Category Archives: Profit Improvement

Financial expertise – how can it help your business?

jigsawOne of the things I learnt when I left corporate life and set up my own company was the value of other people’s expertise. Yes I could write copy, design a website or deal with IT problems myself but  that took me many times longer than a professional and the results were never half as good. So I also believe that while most growing businesses may ‘cope’ without financial expertise it’s quicker and more productive to employ a commercially experienced finance professional, either part-time or outsourced.

Just about everything you do in business impacts your finances, in turn your finances affect what you can do in your business. So really measuring and understanding your financial data can substantially improve your business.

An experienced financial expert can help you

  • Streamline
  • Save time
  • Save money
  • Improve cash flow
  • Plan more effectively
  • Spot and respond to opportunities
  • Spot and respond to risks

Not a definitive list!

Streamline and save time

You are required to keep accounts in a certain format for the purposes of:

  • Company law and accounts filing
  • Taxation authorities – corporation tax, VAT and employee taxes which all have slightly different requirements and reporting periods
  • Stakeholders such as banks who may want to see accounts monthly

Understanding these various information requirements means that data is collected in an easily accessible and analysable format thus reducing bookkeeping and administrative time. Time spent compiling information for statutory purposes can simultaneously provide measures that help you understand and control your business.

More detail

Management information

 

Save money

A well organised accounting system will save you money. Depending on the business there are numerous ways this can be achieved by ensuring:

  • You cover all costs when charging for products or services
  • You raise an invoice for all goods and services supplied
  • You hold the optimal stock levels to avoid damage and other stock losses
  • You are correctly charged for goods and services
  • You do not pay twice for goods or services or items you have not received
  • You obtain any discounts offered for early payment

More detail

Profit leaks

 

Improve cash flow

There are numerous ways to improve your cash flow:

  • Raising sales invoices on a timely basis
  • Tight credit control ensuring monies collected as due and reducing the risk of bad debts
  • Choosing the optimal timing and type of investment
  • Obtaining good credit rating and supplier credit terms

More detail

Cash flow – modelling

 

Effective planning

Good financial analysis and measures will give you better business information and lead to better decision making. You have an overview but do you know:

  • Which products or services produce the best profit
  • Which of your customers are most profitable? (Not necessarily the ones with most sales)
  • What your probable cash flow looks like for the next few months
  • How your business plans may affect your cash flow
  • Breakeven – i.e. at what level of sales you will cover all your costs and start to make a profit

Good informed measurement and analyses enable you to choose the best plan for your business. If you don’t fully understand how all your costs are structured it is unlikely that your business plan will produce the most profitable outcome.

What-if measures and analyses will help you assess the likely outcomes of plans by looking at the downside risks and upside gains.

More detail

Business strategy – sales

Business growth needs more than sales growth

Cash flow, profit and your growing business

 

Opportunities and risks

Financial information and/or advice needs to be relevant and timely to enable you to spot the opportunities (a very profitable product) or quickly adapt to threats (a sudden downturn in demand for certain products). Cash flow analyses can alert you to the need for an overdraft or other outside finance. Understanding the financial impacts of business activity can make the difference between business survival or prospering.

If you are running a successful business but find that your business figures do not help you direct your business then ask for more or different. Financial expertise can be offered under a number of titles, Finance Director, Accountant, Financial Controller, but commercial experience and business clarity are the main elements to look for.

I welcome any comments or questions.

 

Business Strategy – sales information

Sales figures are probably the most closely scrutinised of any business information. Timely reaction to any changing sales environment is essential in order to optimize sales and profits. Good analysis will lead to good strategy and I’ve listed below some of the points to consider.

Sales by product or service

  • Which product or service is most popular in this period?
    • Analyse reason for increase/ decreased sales,
      • Have you began or ceased a marketing campaign?
      • Has the economic, social or natural environment changed so as to be more/less conducive to such sales?
      • Is changed demand due to temporary circumstances or permanent?
      • Has your position relative to competitors altered e.g. cheaper, better quality?
      • Is one product or service complementary to the other e.g. mobile phone and phone case/ear phones?
      • Is one product replacing another e.g. notebook/laptops?
      • What are the reasons that sales mix now differs from your original prediction (forecast)? 

Strategy Options

Do you need to invest in a marketing campaign, allocate more resources to certain products or cease providing unpopular services? Or would a new or different offer revive sales?

Sales by customer  

  • Who are your best customers?
    • What products/services are your best customers buying?
    • Are they buying more or less than in previous periods?
    • Are your customers concentrated in one industry or geographical area?
    • Are you becoming too dependent upon one or a group of customers? 

Strategy Options

If a good customer hasn’t purchased a certain product recently maybe they need a nudge? Or possibly they are buying elsewhere and you need to know why this has happened. If you sell a lot to customers in one industry it might be worth contacting non-customers also in that industry. Too much dependence on one customer may also be a risk if you lose that one customer.

 

Sales by period

This information is best analysed over several years but within a period you may be able to divine patterns of expenditure.

  • What are the seasonal patterns of sales of different products/services over the year?
    • Are there specific months when you do or do not sell specific products?
    • Do your sales relate to specific promotional activity?
    • Do your sales vary with certain events eg national budgets, rain, Easter?
    • Do some product sales show unusual peaks and troughs? 

Strategy Options

If know you do not sell jumpers between June and September perhaps stock swimwear. Perhaps some sales are influenced by non-company publicity such as a public health campaign leading to more fruit sales. Alcohol or petrol sales often increase before budgets. Being aware means that you can be prepared for changes in demand and not miss that additional sale.

 

Of course sales revenue is very important but it is as important to ensure that all your sales are profitable. High sales could be the result of pricing so low that you are making a loss on a product. But that is a subject for another article.

Relevant measures will vary with the business. I’d be interested to know which particular sales measures you have found most useful.

Top 5 Tips of the Cost Reduction Trade

Guest post from Richard Gardiner of Lean Cost Management – cost reduction tips.

Cutting £20 note
Scissors cutting money

1. If you are purchasing or renting a new property make sure you lock in a utility (gas and electric) contract A.S.A.P. From the minute a new owner gets the keys to a property, the utility company, who has control of the meter, will be charging their highest tariff. Most utility companies will back date the new, lower rate which you have signed up for up to 3 months.

 

2. With waste collections keep the number of contract collections to a minimum. If you get busy or require more as a one off just call your waste collection company and they arrange for an additional collection. This will save you paying for empty bin collections.

 

3. Keep track of contract end dates and termination periods –Just because the contract end date is July per se doesn’t mean that you have until July to move it or cancel it. Some suppliers require 6 months notice to move or cancel a service.

 

4. You don’t get anything for loyalty these days, move suppliers at every opportunity, new business rates are ALWAYS better than renewal rates.

 

5. The termination letter is your best friend, 9 times out of 10 suppliers will find movement on their prices once you have issued it.

 

Richard is Managing Director of Lean Cost Management who are specialists in indirect, non-payroll cost reduction www.leancosts.com 

 

Management Information – what would you like to know?

Management information should be precisely that – information that is useful to help you manage your business. You will be familiar with the year-end accounts and possibly the monthly management reports coming from the standard accounts package. But these alone may not give you the information you require to manage and plan your business.Measuring money

In order to effectively manage the direction and profitability of your business these are some of the measures you could find useful:-

Profit & Loss account

Sales

  • How do your sales compare to expectations (forecast)
  • How do your sales compare to earlier periods
  • What are the sales values by product or service
  • What are the sales values by customer
  • What are the sales values by period
  • What are the  margins (gross profit) on all of the above
  • What are your most profitable products/services
  • Who are your most profitable customers

Costs

  • How does your expenditure compare to expectations (budget)
  • How does your expenditure compare to earlier periods
  • Which are your largest cost items
  • Who supplies these cost items
  • What are the payment terms of your suppliers
  • Why have you chosen these suppliers
  • What do the smaller expenditure items total and can these be decreased if significant

Staff costs

  • How do your staff costs relate to specific ‘cost centres’ or operating departments
  • How are your staff contributing to the business operations
  • What are your training costs and how to they contribute to your business aims

Costs Structure

  • Which costs are fixed and which vary directly with output
  • How do your costs relate to your different outputs

Balance sheet

Stocks

  • How do the stock values in your accounts relate to actual physical stock counted
  • Is there any spoiled, damaged or obsolete stock
  • Do you have efficient stock ordering/holding  periods and systems
  • How effective is your stock control

Debtors

  • What is the value of debtors and when due for payment
  • Have any of the debtors taken longer than the agreed credit period
  • How do these debtor values compare with previous periods

Creditors

  • What is the value of creditors outstanding and when are they due for payment
  • Are any due amounts apparently unpaid and for what reason
  • Is your business taking the agreed credit periods
  • Are there amounts due not included on your creditors ledger

Cash

  • Does the value in the accounts reconcile to the bank statement
  • Are there any unidentified receipts or payments
  • Are there any returned receipts or payments

Cash flow

  • Vital information – but covered in these articles here, here and here

The information you need will vary according to your business. Some measures will be easy to obtain. In fact, once you have the appropriate systems and reports most of this information is easy to gather and analyse on a timely and regular basis.

 

If you have any questions I’d be very pleased if you post on this site or contact me here.

Blue sky thinking, measuring and managing

Close up on the Rocks with a Small Tree - Snow Canyon UtahI suspect that few business ventures are started without a large element of  optimism and passion rather than business analysis of market trends or obvious gaps in the market. However some people take ignoring the facts of business life to dangerous extremes.

I was recently at a business event when a business owner stated

“I’ve been trading for two years but I don’t know if I’ve made a profit. I’d rather not know.”

Well after I’d got back on my chair (eek – the taxman?) I realised that that statement was perhaps an extreme example of a phenomenon I’ve often experienced in business.

This woman’s business was her passion, her baby, and she didn’t want to be told it was not a success. She wanted to keep on going regardless.

This attitude is not confined to small start-up businesses. Anyone who has worked at a senior level in finance will recognise that sometimes business decisions are based on criteria other than business analysis and logic. Basically a decision is reached and then the search is on for facts and numbers to support that decision.

I am not suggesting that the numbers are everything. Many successful businesses are the result of an inspired idea. Remember, for example, Friends Reunited which was launched by a husband and wife team in 2000 and sold five years later for £120 million? At inception no amount of modelling would have predicted that level of success in so short a time frame.

However it’s important to look at numbers while realising that there is an element of (subjective) judgement in any numerical analysis. By all accounts the disastrous takeover of ABN- AMRO could have been averted had there been a proper inspection of the figures (due diligence) relating to that bank. Management of RBS were motivated by the desire to build an even bigger empire and chose to put that imperative above commercial caution.

Whatever the motive for a business strategy, in the long run, that business needs to make a profit. If revenues do not exceed costs then effectively the business is paying its customers.

All business carries risk. However plunging in blind or with false assumptions can only waste precious time and resources. Business needs to have the facts and figures in order to make informed choices. Those choices will always be a matter of judgement but ‘what is measured can be managed’. It is a better policy to measure what is actually happening and then to model possible future scenarios. The future is uncertain but informed risk is better than ignorance or basing decisions on biased analyses.

 

I’d be delighted if you have any comments or questions. To read about me click here. To contact me click here.

 

Profit Leaks – how businesses can lose money

Woman writing numbers on clear screenThere are many ways in which businesses ‘leak’ profits. These leaks are the little (unnoticed) holes in systems or processes that can lose you money. Plugging these leaks often requires little extra effort but can have a substantial effect on your bottom line.

Often a company will start out fairly watertight but as it grows, more people become involved in processes, it’s more complex and the leaks develop.

Let’s look at a few examples. Below are three case studies, my own experience in different types and sizes of company.

1.    Information deficit leaks – do you know which of your products and customers are the most profitable?

Profits may be lost or not optimized where a company does not have the information needed to assess the best business strategy.

A well run service company had not increased its turnover in a number of years. The owners knew what the sales were for each service area. What they didn’t know was how much each sale cost, that is, how profitable each area was.

Once I’d implemented a project to analyse those costs the owners could determine which (most profitable) services to expand. Over the next few years income and profits increased by 65%.

2.       Revenue leaks – is every sale invoiced?

A company manufacturing units for onward processing used a sophisticated computerised system which managed stock, production through to delivery and sales invoicing. Even the smallest stock items were bar coded and recorded as they were used. When finished the units were scanned out of the factory. On delivery to the (one main) customer the units were scanned again and a sales invoice automatically raised on the system.

All computerised – so nothing could go astray? You’ve probably spotted the flaw. Some units ‘missed’ scanning at the customer. No sales invoice was raised and of course no payment received.

Most people will have assumed that the system would be programmed to spot this occurrence. But it wasn’t and didn’t. I processed the data outside the system to spot the £500k of sales not invoiced!

3.     Cost leaks – does your company only pay for the goods and services it has received?

Most companies have a system for ensuring that payments are only made for goods or services properly authorised and delivered. However leakages will often occur with regard to the non-standard items.

In this case the problems occurred with the new fleet hire system. Car hire was often on a continuous basis. The hire company invoiced monthly (electronically). The expense type didn’t fit the existing system. So the fleet management department paid what was invoiced.

Twelve months later, when I established a system for checking that the charges were correct the company had overpaid for fleet hire by £176k.

Every business is different. So every business will have different areas where profit leaks. But, for all organisations, doing business creates assets, liabilities, costs and revenue flows. Capturing, safeguarding and analysing these flows is essential for a healthy business and healthy profits.

How might your business be ‘leaking’ profits? If you would like a complimentary review of your business please contact me here for further details.

 

 

What’s in a number?

I’m a finance professional but would be the first to admit the possibility that numbers can be meaningless and maybe boring. Numbers should be able to give you essential (and interesting) information about your business. The crucial issue is context. So if you’ve ever looked at accounting information and thought ‘so what?’ you are not alone.   

Asleep on the job

Consider this…

The number is 50,000!

??? (yawn/blank look)

It’s Acorn Ltd’s profit for the year!

Is that good?

More information:-

Acorn had sales in the year of £20 million.

Not sounding so good?

More Information:-

Last year Acorn Ltd had a flood at its main premises and made a loss for that year of £1 million.

Forecast loss for this year was £200,000

Not sounding so bad?

More information:-

Most other companies in the same industry made losses in the year.

Now sounding like a better result?

By drilling down to the figures in the context  of what you know about the business and comparing to previous periods, budgets and forecasts,  you obtain information not just about how the business has performed but indications of relevant action points for the future.  

Presentation
The story

And so we get to the story

Acorn made £250k more than forecast. Because:-

  • Sales had increased by £500K. This was due partly to new sales generated by the newly recruited sales manager. Customer feedback also suggests that Acorn products are considered more reliable than competitors.
  • Product costs had increased by £200k. This was due to the price increase of a component. Engineering consider that this component is of superior quality and more reliable than components used by rivals.
  • Sales manager’s salary was £10k more than planned due to a bonus paid because of sales generation beyond target.
  • Planned training and recruitment costs of £40k had been postponed for 3 months.

Action points

  • Management were preparing to switch to a cheaper component but since the more expensive products provides a competitive advantage will retain. Consider sales pricing increase to compensate for increased cost.
  • Sales Manager was on a temporary contract and will now be offered a permanent contract.
  • Budget for the additional £40k costs which will occur in the next period.

    Coffee Break
    Well earned break

Summary

For your business figures to be useful they need to have context. This can be provided by comparing your figures to others in the business (benchmark), previous periods performance, or/and expectations (budgets or forecasts). Although this comparison may in itself provide some interest, in order to be meaningful for directing the business you should also be able to further analyse the figures so as to understand the business detail and respond to the information consequently obtained.