gross profit percentage and ratios like “The debtor days ratio” and the “Liquidity ratio”. More detail about ratios etc below.

Besides financial numbers and ratios, there are many other numbers and ratios in a business to keep an eye on. For example the number of enquiries in the past month, or the conversion rate (for every 10 enquiries, how many contracts were signed), average job value, or average sale. Warranty returns, customer satisfaction, you name it.

A client of mine who has a furniture removals business knows that he needs to keep a keen eye on his removalist’s wages as a percentage of total sales. If he spends more than 60% of sales on the wages of his boys, he knows he’s not managed the work schedule well enough.

Your business will have its own specific numbers and ratios that can tell you a lot about the health of your business. I often talk about the mailboat report with my clients: Imagine you are banished to a deserted island in the Pacific, without mobile phone or email, and the only information you could get about your business would be a single sheet of paper that would be delivered by the mailboat every week. What numbers would have to be on that single sheet of paper to tell you precisely what you needed to know about the health of your business, so you could send immediate instructions back with the mailboat?

Click here to download my Free Guide to finding the perfect coach or mentor for you.

More about numbers here:

 

The Holy Grail of Business

holy grail of business

holy grail of business

There are no simple secrets in business, but this one comes close

I’m sometimes asked what the secret of building a great small business is. And that question always reminds me of the wonderful quote by HR Mencken:

“For every complex human problem, there is a solution that’s simple, easy to understand, logical, sensible… And wrong.”

There is no such thing as a single secret of great business. There are a bunch of factors that all have a role to play though, and one of those is controlling the numbers. My most successful clients all have one thing in common, and that is that they manage their business by the numbers. That being the case, which are the key numbers you should focus on in your business?

There’s a few that are obvious:

  • Net profit before tax (also referred to as EBIT) in dollars and percentage
  • Your bank balance
  • What you’re owed and what you owe
  • How much of what you’re owed is inside your trading terms (30 days, 60 days, 90 days)

Then there’s one number people sometimes forget about and that’s Gross Profit (GP). GP is income minus the direct costs of producing that income. So if you’re selling milk, it’s the total revenue of milk sold minus the total cost of all the milk you’ve bought.

GP is the King of the numbers, because it is the greatest indicator of the health of your business. You know what your overheads are going to be over the year, wages, rent, electricity, insurances, etc. They might change a fair bit from week to week, but not from year to year.

Let’s say you expect them to be $250,000 per year, less $5,000 per week. So by looking at your GP, you can know every week if you are doing fine or not. If you only made $4,500 Gross profit last week, you know you need to make $5,500 GP next week just to break even over the year. My most successful clients all focus on GP.

Fun with Ratios

Here’s another number that can really change your life: The Debtor Days Ratio. It’s a ratio number that’s derived from your balance sheet. Here is a Wikipedia link that explains how you calculate it. It expresses in a single number how long it takes you to get paid on average. The number might be 36.5, which means that on average it takes 36.5 days for you to get an invoice paid.

Focusing on driving the Debtor Days Ratio down and keeping it down will have a massively positive impact on the cashflow in your business, your bank balance in other words.

All of the previous numbers come out of your bookkeeping system, but there are also a bunch of really important numbers that you obtain from different sources.

For example, there are some useful numbers in relation to sales, that you may need to obtain by recording them in a spreadsheet or that you can pull out of a CRM system.

The first one of those is simply the number of inquiries. How many inquiries do you get every week? The next one is the conversion rate. Of the xx inquiries we get every week, what percentage turn into actual business?

Predicting the future

The reason these numbers are so powerful is that they allow you to start to predict the future. If you know that you’ve had 100 inquiries last week and your conversion rate is 25%, then you know you’ll likely have 25 jobs come in the door from those inquiries. If your average sales value is $375 for example, those 100 inquiries will probably generate $9.375 worth of sales.

If your average GP is 50% of revenue, you know you have to generate $10,000 of revenue to break even (50% x $10,000). You will likely fall short by $625 and you are going to have to make that up in the following week(s).

Knowing your sales numbers and conversion rates gives you an early warning system for what’s going well and not so well in your business.

Your small business is special

Every business has its own special numbers that will allow you to keep your finger on the pulse. What matters is that you sit back and ask yourself: what are the key processes and systems in my business that I need to keep an eye on?

Let me give you an example from a service industry. A key determinant of profitability in service industries such as plumbing or washing machine repairs is how often technicians have to go back to a job to fix a problem with the work that was completed.

The margins in these industries are low. Too often it happens that something goes wrong on a job and the technician has to go back the next day and fix the problem, free of charge. “Call-backs” play havoc with Gross Profit in such businesses.

A business owner who manages the business by the numbers will know what the “Call-back” number is in his business from week to week and from technician to technician. Managing that number is key to building a healthy business.

Have you thought about the key numbers in your business?

Your business and your life will change forever when you make managing by the key numbers your first priority… I promise you.

Would you like to download my free 12 Question Cheat-sheet to help you find your next Coach? Click here.

Driving your business forward by getting under the bonnet

under the bonnet KPI

Guest post by James Bright, details below.

bright and co get under the bonnet kpi

How KPIs and Happy Meals fit together

Business Drivers or Key Performance Indicators (KPIs) are critical information to running successful businesses.  They are used by all levels of management in large business to monitor and identify trends in the business and make ongoing adjustments. But understanding KPIs and using them to manage your business is just as important in small business as it is in large organisations.

Typically, KPIs consist of both financial and non-financial numbers.

The key to establishing them in any business however, lies in intimately understanding the business and narrowing down to the critical indicators of the health of your business. The indicators that really tell you what’s going on and how the business is tracking against its strategies.

A course I did recently outlined McDonalds Australia’s business drivers and what their CFO tracked to get an overview of the business.  The KPI “dashboard” contained approximately 25 business drivers such as:

  • Gross Margin
  • Staff Turnover %
  • Total Sales per Store
  • Customer Satisfaction

One number to rule them all

All pretty dry and unexceptional numbers, but one stood out. Amongst the list of classical accountancy numbers was a single, surprising and simple KPI that summarised the overall health of the business.

So what was this magical KPI?

The number of Happy Meals sold that week….

When you consider this, it makes perfect sense. If Happy Meals are selling well it means many other things must also be true:

  • Advertising is obviously working as the kids are pestering their parents to go to McDonalds.
  • If Happy Meals are being sold you can bet that other products were sold on that same order as the parents or older children ordered something as well.  This means higher top line sales, and higher $ value per total order.  All impacting positively on Gross Margins.
  • Customer satisfaction is obviously positive as what kid doesn’t love a Happy Meal, and what parent doesn’t enjoy 15 minutes of peace and quiet?

It was an interesting lesson, most specifically because many small and medium businesses use financial data such as gross sales or profit to review performance and look for trends.  Perhaps there are non-financial KPI’s that you can use to get a deeper insight in your business. Maybe you can identify your own “Happy Meal” KPI.

Get under the bonnet

The biggest opportunity in the development of your small business is to work out what the critical KPIs for your business are. Finding your KPI’s starts by conducting an objective review of your business from the outside looking in.  It forces you to really get under the bonnet.

Ask yourself questions, such as:

  • Why do my customers buy my product or service?
  • Do they generally come back?
  • Do they recommend me or my product to their own networks?
  • What is my sales pipeline and how does it connect to my delivery and ongoing service or support pipeline?
  • If I am making products what are the elements in this process that set me apart from the competition?
  • Are my employees satisfied and is that being conveyed to my customers?

Ultimately conducting this analysis of your business would yield a few critical business drivers that are aligned with your strategy.  These can be used to establish the same insights as the largest businesses that will allow you to monitor and review the trends and make the necessary adjustments to ensure your ongoing success.

What’s also important to consider is your ability to obtain and synthesise data from your systems, ultimately turning it into information for decision-making.

Do you know what your business critical KPI’s are and are you tracking them in a consistent manner in order to gain the right insight into your business?

Read all about Money, Profit, cash flow and keeping your fingers on the pulse here

bright and co KPI Guest post

This article was written by James Bright of Brightandco Pty Ltd Virtual CFOs and Accountants in Sydney.

James and his partner Alex are accountants and financial management experts and are passionate about helping small business owners take control of their business, by getting under the bonnet.

www.brightandco.com.au

Virtual CFOs and Accountants

Not All KPI’s are Created Equal: A Podcast on Numbers with Rick Polito

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Not all KPI’s are created the same… Some are more equal than others

Mastermind about numbers and measurement with Rick Polito from AXSAPT

The podcast of the Small Business Masterminds Foundation Webinar on Numbers and measurement in May 2105. I am joined by Rick Polito from AXSAPT in Sydney www.axsapt.com.au to help us get to the bottom of how we can go about growing our business with control… how we can gaze into the future with our fingers fiormly on the pulse of the health of our business weekly.

Small business Masterminds Foundation webinars are held every second Thursday… for Free… Go to this link to register for the next one now.

The Rhythm of Business

swiss clock cropped

cuckoo clock

Predictability and Swiss Clocks

How would you like to predict the future?

The holy grail of business is to have a business that behaves like a Swiss clock… Tick TockTick Tock… No surprises… it just works, day in day out. Clients walk in the front door… every day, Tick Tock… the products or services get delivered out the backdoor… every day, Tick Tock… The invoices get sent by the bookkeeper… every day, Tick Tock… and the money drops into the bank… every day, Tick Tock, Tick Tock.

Is that your dream too? Do you dream of Swiss clocks?

Fun Businesses Have Rhythm

A Fun business that sustains you for years to come has rhythm, because with rhythm comes predictability and that’s precisely what you are looking for: to know with a fair degree of certainty what is going to happen tomorrow, next week and next month means you can plan and prepare and be pro-active.

Think about it… If you knew with a high degree of accuracy how many contracts you’d sign next month, or how much money would come in the door, or how many widgets you’d produce, or how many emergency callouts you’d have or warranty repairs you’d have to carry out… What difference would that make to how you managed your business and how much Fun you’d have in your business?

If you knew for sure that 3 months from now your business would have 25% more work to carry out than you have right now, you can start looking for the right people now and have them ready for the onslaught in time, instead of managing in crisis, madly running around trying to find someone at the last minute and begging everyone to stay back to finish the work… I know what situation I’d rather be in, don’t you?

Two Mechanisms of Business Predictability

But how can you know all that? Predicting the future is crystal ball gazing, right? The best you’ll ever do is guess, right?

Well no. You can predict the future in business through two mechanisms:

  1. Measuring
  2. Meeting

Measuring / Dashboard Management

business dashboard ‘Measuring’ is about taking regular measurements of various systems in your business and looking for trends. I often refer to this aspect of business as “dashboard management” and I have written about the topic extensively in various other places, for example here: https://www.newperspectives.com.au/numbers/ , so I won’t get into further detail about numbers and measurement right now but it is important to know that ‘Meetings’ without ‘Measurement’ are a waste of time… you need both to build predictability into your business.

Meetings

So the second mechanism is about meetings. A business that sustains you for years to come will have a schedule of regular meetings, daily, weekly, monthly, annually. It can be no other way.

The size of the business will determine the number of meetings but an average small business in a single location based around a service, profession or trade with 5 to 15 employees will likely have a 15-minute catch up at the beginning of each day at a team level; a weekly 1-hour production team “Work in Progresss (WIP)” meeting and a weekly company-wide half hour “huddle”. The last two meetings may be expanded into more comprehensive meetings at the start of every month.

Besides these meetings there may be regular sales team meetings and management team meetings, and last but certainly not least, individual progress or performance meetings between managers and their direct reports, ideally no more than monthly but certainly no more than quarterly.

Jamie’s Panel Beating Shop

spray paint To illustrate what I’m talking about I’ll tell you about a client of mine called Jamie who owns a panel beating and spray painting business and who I worked with a few years ago:

Jamie employed about 18 people and the business ran from brushfire to crisis and back to brushfire most of the time, things used to go wrong and profits tended to get lost in the daily and weekly efforts to fix the things that went wrong.

When Jamie and I started working together we quickly realised that the crises were usually caused by a lack of effective communications throughout the business and a lack of cooperation amongst different sections of the business.

So Jamie started by implementing a weekly staff breakfast on Friday mornings. At those times the business would open a little later than normal and a nice spread was laid out for breakfast and everyone took part. At the breakfast Jamie would facilitate discussion amongst his staff to a set agenda that always included a recap of the week… what went well last week, what didn’t go so well last week… and a plan for the next week to address the question: What can we put in place as simple actions that will help us improve next week.

Jamie couldn’t believe how quickly things started to improve. Literally in weeks, he noticed a drop off in crises and the mood in the shop just totally changed.

At the end of that quarter, Jamie couldn’t believe his eyes when he printed out his profit and loss report that showed an increase in net profit of 20% over the previous quarter. Suspicious about the accuracy of the numbers he decided to wait and see what the next few months looked like and the numbers were just as staggering. After 4 months Jamie also noticed that the backlog had shrunk by 50%.

A couple of years later, Jamie has extended the lessons from those first breakfast meetings and has implemented all kinds of rhythms into the business and together with his increased focus on measuring and systems, Jamie’s business actually does run like a Swiss clock these days… Tick TockTick Tock.

Importance of Staff Meetings

huddleA simple weekly breakfast meeting like the one that Jamie instigated in his panel beating shop has two big benefits. First of all it builds team spirit and motivation. For a team to work well together there has to be a certain level of trust and the better you get to know someone the easier it is to learn to trust them.

Most importantly though, the point of a weekly company-wide meeting such as Jamie’s breakfast is that it allows the team to start to become engaged with the company goals. By sharing what went well last week and what didn’t go so well and what to put in place to get the best possible outcomes for the next week, around the table, everyone starts to understand how they fit in the Big Picture and how their efforts have a direct impact on the company as a whole. I refer to these meetings as Huddles. You often see a sporting team doing a huddle before they get onto the field and it’s designed to get everyone on the same page and pulling in the same direction.

The Huddle

Wouldn’t you want your staff to operate like a focused sporting team as well?

A system of formal, regular, structured meeting is an absolute pre-requisite for building a Fun Business that sustains you for years to come… I promise you… Tick TockTick Tock.

Business Is All About The Numbers

numbers

Business is a numbers game

What does it take to make a success of your small business… how can you avoid adding to those frightening statistics about failure rates of small business.

In this series of articles and associated webinars and workshops, by Roland Hanekroot you will learn the basic concepts and get the knowledge need to become a successful ‘Business-Owner’, as opposed to a struggling ‘Business-Doer’.

Format

The format of each episode in the “First Steps” series is to explain the basics of the topic and then in line with the principles of New Perspectives business development programs, to suggest some “First Steps” you can take straight away to put the knowledge into action.

The Numbers

numbersIn the fifth of these articles we’ll look at the numbers and ask:

How do we do business by the numbers and why?

Doing business without numbers is like playing football without a scoreboard. You simply cannot run any kind of business for any length of time without keeping your eye on the numbers.

This is a fact.

You may not like numbers and you may believe you are no good with numbers and you may want to just “get on” with running your business.

Well I have good news and bad news for you:

  1. Bad news: You’ll simply have to get over your dislike and your hurdles.
  2. Good news: Numbers are a lot simpler than you think, you don’t need all that many of them and you won’t have to find them yourself.

Measurement

Numbers are important because they are the result of measurement and measurement is what allows you to manage and develop a business and stop it from going backwards.

For example you have to know (measure) what is in your bank account if you want to stay alive… No argument there I imagine? Well your bank balance is a number.

You may also want to measure the effectiveness of the money you spend on marketing and again the answers will come in the form of numbers.

You may want to know if you have enough stock on hand to supply your customers in the coming week… The answer is a number.

You may want to measure why your bank balance has been going backwards in the last three months… The answer will be in the numbers.

I trust I’ve convinced you that numbers are key and you just have to get your head around them. But which numbers?

Lets have a look at one of my Business Bedtime Stories.

A Business Bedtime Story

(The ‘Business Bedtime Stories’ are real world case histories that illustrate this months topic in some way)

Once upon a time… a long long time ago in a country not unlike Australia… Michael had a carpet cleaning business …

carpet cleaner Michael owned a carpet cleaning business in Sydney and Michael had ten vans on the road with 16 staff. Michael’s life was full of crises, most of the crises involved his staff not delivering the customer service or quality that Michael’s clients expected.

Michael kept thinking:

“If only I had a simple way to measure “Good Work” and “Good Service” that I can apply across the board and use to manage the performance of the guys ?”

Working with me as his business coach Michael learnt that you can create relative measures for intangible things. For example If you were asked to give a score out of ten for how happy you felt at this moment, where “10” was that you felt delirious and “0” meant that you were at risk of self harming, you might say “6”. If I were to ask the same question again tomorrow you might answer “7”. This would lead us to reach a valid conclusion on your state of happiness tomorrow relative to today.

This same principle can be used to measure all sorts of intangible things in life and lends itself really well to measure quality, service and satisfaction levels.

Self-scoring

Michael and I went to work to create a self scoring system, where a staff-member filled in a small form at the end of each job in which he gave himself and the just completed job a series of scores out of 100 on a number of different measures (for example: “Give yourself a score out of 100 for being punctual”)

The forms would be collated in a spreadsheet and the numbers averaged for each staff member and for the business as a whole. Every week on Monday morning Michael received a report from his admin assistant with the average performance numbers across the company for service and quality in the last week. At the same time Michael had his assistant call 10% of all clients every week and ask them to rate the completed jobs in a similar manner and these ratings were listed side by side with the staff member’s own ratings. The staff members would be given access to the customer ratings as well and as required Michael would sit down with individual staff members, compare notes and generally help the staff improve on their ratings and become more accurate in their self-scores.

This scoring system completely changed the way Michael thought about managing his business and he realised that the way to build a great company and great business value was to step back and create management systems, scoreboards and dashboards.

Five years later Michael sold his business for a price much higher than he could ever have hoped to gain when we first met.

And Michael as well as the new owners of Michael’s business will live happily ever after… The End

Lessons from Michael:

So let’s have a look at what we can learn from Michael:

  • First: There are many other numbers that we can focus on besides money in the bank
  • Second: Measuring intangibles like punctuality is actually quite simple.
  • Third: Measuring an aspect of business allows you to improve it.

Deserted island

deserted island Here is what I’d like you to do: Imagine that you are banished to a deserted Island. And for a period of time, say 6 months, the only information you get about your business comes from the weekly mail boat. The mailboat can deliver you only a single piece of paper with maybe 15 numbers on it and the mailboat will wait for 15 minutes to take your instructions back to your business for that week.

What are the 10 to 15 numbers that will tell you how healthy the business is and allow you to make quick management decisions and instructions that you can send back?.

Most businesses will have a couple of common numbers, such as bankbalance and profitability on their mailboat report, but beyond those common numbers every business owner has his or her own priorities that tells him/her what’s going on. For example, in my business I constantly need to know how many inquiries I have had in the past 6 months, because it gives me a really good indication of the number of new clients I’ll get in the next 6 months. In another business a critical indicator might be the average number of days it takes to get paid, because if this number goes up, the business will to run out of cash.

Don’t do it yourself

I mentioned in the ‘Good News’ that you don’t need to be the one who finds the numbers.

finger on the pulseThis is actually a critical point. You as the business owner are primarily responsible for keeping your fingers on the pulse, but I want to encourage you to delegate the production of the numbers to others as much as possible.

There are a whole lot of reasons why you should delegate getting the numbers to others. This article is not the forum to go into the  detail of those reasons, but let me assure you that business owners who truly manage their business by the numbers, get one piece of paper every week, with the critical numbers from their bookkeeper, one from their sales department and one from their production department. It is simply not the job of the business owner to dive into the bookkeeping system themselves to find the numbers; that is not ‘best use of your time’

So start thinking about that deserted island, what do you need to see on that single page mailboat report to enable you to manage the health of your business?

Your First Steps:

As mentioned at the start of this article, here are some resources and actions you can take right away, that will get you started on implementing the principles I discussed:

  1. Go to the resources page http://tiny.cc/numberslpage the following resources will help you start to manage the business by the numbers
  2. A sample dashboard with critical numbers of a past client of mine in the catering industry.
  3. Article about business dashboards by Valerie Khoo in the SMH

About the author and the Masterminds sessions

roland Roland Hanekroot is a business coach who works with Small business owners to help them have more Fun in their businesses and build businesses that sustain them for years to come. Roland is also the author of “The Ten Truths books for Business owners” (more about the books here: http://thetentruths.com.au)

Every month Roland Hanekroot runs a business development workshop as well as a webinar called “The Small Business Masterminds” more information here and to register for the next webinar or workshop, follow this link: http://smallbusinessmasterminds.com.au/ The first time is free.

 

1001 Business Bedtime stories… Michael Cleans Carpets and Builds Dashboards

1001 Business Bedtime stories…… Truth 3, Finger on The Pulse

Truth 3, Planning
Little richard measures and plans his business

Here follows another one of the “1001 Business Bedtime Stories” … Every story comes straight from the New Perspectives Small Business Bootcamp, stories of business and courage and they illustrate an aspect of one of The Ten Truths… You might recognise some of them from your own experience.

Once upon a time… a long long time ago in a country not unlike Australia… Michael had a carpet cleaningbusiness …

Michael owned a carpet cleaning business in Sydney. Michael had 10 vans on the road with carpet cleaning equipment and Michael would book the jobs and do the marketing and generally run the company.

Michael’s life was full of crises, in fact most of his days involved extinguishing brush fires and he would never know where the next crisis would come from. Most of the crises involved his staff not delivering the customer service or quality that Michael’s clients expected and the only way to manage these issues was by Michael going out and fixing the problems himself.

There were many factors at play of course but Michael found it difficult to keep his staff accountable to specific performance criteria on quality and customer service. How do you measure the quality of a cleaning job and how do you measure the level of customer service and satisfaction you have delivered? But as the saying goes, you can’t manage what you don’t measure.

“If only I had a simple way to measure “Good Work” and “Good Service” that I can apply across the board and use to manage the performance of the guys ?” kept going round and round in Michael’s head.
Michael was at the end of his tether.

The Bootcamp

Working in The Bootcamp with me, Michael learnt that you can create relative measures for intangible things. For example If you were asked to give a score out of ten how happy you felt at this moment, where “10” was that you felt delirious and “0” meant that you were at risk of self harming, you might say “6”. If I were to ask the same question again tomorrow you might answer with “7”. This would lead us to reach a valid conclusion on your state of happiness tomorrow relative to today.

This same principle can be used to measure all sorts of intangible things in life and lends itself really well to measure quality and service and satisfaction levels.

We went to work to create a self scoring system, where a staff-member filled in a small form at the end of each job in which he gave himself and the just completed job a series of scores out of 100 on a number of different measures (for example: “Give yourself a score out of 100 for being punctual”)

The forms would be collated in a spreadsheet and the numbers averaged for each staff member and for the business as a whole. Every week on Monday morning Michael received a report from his admin assistant with the average performance numbers across the company for service and quality in the last week. At the same time Michael had his assistant call 10% of all clients every week and ask them to rate the completed jobs in a similar manner and these ratings were listed side by side with the staff member’s own ratings. The staff members would be given access to the customer ratings as well and as required Michael would sit down with individual staff members, compare notes and generally help the staff improve on their ratings and become more accurate in their self-scores.

This scoring system completely changed the way Michael thought about managing his business and he realised that the way to build a great company and great business value was to step back and create management systems, scoreboards and dashboards.

So she did… and it took a lot of courage… Michael created 3 different weekly dashboards: one for operations, one for marketing and one for finances.

Now 5 years later Michael is negotiating to sell his business. The price he is likely to sell for  is at least 3 times what he would have been able to sell it for a few years back, because now he is selling a business that operates almost independently from Michael himself.

And Michael as well as the new owners of Michael’s business will live happily ever after… The End

Ask yourself… Where will you find the courage to make Profound things happen in your Business?

Find out more about the Small Business Bootcamp here

Or follow this link to New Perspectives Business Coaching