IF YOU’RE NOT MAKING A PROFIT, WHY ARE YOU IN BUSINESS? (Part 1 of 2)

Let me be clear; I most definitely think there is no business if it is not profitable. Why else take the risk and grind all day long? One’s personal joy and achievement quickly gives way to resentment and negativity if there are no tangible rewards to enjoy.

I often consult with clients who are so caught up in their own understanding of how their businesses work, yet they are constantly under immense personal (time) and financial (cashflow) pressure. This begs the question; are they really addressing the right issues?

In this two-part blog series, I will address a number of important concepts which all SME’s can focus on, in order to become more profitable.

PRICING AND THE POWER OF PERCEIVED VALUE


Few voices can write with such authority on pricing as Hermann Simon, Chairman of Simon-Kucher & Partners Strategy and Marketing Consultants, nicknamed The Pricing Man, and a giant within the discipline of pricing research and practice, it hardly comes as a surprise that his take on pricing is pure commercial wisdom.

In his famous book, Confession of the Pricing Man, Simon explains one of the most fundamental principles on pricing: “People have asked me thousands of times to name the most important aspect of pricing. I answer with one word: “value”. When asked to elaborate I will use the term “value to customer”. The price a customer is willing to pay, and therefore the price a company can achieve, is always a reflection of the perceived value of the product or service in the customer’s eyes. If the customer perceives a higher value his or her willingness to pay rises. The converse is equally true, if the customer perceives a lower value relative to the competitive products, willingness to pay drops”.
A business owner has 3 important tasks when it comes to pricing:
• Create Value – use quality materials, top performance, and design, to drive perceived value for your customers.
• Communicate Value – influence the customer’s perception by how you describe your products (or services), your unique sales proposition and your brand.
• Retain Value – provide a post-purchase experience that creates a lasting impression on your customer.

Price is often quickly forgotten, but consumer research and behavioral studies often confirm that we struggle to remember a price, even if recent, but quality, good or bad, stays with us.

The process of setting prices begins at the conception of a product idea and company’s must think about prices often and early on, not just once the product or service is launched.
IF YOU’RE NOT MAKING A PROFIT, WHY ARE YOU IN BUSINESS (Part 1 of 2), black friday

FORGET ABOUT THE POUND AND WORRY ABOUT THE PENNY


One of my business savvy and successful clients, a man in his senior years, once said, “Learn to guard the penny, the pound will look after itself” and no truer words have ever been spoken. I have implemented those words over the years in my business, and they ring true to this day, now more than ever before.
IF YOU’RE NOT MAKING A PROFIT, WHY ARE YOU IN BUSINESS (Part 1 of 2), coins
Examples of enterprise building blocks are items such as capital, assets, cash, new clients, and revenue, and they are all useful in growing your business and increasing its value.

At the opposite end of the spectrum, are costs related to the running of the business. These are forces that erode the ability of these building blocks to add value and reduces the profitability of the enterprise.

The prudent business owner is forever aware of the exponential (destructive) power of these costs and watches them closely!

If you own a services company reducing costs such as building rental, telephone costs, internet service providers, office supplies, lazy employees, unreliable delivery vehicles, sub-standard suppliers are all examples of costs that you need to keep a close eye on.

If you own a product company you need to know your production costs at the top of your fingers, you need to know what each component in the production cycle costs and understand the implications of elements such as discounts offered, poor debt management and reduced selling prices.

All of these strategies can erode your overall profitability if not watched carefully. Learn the implications on your revenue.
IF YOU’RE NOT MAKING A PROFIT, WHY ARE YOU IN BUSINESS (Part 1 of 2), go to jail

GO STRAIGHT TO JAIL!


Many a lazy Sunday afternoon have been spoilt by the “Go To Jail” card from the famous game Monopoly. The little blue card, with its condescending instructions; “Go to jail. Go straight to jail. Do not pass GO. Do not collect R 200” , have been the cause of many a family member feeling like a criminal, locked in a cell while the game seemingly went on without interruptions.

While Monopoly is only a game about keeping your business wits about you, one could actually end up in jail for tax evasion; the deliberate non-payment of due taxes. For obvious reasons, this is best avoided.

Tax avoidance, however, is a legally recognized process whereby a business owner may legally structure their business in such a way as to achieve maximum tax benefits.

Make use of tax professionals with the necessary expertise when structuring your business because managing your tax liability correctly might also mean you can actually be financially rewarded.
 
When structuring your business consider important aspects such as the size of the business, the type of business, the location of the main operations, and the type of industry, as these are all factors that play a vital role when deciding how to structure your business and create a growth and development strategy.

As soon as you start procuring assets, for example, it's important to discuss this with your accountant as these actions have financial ramifications, and if not recorded correctly, may indeed result in serios tax complications.

IN CONCLUSION


The effective business owner will make it a priority, early on during the establishment of the business, to focus on three important areas, namely, pricing, cost management and taxes.

While having a good working understanding of the theory of the three areas is important, it’s in the effective execution of the tasks related thereto, where the real magic happens. Understanding without action is fruitless.

Wanting to be profitable is good; focusing all your attention on the right tasks is divine. How else will you be sure to make a profit?

Join me toward the end of April, for the delivery of Part II, where I will further explore how to be more profitable in your business.

HOW TO STRETCH – PRACTICAL ADVICE FOR THE SMALL BUSINESS OWNER (PART 2 OF 2)

I received a newsletter recently, opening with the following innocent welcoming message “It is with a joyful spirit that we can say that we have finally reached the end of the year...”. Something about these words simply didn’t resonate with my own experience of this year. Owning a business while having to try and keep its doors open, during a pandemic, couple to the nightmares of lockdown and Covid protocols, was something closer to surviving a few of weeks at sea clinging to life raft! Joyful spirit – how about screams of frustration; tears of fear; financial panic attacks; wide eyed presidential announcements – doesn’t that sound closer to the truth? One thing is for sure, owning a business is not for the fainthearted, this year stands out as a public testimony thereof.

Join me now as we unpack Part 2 of this two-part blog series about what it takes to own and run a business, what it means to really stretch. As a short introduction, if you haven’t yet had the time to read Part 1, we focused on how the behavior and decisions of the small business owner impacts the business. Some of these decisions related to time management, working with smart apps and software, utilising the power of outsourcing and the power of social media. In this blog post we will specifically look at key business functions and strategic elements and the how the management of these elements can increase profitability.

PLAYING “WHEN THE PRICE IS RIGHT” AND OTHER GAME SHOWS


Few gameshows lay bare our misconceptions about pricing as The Price is Right, an American TV game show with an addictive appeal. Contestants are shown a range of household appliances and they need to guess the correct retail price, if they get right, they get to keep the item and move on to the next game. Watching the show is like opening a bag of crisps, once you start munching away, you can’t help yourself.
HOW TO STRETCH – PRACTICAL ADVICE FOR THE SMALL BUSINESS OWNER (PART 2 OF 2), best price tag
Equally embarrassing to admit is our tendency to take a similar approach to the pricing of our own products and services – it’s a guessing game. One such oversight is the importance of adding variable costs to pricing. A product on your shelf should not simply retail for the sum total of a procurement price with a percentage mark-up. The same principle holds true for the pricing of services and professional rates. A competent pricing policy should include, for example, the cost of the owner’s time, property rates and taxes, rent or bond payments, and other business costs. To ensure that regular price revisions (at least once per quarter) can be done accurately, it is advisable to keep proper records and statistics of all operational costs.
 

WHY YOU SHOULD NEVER LIE TO YOUR MOTHER


My mother, like most, possess a sixth sense, I am rather sure of this. As a child she just knew when I was re-telling my own version of the truth. My dry mouth; her silences; the sideways looks; the devastating cross examinations; it often caused my knees to buckle under the weight of her piercing eyes. I once asked my mother, a much older lady now, how she always knew when I was spin-doctoring the truth, all those years ago? “Well”, she explained, “you had freckles, and when they stood out on your pale little face like mud spatter on a painted wall, I just knew”. Who knew – freckles, I would never have guessed it.
HOW TO STRETCH – PRACTICAL ADVICE FOR THE SMALL BUSINESS OWNER (PART 2 OF 2), family
As much as you may think differently, you are the mother of your business and like your own mother, you need to know, when what you notice, is not making sense or doesn’t feel right. I am referring to the checks and balances on items where revenue can easily appear to vanish without a trace. Things such as stock, fuel, vehicles, overtime, maintenance, and repairs, to name a few. These items have already been paid for, so any loss, miss-management, abuse, damage or theft, will result in lost revenue.

 Appoint people with integrity and a solid track record and seek proof that they can exercise good judgement, control their duties and assets under their management and take responsibility for their role. A good way to test this is to implement a notice period, with regular performance assessments, as part of their employment contract, to give both employer and employee an opportunity to test the relationship.

 Consider implementing logbooks and tracking systems for the company vehicles to account for each tank of fuel and every kilometer traveled. Another useful tool is automation, and, as a business owner with limited time, try to automate as many of your operational processes as possible. A business owner quickly runs out of time to keep an eye on all the moving parts of the business. Automation ensures that you keep important checks and balances in place and will assist you to create more comprehensive monthly performance reports for each department and to hold your teams accountable for their performance. Be the mother of your ship!

IN THE LAND OF DEBT, CASH IS KING


It took me some years to figure out what it meant when my teacher said “In the land of the blind, one-eye is king”. In my minds eye I always conjured up a hideous looking monster with his one eye in the center of his head, but why make him king? It baffled me. Of course, I laughed at my own ignorance when I later understood the metaphor.
HOW TO STRETCH – PRACTICAL ADVICE FOR THE SMALL BUSINESS OWNER (PART 2 OF 2), growing money
I have since realised that there is a similar metaphor in business; in the land of debt, cash is king, and it has a similar meaning. Money in your bank account is always better than in someone else’s. Keeping expenses low and in check, while aiming for increased income, will result in increased profitability. A positive cashflow means less interest payable on overdraft facilities or other forms of finance. Cash on hand can greatly contribute to bargaining power and will secure stock purchases at more reasonable prices. The challenge for the business owner is to try and build up enough cash on hand to be able to buy stock and pay the bills. Sometimes this is easier said than done and a business might need a more sustainable finance solution in the meantime. Be cautious to carefully read the fine print as interest on repayments on finance, at the best of times, is excessive.

 An easy, and often overlooked method to ensure lower repayments, is to negotiate better finance terms with suppliers. Will they consider giving you a 30-day account, or will they consider a bulk discount on larger order quantities, or free delivery? Get into the habit of asking your suppliers about this and get comfortable to negotiate better payment terms. It is quite surprising, once you add up the small beneficial increments, to notice what difference it makes to the business bottom-line. Become the king!
 

DEATH AND TAXES


I first heard the famous line from the successful 1998 film Meet Joe Black (starring Brad Pitt and Sir Anthony Hopkins) and I remember, just like Joe Black, my surprise at the accuracy of this statement. The complete statement is of course “The only things that are certain in life are death and taxes”. Argue as we may, this is a timeless statement of truth.

 It is critical that a business is structured in the correct way, if not, it can turn out to be a costly error. Think for example about the risk of trading in your own name and using your main property as security to obtain finance. How safe is your property should your business fail? What about if you are married in community of property, does the legal liability end with you, or is your wife also liable? You need to establish what your potential risks are and decide which is the best trading vehicle for your business, and you must do this early in the process.

 Second to this, and still part of the process of structuring the business, is your tax liability. In which trading vessel are you likely to achieve optimal tax benefits? Should you trade as a sole proprietor, or a company? Should you work from home or from an office? Should you register for VAT right away? How easy is it to change between different forms of ownership?

 These are some of the toughest decisions, and you need to make the right ones from the start. Take the time and make use of professional advice (such as Professional Accountants, Attorneys and Charted Accountants) and be willing to pay for their services, it is an investment in the future of your business.
HOW TO STRETCH – PRACTICAL ADVICE FOR THE SMALL BUSINESS OWNER (PART 2 OF 2), tax filing
Always keep in mind that payments due to SARS in the form of taxes and penalties, are firstly payable by the business, then contestable. This can take time and will cause the business to lose money. It’s better to make sure you do things the right way from the start. The long-term benefits of a correctly structured business, by far, outweighs the risk and hassles of doing it the wrong way. Pay for professional advice, it will be money well spent.

Part 2 of this two-part series was really aimed at highlighting the importance of the “early days” in the life of a start-up or small business. The decisions made daily by the owner of the business, have real implications that can hurt a business while it is still in a sensitive establishment phase. Be sure to surround yourself with qualified professionals who can assist you during this delicate phase.

As we said in Part 1 of this series, owning a business is never just plane sailing or easy, it requires your full attention and it doesn’t stop or get easier, in fact many times just quite the opposite happens, but you can ensure that the management thereof is a smoother affair. Take the time to work on your business and not just in your business.

Your business is destined to bring you great joy, numerous financial rewards, and give you freedom to express yourself, but it will also require you to stretch!

OUTSOURCED ACCOUNTING SERVICES – ULTIMATUM OR ALTERNATIVE?

THE YEAR OF THE RAT


In 2020 you will be forced to make hard business and personal decisions; many of which you will have to base on instinct and personal experience. To put things into perspective, consider that on 23 March 2020 we had 2.6 Billion humans in some form of lock-down – that’s more people than who were alive to witness World War II. On 13 May 2020 the World Health Organisation (WHO) reported that globally we had 4 170 424 confirmed Covid-19 cases, and 287 399 deaths. These numbers will have increased significantly by the time this article is published. According to the Asian Development Bank, the global economic cost due to Covid-19 disruptions is estimated to be between 2.3% - 4.8% of global GDP , or in monetary terms, between $ 2 Trillion - $ 4 Trillion (or a 77 216 km high stack of $100 bills for a visual representation).

SURVIVAL OF THE …NEVER MIND


The statistics are not quoted to illicit fear or panic (the virus has done that already), but to create a point of reference and an indication of the scale of the situation. There will be continuous challenges for governments to kurb the spread and care for the sick, but also to boost, and in some cases restart, economies within a limited framework of financial and health resources. For a sizable number of businesses the next few weeks will be instrumental in deciding their fate, for others it is already too late, and many closed their doors and retrenched staff.

 Main Street America (MSA) conducted an on-line survey during the week of 25 March 2020 to 6 April 2020, to which a total of 5 850 small businesses (90% of which had less than 20 employees) responded to the following question “If business disruption continues at the current rate, how soon will your business be at risk of closing permanently”? From the answers it can be seen that a number of businesses can last for no more than 3 to 5 months at the current rate of disruption.

Responses

Percentage

Less than 1 month

5.6%

1 – 2 Months

26.3%

3 – 5 Months

34.1%

More than 5 months

17.6%

Not a concern

16.4%

LAUNCH THE LIFE BOATS


Each business will face a unique set of parameters, circumstances and questions it will need to address based on the business’s level of complexity, ability to cope with the current economic situation and global economic sentiment.

In broad terms, business owners can consider one, two or a combination of the following three turnaround strategy options:
• Downsizing of the Business Operation and Employees
• Temporary, Partial or Complete Closure of the Business
• Financial Restructuring and Redeployment of the Business

In each scenario the business owner will elect a strategy based on a combination of factors such as the type of business, the industry, ability to make payment arrangements with suppliers, decisions in terms of having stock on hand (if at all), plans to manage and alleviate cashflow pressure, available cash reserves and credit to name a few.

To maintain the analogy of a sinking ship (or shall we say survival of its crew); and whilst it is clear that each of the three strategies can be viewed as a lifeboat (not ideal but creates a chance of survival) on the one hand, Business Process Outsourcing (BPO) can be seen as the ore that can steer the lifeboat to shore, on the other. Outsourcing swings the odds just a few inches further in favour of the business, in terms of its chances to survive the ordeal.

AND THE WINNER IS…


Outsourcing as a business management tool offers benefits such as being able to select what you require from a range of services, being able to select optimal cost permutations, being able to compile industry specific solutions or to opt for a selection of services on a bundle-based offering.

In a survey by Clutch, a ratings and review site, in 2019, of the 529 small business owners and managers, research found that the top outsourced business processes were; Accounting (37%), IT services (34%), Digital Marketing (34%), Development (28%), Human Resources (24%) and Customer Support (24%).

When the same participants were asked about the reasons for outsourcing a business process they answered as follows (only quoting the top three answers); Increased Efficiency (24%), Increased Available Expertise (18%), Increased Flexibility (16%). In conclusion this survey underlined that accounting is one of the most outsourced business processes, mainly to achieve increased efficiency. Efficiency is brought about by being able to focus more on core roles and functions.

THE GOOD, THE BAD AND THE UGLY


Assuming that outsourcing the accounting function (also referred to as the Finance Department or Accounts Department) is a viable solution for a small to medium enterprise, it would be important, before making a final decision, to consider the pros and cons of an outsourced accounting service.

Pros:

• Substantial savings on accounting software procurement costs, licensing fees and training fees (accounting firms possess in-depth experience on most of accounting software programs).
• More time for the business to focus on core goals and tasks.
• Outsourced accounting services can be compartmentalised as needed and paid for on an as-required-basis (meaning it can also be stopped if not needed in a particular month).
• By not having to appoint full time specialised staff, the business saves on staff costs.
• Accounting firms adhere to all compliance, regulatory and fiduciary requirements on behalf of the businesses, preventing huge fines and tax.
• Making use of professional accountants, reduce the possibility of fraud and minimise accounting errors and risks.

 

Cons:

• The business has less control over the day-to-day workflow and updates are not readily available from a local finance office.
• There is the risk of hidden costs to be charged, especially where complex business processes and accounting is involved.
• The accounting service provider may not necessary be situated locally.
• The service rendered is dependent on the quality of the accounting service provider’s internal processes, technology, systems and reporting.
• Immediate reply and response to queries is not always possible as you are not the only client.

 A business involved in any one of the three business rescue strategies can decide to take charge of the financial management process themselves. In such instances the business can do one or a combination of the following:
• Appoint a bookkeeper, who can be appointed at a lower monthly rate as an accountant, but who can handle a number of the basic accounting tasks.
• Appoint support and clerical staff to assist in the execution of the financial duties and responsilbities.
• Acquire cloud based accounting software to simplify the accounting and recordkeeping process.
• An owner can personally take over the financial management role.

 Again each type of business will face a unique set of circumstances and, depending of the solution selected, will have its own unique range of consequences.

I THINK THEREFORE I AM


For a small number of fortunate businesses, the current economic situation relating to Covid-19 and the lock-down procedures will pass without having had any lasting impact on them. However, there is no guarantee against a situation where outsourcing accounting services may become necessary in future.

For businesses wanting to be better prepared in future, it is sensible to take note and keep track of the precursors or triggers, the tell-tale signs that outsourcing of accounting, as a business process, might be an imminent option:

• Revenue levels reaching approximately R 800 k per annum.
• Employees exceeding 8 to 10 people.
• Receiving external investor capital.
• Senior executives can no longer be involved in every aspect of the business.
• Changing from the start-up stage to the growth stage of the business.
• Accounting and financial reporting requirements are becoming more complex and detailed.

Let’s assume you are seriously considering making the change to an outsourced accounting service provider, what are some of the key questions you need to ask your intended accounting service provider in order to make an informed final decision:
• Do they make use of cloud based accounting software?
• Are all accounting records safe and secure?
• How easy or difficult is access to your own business records?
• How reliable is their IT System and Technical Support?
• What are their monthly charges and how flexible is their service offering?
• How quickly will they respond to queries or special requests?
• How does their reporting structure (frequency, format, queries) work?

 In a Forbes article published on 15 May 2020 , Jared Spataro, Corporate Vice President for Microsoft (MS) 365 was quoted as saying that MS Teams saw 200 million meeting participants in a single day in April 2020, accounting for more than 4.1 Billion meeting minutes and that MS Teams have approximately 75 Million daily active users. From these numbers alone, it becomes evident that a new reality has dawned (the so-called new normal) which will require new solutions and ways of thinking for small to medium businesses.

 In a 2019 survey of 529 small business owners with less than 500 employees, it was found that 37% outsourced at least one business process and that approximately 52% plans to do so until the end of 2020. In echo to this reality, a research report published on 28 April 2020 by GlobeNewswire (as published by The Business Research Company ) estimated that bookkeeping, auditing and accounting services accounted for $ 424.18 Bn or 73.8% of the total market in 2019, it was also predicted to be the fasted growing segment with Compounded Annual Growth Rate (CAGR) of 6.6%.

ULTIMATUM OR ALTERNATIVE?


Evidence to support outsourcing of accounting as a business function is overwhelming. This discussion is intended to furnish business owners with a balanced point of view, supported with relevant examples and statistics, to highlight outsourcing as a critical proponent, as a supportive measure to consider during the business rescue process.

The present situation is a lot like staring into a crystal ball and business owners are simply doing their best to protect cashflow reserves and to maintain optimal business operations while contending with intermittent revenue and sporadic health-imposed labour restrictions (such as lockdowns), which is likely to dominate the business environment for the next 18 months, or possibly longer.

Outsourcing, although it comes with certain challenges, appears to be a well-supported alternative to having a fully staffed finance division, during the current economic pressure. One can re-open in-house finance departments once turnover and profitability returns for reasonable and uninterrupted operating cycles. Until then, outsourcing appears to be a suitable support function to accommodate the new-normal way of running businesses, at least for the time being.

STOP THE BLEED ON BAD DEBT

WHO WILL CARE FOR THE DOCTOR?


I often listen to dedicated and hardworking healthcare professionals. They are good people. If they could, the majority of them at least, will heal the entire world for free! But here’s what pains me; ask any one of them if they have enough cashflow to cover all their liabilities, you will notice a tangible pause.

The miss-perception is that healthcare professionals (for ease of reference I will use the term “doctor”) possess an infinite bank account filled with money. Truth be told, they have to apply the same financial principles like any other business, they are not miraculously absolved of endless payments and high taxes, let alone poorly paying clients and fights with medial aids over overdue payments.

The problem it seems is that healthy patients seem to forget, rather quickly, just how sick they really were when they saw the good doctor, so forgetful in fact, that paying their bill quickly becomes the furthest thing from their mind.

This is why, when we meet doctors to discuss financial decisions, tax structures, the opening of new practices or the extension on existing ones – all our discussions and debates are aimed at achieving two very specific outcomes, namely, improved cashflow and profit. A profit intention remains one of the main reasons why we closely study the intricate workings of each of the practices under our management. Like businesses, health care professionals in practice, also deserve to make a profit, bearing in mind the exhausting academic journey to qualify and be permitted to practice, unguarded exposure to business and personal health risks, not to mention a gruelling work schedule – why shouldn’t they?

HOW DID THIS HAPPEN?


In more practical terms, if profit is the destination then a positive cashflow is the vehicle that gets you there. Consequently, if your ability to manage your cash is problematic, it will negatively affect your ability to make a profit. So the question we should really be asking is what is the main reason for a negative or poor cashflow in your practice?

One of the main culprits of underperforming profit and poor cashflow is without a doubt, poor debtor management. This presents in two ways; either you receive late payments, or you receive no payments at all, both lead to diminished, delayed or sometimes no income. It is apparent that the way you manage the method of receiving your fees for the expert services rendered, be that on a cash or account basis, directly influences your income.

Patients can often experience a bout of ill-health which can last for an entire season. During this time they often need to consult with multiple healthcare professionals and medical aid saving accounts are quickly depleted. Add to that a global pandemic, such as the current Covid-19 outbreak, which leads to an economic downturn and in some cases a loss of income, and suddenly patients are forced stop paying their medical aid premiums, essentially placing your revenue pool at risk.

 Medical Aids will also start feeling the financial pressure as more out of pocket patients will push for approvals and payments on certain procedures and medication (which patients would normally be agreeable to settle themselves) as their incomes become more fragile and under threat. As a hardworking and committed Health Care professional, what can you do to alleviate your cashflow and better manage your debtors?

LET’S STOP THAT BLEED NOW


Below we propose 5 key strategies, with a proven track record, to significantly improve your cashflow and debtor management. They are simple to use and can be implemented immediately in your practice.

Let’s take a look at how you can get back on track to become profitable with a positive cashflow:

Invoice Timeously


Invoice as soon as you can, don’t wait. For many patients it’s a case of out-of-sight-out-of-mind. For the medical aid it’s a case of payment-and-process cycles and they will only settle accounts when the payment process is completed. Keep this time frame and the number of approval and processing cycles in mind and get your invoices out. A submission, even if only one month late, can translate into a three month delayed payment. We see a strong correlation between practices that send out invoices at month-end or later, and the proportionate rate of recovery (delinquency rate) on bad debt, in contrast with practices that invoice daily. Statistically speaking, after 90 days of non-payment, your chances for recovery of delinquent debt decreases substantially .


Correct Understanding of Medical Aid Billing


Procedures are Vital Ensuring your invoices are sent out on time is one part of the process; the other is to make sure you have captured the various procedure codes correctly. Also keep in mind that medical aids will pay and process invoices and accounts within their defined payment cycles, make sure all your admin personnel are aware of these dates. It is of vital importance that your admin and account personnel follow-up with your patients if any payments have been rejected, or if you received a reduced or partial payment from the medical aid. You will wait longer for payments under dispute; make sure the patient understands their legal obligation to settle outstanding accounts in such instances. Let the struggle for payment be between the patient and their medical aid, and not you! “Did you know, with the correct appointment management software and effective planning, you can verify the available funds per patient, based on their available medical aid contributions, prior to seeing them?”

Manage Debt Strategically


Debt management comprise two main parts; on the one end you need to execute effective invoicing and account management, and on the other you need to have a well-defined internal debt recovery policy which must be known to all your personnel and patients. Be clear and precise as to when an account is handed over for debt collection or legal administration. Make sure to highlight interest charges on late payments and ensure that patients are informed and aware of the policy and that they ultimately remain liable for the payment of their medical account. Don’t give up on bad (delinquent) debt. Research indicates that the average delinquent recovery rate has shown a decline of more than 38%, during the past decade for accounts 30-59 days in arrears. This confirms the belief that consumers feel an obligation towards settling their debt. A new voice or a more humane approach at the other end of the telephone, can make a huge difference in how patients respond towards their obligation to settle their outstanding accounts.

Stay Close to the Latest Legislation


Be actively involved in keeping abreast on the latest healthcare and finance legislation. There are regular changes and improvements relating to matters such as Minimum Prescribed Benefits (PMB’s), debt recovery legislation, and more recently, financial support, business relief and stimulation programs related to the Covid-19 economic support measures. You may qualify for some financial protection or benefit and not be aware of it.

Take a Pro-Active Approach


It is always better to create a solution and process of which you have been part and where you had an opportunity give your input, rather than being at the receiving end of an outcome you never asked for. Is there anything you can do to limit the possibility for incurring bad debt or late payments? What if you offered a lower rate for a cash payment for example. Do you reward on-time payments? Do you offer a reward or grading system for patients who always settle your bills and have never missed a due payment? What about a loyalty program for many years of support, do you give those patients a 5% or 10% discount on their account for example. Effective debt management is so much more than simply getting accounts paid and chasing bad debt so to speak, it’s about creating a positive approach towards your patients as your main source of revenue, but where the value of each relationship is reflected in the mutual understanding of the rendering of a professional healthcare service in exchange for a payment.

DON’T FORGET TO TAKE YOUR MEDS


Taking an active role in improving your debtor management and protecting your cashflow, makes complete sense once you understand the devastating knock-on effect on slow, delayed or non-payments on your practice’s short and medium term viability for survival. Poor debtor management is bad for business and becomes the root cause for loss of income even though you have to continue paying taxes; you also experience a loss of interest on your own funds, and a further loss of capital growth interest, as you have settle your creditors from your own cash reserves.

While trying to make a profit is one of the main goals, or the destination as we said at the beginning, and when managing your debtors is your vehicle to get you there so to speak, the continued effort to maintain a solid handle on the processes at play, is indeed the fuel!

SOMETIMES A LITTLE HELP GOES A LONG WAY


 In a strange twist of irony, the great majority of doctors we work with, as much as they want to be financially successful, they also desperately want to offer their services as acts of kindness for the greater good, and at lower rates (in many instances even free of charge). But you can’t do this if you can’t pay your own bills. The old adage of charity starts at home remains as true as ever.

There is no shame in wanting to protect your practice and hard-earned income, especially at this present moment when everyone is guarding their own cash and income. Try as best you can, this is not a solitary battle and you cannot expend the energy to operate your practice, while at the same time trying to take care of the entire billing process, let alone bad debt recovery.

We first and foremost take a relational and analytical approach towards practice management, debtor’s management and bad debt recovery. Send us an email or give us a call, and let us open a discussion on how we could potentially explore a range of avenues with you on how we can assist you to better protect yourself against the slow, but progressive, erosion of your income and cash reserves. Let’s take the necessary steps and stop the bleed on bad debt, together!

SOME USEFUL RESOURCES

ALL THAT GLITTERS ISN’T GOLD AND THE BURDEN OF OWNERSHIP

Business owners know there is no such things as a free lunch and that no good fortune will last forever, no matter how terrific your business. To top it all, when things go wrong, you remain responsible. One can delegate tasks but not responsibility – all accountability ends with the owner.

But, as humans and businesses tend to be, no one concerns themselves too much with the fine print or the negative stuff when things go well, and we are making money. We skim over reports, we’re not too hard on expenses, we allow debtors more leeway, we accept lukewarm explanations from our employees, and we don’t bother to read our insurance policies, because life is good – until it’s not. Then we worry and frantically run around in search of answers and someone to blame for our oversight.

Just recently digital currency investment fraud made the headlines yet again. Articles containing heartbreaking testimonies of people losing their lifesavings and hard-earned funds. How is it that we get so complacent with the things most important to us? That we think someone else will just miraculously protect us against risks and warn us in case of danger and potential harm. The truth is we are on our own as business owners and it remains our responsibility to ensure we make good decisions and take the necessary precautions to protect ourselves.

Here are three critical areas in your business where you should be better at managing your liabilities and risks:
 

CREDIBILE PROFESSIONALS


When you make use of professionals, ensure that you know who you are dealing with. You can verify if a business is legit by performing a basic (or detailed) background check of the company directors, registered name and number on the Companies and Intellectual Property Commission’s (CIPC) website.

 In certain instances, it would be fair to go as far as verifying the service provider’s tax and tax registration status by requesting a tax clearance certificate. This certificate issued by the South African Revenue Service (SARS) will confirm a number of important and legal details such as VAT numbers, registered business name, trading name (if assigned) an many other important details.
ALL THAT GLITTERS ISN’T GOLD AND THE BURDEN OF OWNERSHIP wolf
Call me old school but nothing beats the tried and tested method of asking (and checking) for references. This is a vital step if you intend to replace your attorney, accountant, auditor or any professional for that matter. Most professionals are also obligated to renew their membership to formal bodies, and you can confirm these memberships. For example, Certified Financial Accountants and Auditors must be members of the South African Institute for Professional Accountants (SAIPA) and the South African institute for Chartered Accountants (SAICA) respectively.

Many professional financial service providers such as insurance brokers, Certified Financial Planners and Hedge Fund Managers, also have to be registered with the Financial Services Conduct Authority (FSCA) and must possess active membership and FSP numbers. Make the time to verify these details, especially if you intend to invest money or cover operational and business risks through any of these providers. No credible provider will have an issue if you request to verify their details.

TAX LIABILITIES


The South African tax landscape is a complex and intricate affair, and we possess one of the most comprehensive tax structures in the world. While tax legislation makes provision for optimized tax structuring and optimization, it remains a delicate balancing act. Tax structuring is never just a stand-alone initiative but rather part of an all-encompassing financial management and accounting strategy. For this reason, you need to make sure you deal with registered tax practitioners and suitably qualified professionals. Your old varsity buddy might be a great partner to complete a four-ball but not ideal to advise you on important tax affairs of your import business!
ALL THAT GLITTERS ISN’T GOLD AND THE BURDEN OF OWNERSHIP accounting
I know this might come as a surprise, but your bookkeeper, accountant, or auditor are just human and like many other corporate professionals, they also get overworked, make mistakes, appoint poor employees and miss target dates which could lead to penalties and additional payments. These mistakes are not intentional (I would hope not!) and it’s best to maintain regular communication and to keep effective records. Don’t just assume your accountant will know what you are up to. Run serious business decisions, large expenses, and procurement projects by your accountant (auditor or bookkeeper) as it can potentially save you a lot of money in taxes and prevent incorrect accounting allocations.

One way you can make sure your accounting team has done their job well is to request an annual tax clearance certificate. This certificate will verify and confirm that all your tax liabilities and payments are up to date. Any overdue or incomplete tax payments will reflect on this certificate and any inconsistencies payments or penalties is a serious warning sign that there are bigger problems brewing. Follow up with your accountant as soon as you notice any such irregularities.

You can also verify all payments made to SARS by requesting an updated Statement of Account from SARS. This is especially important where SARS payments are paid over on your behalf by a third party, such as dividend tax, Pay As You Earn (PAYE), VAT, provisional tax and so forth. Follow up on any payments which do not reflect on your statement of account.

BUSINESS AND RISK MANAGEMENT


Try to constantly have a watchful eye on your overall business risks and make sure you always run a tight proverbial ship. Put effective controls in place and hold people accountable for the work they do. Make sure your employees and teams have clear job descriptions and defined responsibilities, linked to proper performance measures and regular assessments. If your employees do their work well reward them handsomely but make sure there are also consequences for poor quality work or sub-standard workflow.
ALL THAT GLITTERS ISN’T GOLD AND THE BURDEN OF OWNERSHIP suit and tie

Make sure you adhere to the principle of segregation of duties.


This audit requirement determines that no one persons is assigned excessive authority or powers. For example, make sure the person ordering your business stock, is not the same person who will receive the stock and settle the invoice in question. This is a common mistake made in small businesses (or start-ups) when resources are scarce. It is best to avoid exposing yourself to unnecessary financial risk and to appoint sufficient staff from the start.

Perform regular assessments of all the risk areas in your business.


Are all your buildings, vehicles, computers, office furniture, stock and equipment adequately protected and covered in case of an insurance claim or a disaster? How about your employees and the work they are involved in? Have you made sure you have sufficient cover and protection in case of a third-party claim or in case you or any of your employees are found guilty of negligent behavior? For example, if one of your delivery vehicle’s breaks fail and the vehicle plows through an expensive private boutique reception area (assuming no is seriously injured), who will cover these costs? If you took out your insurance policy right now, could you point to the precise section and paragraph where it states that you are sufficiently (or at least partially) covered against a claim? If not, you might need to read your policy from front to back or make an urgent appointment to see your insurance broker.

Make sure you have a firm working knowledge and understanding of your finances and that you can account for every penny.


If you are paying an accountant, auditor, or bookkeeper to perform certain monthly financial duties on your behalf, make sure you understand every aspect of your financials and if you don’t know, take the initiative to ask. Get into the habit of making decisions based on the correct facts and precise figures of your business and know the implications of the decisions you make.

There has also been a resurgence of the so-called Open Book Management (OBM) where you apply greater transparency of your business’s financial position with employees. The main idea is that greater openness leads to greater teamwork, better decision making, improved cooperation between departments and better strategic alignment.

 If you think this might be a good approach for your business, make sure you apply the following three important principles:
 • Explain why; employees need to know that they are not responsible for the financial management of the business, accountability stays with the leadership team or owner.
 • Explain what; not everyone will necessarily understand the numbers, break down the details in an understandable and clear manner.
 • Lastly, learn to listen to your employees, they might have some really good ideas and suggestions on how to improve the business’s financial position. Reward good ideas!

CONCLUSION


It is easy to fall into a false sense of security (especially when all is going well) that we don’t have to worry about our businesses, but in many cases, we really need to be checking our assumptions. We might be cruising and producing a six or even seven-digit income, but we remain responsible for what goes on in our business, especially when things go wrong!

We enjoy the fruits of our labor, and let’s be honest, there are few things as satisfactory as when our business endeavors succeed, but we can never separate ourselves, as business owners, from the responsibility and accountability that comes with owning our business. Keep this in mind next time your approve anything without checking first...

IF YOU’RE NOT MAKING A PROFIT, WHY ARE YOU IN BUSINESS? (Part 2 of 2)

It’s true, that is why we take the risk and make the effort to start a business in the first place – to make a profit. That is the reward for the entrepreneur who is willing to work long hours, take huge financial and personal risk, and who face a multitude of challenges to get a new business off the ground.

This is the second part of a two-part blog series which I decided to write as we spend so much of our time assisting small business owners to get it right as they say. In case you missed Part 1 you can read it here. This article focuses mainly on the management of your funds (money, cash on hand, deposits etc.) and we discuss a number of important principles. Like all principles, if you break them, there are dire consequences.

Ready to become profitable? Let’s get right into it!

MONEY OFTEN COSTS TOO MUCH


I borrowed this heading from Ralph Emmerson and it’s so important I cannot stress it enough. Not having any cash on hand is far more expensive than making sure you get paid in the first place. You have to be good, or get better, at managing your cashflow. What do we mean by this?

Simply put, you have to be paid for the service you render, or the product you sell, as your entire business depends on it. More important is that you have to be paid on time! Depending on the type of business you own, cash is often intricately linked to how you manage debt which we will address this in the final section of this article.

What we mean by cashflow is simply put that you should have sufficient cash on hand to operate the business and to pay expenses. Your cash is best managed when you are aware of your spending limits and when you actually stay within those limits. One way of controlling your spending limits is by making use of a budget, which we will also address, in the next section.

We often find, when consulting with our clients, that they offer customers very favorable repayment terms but that their own repayment terms with suppliers are terrible. Make sure you negotiate the best deal possible with your main suppliers. If you pay on time and place regular orders, they should reward you for this, they can, for example, offer you free delivery, or a discounted rate beyond a certain order size, or discount for earlier payments or just better overall repayment terms.

Lastly, but likely most importantly, is that you should also ensure that you negotiate favorable finance terms with your bank. Traditionally banking fees are what they are, but these days banks offer a multitude of account and transaction options. Make sure you sit down and negotiate finance and transaction costs at least twice per year with your bank. Also have a look at what other banks have to offer.

TELL YOUR MONEY WHERE TO GO


A budget is basically you telling your money where it needs to go. Many small business operations have a misconception that budgeting is only for big corporates who spend a lot of money, but nothing can be further from the truth. In fact, in a small to medium enterprise finance options are sometimes entirely dependent on shareholder capital and cash contributions which makes spending it according to a budget even more critical!
IF YOU’RE NOT MAKING A PROFIT, WHY ARE YOU IN BUSINESS (Part 2 of 2), money
Without a budget, you don’t know how much you actually have to spend or when you run the risk of a cash shortfall, which is why you need a monthly assessment of your financial performance. You simply have to evaluate the accuracy of your budget and how well you (and your employees) remain within the financial borders set by the budget. Review monthly financial performance and try to understand why you were over or under budget. Implementing a rewards program for staying within budget is one way of motivating employees and department heads to take the budget a bit more serious.

An important way of keeping track of expenses and to help you to be better at budgeting is to get into the habit of accumulating operating statistics. This can include but is not limited to things like fuel consumption, total kilometers traveled per business vehicle, total overtime hours worked per month, total of each stock order per month and so forth. At the end of the year, you will be surprised at how useful these statistics are to sense-check your budgets for the next financial year.

Lastly, you need to perform a detailed analysis of each month’s budget performance and understand why you were either over or under budget. Reviewing your performance against the budget will reveal crucial details about your spending habits, your business and what processes and practices might be the best practices to follow or to eradicate. This review must also be done over and annual period and must be part of the annual strategic planning session to make sure the new budget is even better than the previous year.

Over time the hard work required to develop and maintain your budget, will pay for itself. There is a saying in business that goes, “You don’t have a cashflow problem, you have a budget problem”.

I’LL PAY YOU BACK...


As I said at the beginning of this article, good cash flow management is closely linked to effective debt management. When I say “debt management” I am referring to customers who owe you money and how you go about making sure that the outstanding money is paid back; which is basically the most important point to get across – that you actually need to get paid!
IF YOU’RE NOT MAKING A PROFIT, WHY ARE YOU IN BUSINESS (Part 2 of 2), empty pockets
I am often shocked to see the levels of debt some of our clients tolerate in their businesses and it is unfortunate to see how their kindness are often exploited. Make sure you get paid on time by offering a discounted rate for regular or earlier settlement of accounts, but also be firm with late payers and charge interest on late payers.

For poor paying customers, it is often better to request an upfront deposit payment before approving the requested transaction. It is also highly advisable to charge interest on late payments as mentioned above. In extreme cases it’s better to stop all transactions until such time that a high outstanding account is settled. This might lead to the end of the business relationship but will serve your financial interests in the long run, as poor paying customers are different than non-paying customers, over time both cause you great financial losses. Remember that your first loss is often your best loss.

Effective debt management may also include the money that you owe (creditors) other business service providers or suppliers. As stated earlier, we urge clients to regularly negotiate favorable account and repayment terms with suppliers. Never underestimate the compounding effect of small savings on your overall cashflow. Albert Einstein once said “Compound interest is the eighth wonder of the world. He who understands it, earns it...he who doesn't...pays it”.

The best way out of bad debt in your business, is not to get into bad debt in the first place. Keep a close eye on outstanding payments by reviewing your 30- and 60-day age analysis on a regular basis. Ensure that your terms and conditions are clear to customers from the outset and that they understand the repercussions of non-payment of their accounts. Take the time to comprehensive credit checks and financial analysis and of all new account applications.

IN CONCLUSION


Small to medium business live or die based on their ability to guard their cashflow reserves and by making sure that the financial flow of all their money is managed right down to the last cent.

The serious entrepreneur will make it a key priority to keep manage and maintain the following three important business functions in check, namely:
• Cashflow Management
• Budgetary Control and Management
• Debt Management

In this two-part blog series, I addressed what I believe lies at the heart of any successful business, irrespective of its size, namely revenue (income, cash, money) and cost management. The entrepreneur who manages to keep these two elements under control will not only soon become handsomely profitable but will be able to maintain that profitability.

This might require that you need to make a number of critical changes in your business and support processes, but this should be easy to do when you consider Joseph A. Schumpeter’s famous words, “Profit is the payment you get when you take advantage of change”.

I hope you found this article to be meaningful and that it again reminded you of important business habits. Let us know if we can be of service to you in your pursuit of being more profitable.

FEAR NOT THE CLOUD – WHY CLOUD BASED ACCOUNTING CAN NO LONGER BE IGNORED

The idea of working in the cloud has been around for a number of years and we all know that one guy at the office party (when we could still safely enjoy them) who would, with great exuberance and fanfare tell everyone about his integrated home theatre security system accessible via his smartphone all operating from the cloud. It became something possessing mythical powers. You smile politely as he shows you a live security camera feed of his backyard and pool.

But that was then, and this is now, and the cloud is here to stay. It has also brought about its own downpour of technical issues, but no one can argue the convenience, reasonably low costs, and other benefits the cloud has given us. Consider for a moment how we’ve had to change our ways of doing business in the last few months. I know many households that have undergone major interior design changes to compensate for this; dining room tables have become offices, living rooms have changed into classrooms and entertainment areas have become the new boardroom and Zoom Room. Current research claims that we might never return to normal office life and that the new economy will comprise multiple teams working from different continents across different time zones. Welcome to 2021!
FEAR NOT THE CLOUD – WHY CLOUDBASED ACCOUNTING CAN NO LONGER BE IGNORED, WORKING AT LAPTOP
But what exactly is a cloud-based system, how does it benefit your ongoing accounting or financial management function, and what is the big hype really about?

Let’s first look at what a cloud-based system is. Cloud computing or a cloud-based system, is a range of services delivered via the internet. This can also include a number of different computing elements such as servers, storage units, databases, networks, software, analytics, and Artificial Intelligence. One of the benefits of cloud-based systems is quicker innovation, better allocation of resources, and cost saving due to economies of scale.
FEAR NOT THE CLOUD – WHY CLOUDBASED ACCOUNTING CAN NO LONGER BE IGNORED WHAT IS A CLOUD BASED SYSTEM
I believe there are at least 6 important reasons why cloud-based accounting is becoming the preferred go-to solution and why it can no longer be ignored.

REMOTE ACCESS TO FINANCIAL DOCUMENTS


Due to the nature of cloud-based system, you can access your financial system anytime, anywhere and with a number of handheld devices such as your mobile phone, laptop, or tablet. Transactions such as approvals and payments can take place in real time and prevents operational delays, for example the delivery of ordered stock due to an unpaid invoice.

SYNCHRONISED UPDATES ON FINANCIAL RECORDS


Since all updates are done remotely, they take effect immediately, they are automated and improved software capabilities are available to your teams in real time. There is also a reduction in IT costs as callout fees or tech support is limited and can be maintained remotely.
FEAR NOT THE CLOUD – WHY CLOUDBASED ACCOUNTING CAN NO LONGER BE IGNORED LOCK

SAFETY AND INTEGRITY OF FINANCIAL DATA


 The integrity of your data is greatly enhanced as back-ups of records and financial information are automated and encrypted (usually end-to-end encryption). Cloud-based systems, by design, also incorporates back-up servers, many of which are not located in the country they provide the service to. This greatly reduces operational repair costs of sensitive IT equipment.
FEAR NOT THE CLOUD – WHY CLOUDBASED ACCOUNTING CAN NO LONGER BE IGNORED WHAT IS A CLOUD BASED SYSTEM. WHAT IS A CLOUD BASED SYSTEM WORKING TOGETHER

IMPROVED TEAM COLLABERATION


Since your entire accounting operation is no longer office based, sharing information and collaboration amongst team members becomes standard practice and seamless. Cloud-based software applications are equipped with team and project management tools, facilitating, and improving cooperation amongst teams. This greatly improves decisions making, internal communication, and team moral, especially where team members are not situated in the same city or office.

ADMINISTRATIVE COST REDUCTIONS


As all accounting records are captured and recorded electronically, your business will need less paper, files, and other administrative items. This also means less worry and lower costs related to the safekeeping and destruction of records in warehouses or other storage facilities. Records can in fact be kept for longer without any additional costs and can also be retrieved easy, without having been damaged in any way due to degradation (age), fire, water of standard wear and tear. Imagine having all your current client records for the past ten years on a small external hard drive in the palm of your hand, or even better, located in the cloud, accessible on your mobile phone!
FEAR NOT THE CLOUD – WHY CLOUDBASED ACCOUNTING CAN NO LONGER BE IGNORED ANALYTICS

ROBUST FINANCIAL CONTROL


The most obvious benefit of a cloud-based accounting system is that it improves the overall financial control you have of your business. All records are live and active which means information is real-time and updated as transactions take place. Senior partners and support management teams are informed, in real-time, with notifications, reminders, and instant messaging of any financial movements.

CLOSING COMMENTS


Business owners are currently under immense pressure due to the ongoing pandemic and will continue to experience such pressures while the global economy slowly recovers and retracts over the next three to five years.

Businesses are now being managed and operated with a large number of employees working flexible hours from home-based offices and from different locations. Business processes and resources also have to align in order to support this new employment and commercial landscape.

Migrating from a static in-house or manual accounting-based operating system, to a cloud-based system makes perfect sense to best capitalize on these new work force permutations and operating procedures.

Although the benefits of a cloud-based accounting system outweigh the negatives, there is at least one critical step in the changeover process which needs careful consideration, which is to create a detailed migration plan. The migration plan needs to specify estimated timelines, allocate specific roles, identify important tasks, and list critical line functions, while also identifying champions amongst the personnel. Involving your teams in the development of such a migration plan and making sure everyone in your team knows how the process will work and how progress will be measured, will greatly improve your chances of success at successfully moving to a cloud-based accounting platform.

Perhaps the time has come to embrace the convenience offered through cloud-based accounting technology and venture into this new and exciting space. Ask your accountants about the different software options they can offer. A few months from now it will be hard to imagine how you ever managed without it. You might get a bit of rain along the way but fear not the cloud!

HOW TO STRETCH – PRACTICAL ADVICE FOR THE SMALL BUSINESS OWNER (PART 1 OF 2)

Life seldom works out the way we think it will. I remember my own somewhat naïve and pre-conceived ideas, post studies, of what my practice was going to look like, how I wanted all the internal processes to work, the kind of revenue I was aiming for and all the wonderful clients who’s lives I was going to change for the better.

Thinking back now, I cringe at my childlike enthusiasm, harder still to admit, is just how harsh my introduction with the real world truly was! Every day the walls of my dreamlike fantasy came crumbling down, eroding my shaky game plan while exposing my shortfalls bit-by-bit like a snake shedding its skin. Today I know that sometimes it’s best that we don’t know what lies ahead for us. Who will honestly start a business today, if in hindsight, we knew what the road ahead of us entailed?

 Thinking back now, I knew my profession, but there were many other things I just didn’t know in my start-up days, and how, if anyone bothered to take the time to sit me down, I could have expedited my progress had I been given a few practical pointers along the way. This post is an honest reflection of my personal experience as a new business owner. I share my own ideas, thoughts, suggestions and practical business wisdom, as well as some of the observations I made during my interactions and involvement with numerous other small to medium businesses. It is my objective, and hope, that it will make a difference to anyone who is now embarking on this deeply fulfilling adventure of starting a business.

 If I close my eyes and think back, I recall feeling so stretched; physically, emotionally, relationally – I was like an elastic band at its limits; I was being pulled and stretched, and on some days it felt as if something was going to give or snap. The title and purpose of this piece is specifically aimed at helping you, the new business owner, to stretch, not just in your actions and resources, but also in your thinking and decision making, where in many instances, we sometimes truly can be our own worst enemies.

This is a two-part blog post. The first part deals with the decisions we make as new business owners during the early days, as well as some of the behavioral habits we cultivate and how they influence, sometimes, negatively, the development of your business. The second part of the blog, which we will publish towards the end of September 2020 will focus on key day-to-day management tasks and certain critical commercial elements which can make or break a business. Whether you choose to read one or both of the posts, it is my wish that it will support and guide you during this intense and sometimes overwhelming responsibility of starting and owning your own business.

E=MC2


 If you type “time management” into your web browser, it will quickly produce an endless list of search results; from practical diary management tips to optimized workweek templates. A smorgasbord of creative and tempting solutions, must-have gadgets and practical habits on how to maximize those elusive work-day minutes. However tempting to think we can become super productive overnight, it’s not really about mastering our time but instead our energy levels. In a Harvard Business Review study (Manage Your Energy, Not Your Time), it was found that more hours worked did not equate to being more productive, instead the study suggested, focus on improving the four pillars of human function namely body, emotions, mind, and spirit;

”In each, energy can be systematically expanded and regularly renewed by establishing specific rituals—behaviours that are intentionally practiced and precisely scheduled, with the goal of making them unconscious and automatic as quickly as possible”.

One key ritual struck me as being particularly useful, namely taking short work-breaks throughout your day. This can be listening to a song, walking for a few minutes or a brief social interaction with a friend or colleague. Signals that you need a break includes include physical restlessness, yawning, hunger, and difficulty concentrating, but many of us ignore them and keep working, “The consequence is that our energy reservoir—our remaining capacity—burns down as the day wears on. Intermittent breaks for renewal, we have found, result in higher and more sustainable performance” the studies says.

In the heading of this section I mention a famous equation, not because I have aspiration to harness nuclear energy, and I am certainly not suggesting a correlation between your temper and mounting work pressure (although it’s safe to say the result might be somewhat similar to a nuclear reaction) either, but what I am suggesting is, just like the astonishing internal workings of the equation, our own energy levels also have critical components, which, when effectively harnessed, results in the release of an abundance of energy.

As a business owner, time is the one commodity which seems to be in limited supply every single day. In the start-up phase, a day simply isn’t long enough! Be careful not to over-extend your working hours, instead optimise your output during your peak energy cycles. Plan your weeks and intended goals around your optimal productive time-frames and tackle the serious work during those high-performance clusters; group more menial tasks to the less productive corners of your work day.

CONSIDER MAKING YOURSELF A SIGN THAT READS “CONFRONT ME IF I DON’T ASK FOR HELP!”


The title of this paragraph is taken from a famous movie in which Sandra Bullock plays the role of a recovering addict. During one of the physical training scenes she tries to climb over a difficult obstacle. Struggling to master the obstacle, a fellow participant asks if she needs help, to which she responds that she doesn’t. In return he dryly remarks that that was not what the sign around her neck said! It’s well worth watching.

We are often too stubborn to ask for help – unfortunately more than we would like to admit. We feel embarrassed to admit to ourselves that we are not able to get to everything, or even more embarrassing, is when we simply don’t know how to do a particular thing or we don’t have the answer to a specific problem. Someone once said that mistakes are only mistakes if we continue to make them. Silicon Valley legend has it that, Steve Jobs, was famously known for saying “there’s an app for that” whenever he felt his team was trying to resolve issues that already had perfect solutions. We are fortunate to live in an age of convenience and comfort. Whatever we do, chances are that there is a simpler way of getting things done with software or a useful phone app or even a wearable gadget. What often stands in our way is our reluctance to try and explore new things or to learn new skills. Our resistance is often met with complete surprise when we realise it isn’t so difficult to learn or adapt something new after all. Be open to such opportunities, it might just manifest in a major breakthrough in your business.

You have very little time and many things that need to happen in a day. You are the owner of all responsibility and you need to enact a range of different roles. You are likely to be working alone, or if you have a team, it may be a small group of people who are likely to also be under a lot of pressure, and will be of little support to you. Get into the habit of developing good practices that save you time and keep you focused. Meet online if you can as this will save you a trip and time, make use of smart software such as project management tools (for example Trello), paperless accounting software (for example Xero) or software applications that allow you to co-ordinate your team’s efforts (Windows Teams for example). Identify difficult functional areas and see if you can find potential shortcuts or solutions to lighten your work-load.

YOU PAY A PRICE FOR EXCELLENCE

One of my previous colleagues used to say he doesn’t like to do handy-man work around the house over weekends. I asked him why not? He answered that there is a price we pay for excellence. I thought about it, and asked him to elaborate on his point. He explained that he believed his time had a certain price value based on his skills and knowledge, which, when used, earned him a handsome income. He was a hedge fund manager at the time, so in truth time was actually money in his case. He continued “if I spend my free time fixing things around the house instead of improving my investment game by reading investment books, listening to finance podcasts and so on, I am effectively putting myself in a disadvantaged position, but, if I pay someone else to do the fixing, it’s a price worth paying”. Hence, his point, that there was a price we pay for excellence. I often remind myself of this. We simply cannot and do not possess all the skills and knowledge to do everything, sometimes it’s best to get the right people to do the work. It makes no sense to slave through an entire day trying to do your own taxes when an outsourced company do this for you. There is a price we pay for excellence.

 One way to resolve the excellence conundrum is to outsource certain business services. There are numerous outsourcing service providers offering services ranging from transportation to warehousing, to accounting, administration and IT. In fact there are very few services which you can’t outsource in today’s marketplace. I wrote a blog post about the Benefits of Outsourcing Your Accounting Function where I elaborate on the benefits of outsourcing your accounting function.

 There are at least two key benefits of outsourcing any business function. Firstly, you can determine the precise service and frequency of the service delivery. This means you will only pay for the services you want. A good example of this is a Girl-Friday admin support service. The services are bundled together and priced, and you know exactly what it will cost you and what you get in return.

The second benefit is outsourced services can easily be initiated and ended. Many of these services are offered on a month-to-month basis (some may require a minimum engagement period of three months) and this gives you the freedom to control the relationship. Outsourced service can be stipulated contractually and you can agree on exit or cancelation clauses, unlike the appointment of full time staff which are more complicated service contracts and requires a long-term financial commitment with strict adherence to human resource legislation.

If you can increase your revenue if you don’t have to do [insert unpleasant task] then you know this might be a service worth outsourcing. Many companies offer reduced fees for start-ups or smaller businesses, so make sure to negotiate a good rate and fight for the best deal!

KEVIN BACON’S 6 DEGREES OF SEPERATION

There is a famous parlour game called Six Degrees of Kevin Bacon or "Bacon's Law" and it’s based on the "six degrees of separation" concept, which postulates that any two people on Earth are six or fewer acquaintance links apart. It underpins the universal truth that we are all somehow connected. If we can employ this principle in our businesses, it can greatly enhance our efforts.

We can all agree that, when we start our businesses, we lack numerous resources ranging from funds, to staff, and host of much needed tech and equipment. We make do with what we have though. Many times we are forced into a Jack-of-all-trades (master of none) role. While we can admit that, especially in the early phases of start-up, it’s one of those things that we have to do – it is not sustainable in the long run.

What we need are force multipliers – methods, techniques, resources and structures that will allow us to leverage our networks and connections. No other medium gives us more opportunity to harness the power of connection as social media. With all its bad publicity of late, it remains a powerful tool to be reckoned with and few instruments give us so much reach an on-target marketing opportunities. Social media offer’s marketing tools, analytical instruments and the ability to target our market and audience with pin-point precision. This is a unique and beneficial truth of having a social media presence. Create a well-developed digital strategy for your business and decide which social media platforms are appropriate for your service, product or organisation.

Develop a content strategy, in other words, decide what kind of content your customers will find useful and what kind of engagements will grow your on-line community. Is your service or product more visual, or is it more technical like a software application? Are you aiming for quantity engagement or quality? Is your service or product more generalised or more bespoke? All of these questions will guide you in your decision making. There are a number agencies and freelance consultants who can greatly advise and manage this on your behalf at reasonable rates. There are also a great number of instructional videos available on the internet that will give you a solid overview of what is potentially possible.

Good content and organic growth will help you create and engage with your own community of customers which will come to trust and make use of your services and products over time. Be authentic and sincere in your pursuits and make sure you act with the necessary professionalism and expertise when engaging on any on-line platform. Of equal importance is to analyse and track your on-line performances on all of your social media platforms, and to monitor the kind of behaviour your efforts elicit on your website and social media feeds.

REMEMBER TO STRETCH

I want to share one last memory from my early start-up days which continues to stand out for me. When I think back now, everything was so extremely fast-paced – everything! I struggle to bring into memory the many noteworthy things we did, the important events, the success stories. It’s all just faintly painted in the darkrooms of my memory, hard to recall and see, almost like trying to stare through a dense fog.

I am talking about the small things; my first official work lunch I had with a new client, the joy of moving into my first premises, my first real drama I had to resolve, the first time I had to let someone from my team go, the excitement of seeing my income grow and many other noteworthy events.

What would I do differently if I could do it all over again? I would take the time to enjoy those moments! They pass so quickly. Remember to breathe and to make the effort to celebrate significant events and successes, and celebrate them with those close to you – family, friends, spouses and colleagues. Laugh and enjoy your life, it’s not just all about work.

You might be expected to be a super hero now, but you still need things of personal value and importance to give your life meaning. Your dreams and joys are the things, the emotional fuel, you need to continue. As you stretch your thinking and your business, so to remember to also stretch your heart!

5 MUST HAVE PLANS FOR YOUR BUSINESS

In accounting and financial consulting, we are often involved in numerous parts of our client’s businesses and our consulting services and expertise cover a diverse range of topics; from creating effective tax strategies down to developing contingency and succession plans.

As technology and software development progresses, businesses, even small ones, and startups, have to really focus their energy, resources, and funding if they wish to be successful. Time and time again the prepared and goal orientated businessmen and woman just remain a cut above the rest.

 The secret to the success of these entities seems to be a kind of clarity of what they want to achieve backed by consistent daily actions. It’s not just knowing where they wish to go, it’s also their ability to gauge their progress along the way.

 What is their secret?
 

TO PLAN IS TO BE PREPARED


I am terrible with clichés but it’s hard to argue that sometimes they do have an element of undeniable truth (which I guess is also a cliché!) It was Benjamin Franklin who said, “If you fail to plan, you are planning to fail”, and it’s true I am afraid.

 But, and here comes the difficult part; what are you supposed to plan? Do you need to focus on funding, sales, revenue, costs, employees, clients? From our experience, it’s the businesses who have identified all the important tasks and goals and grouped them together into different plans each with a unique set of themes, goals, and objectives.

 Without any further delay, here follows 5 essential plans which I believe each business, irrespective of their size, must have in their possession and part of their operation at all times.

 Note that I only focus on the top 3 most important objectives and goals of each of these plans, and I provide sample template of each plan for your further reading.

 Just a practical word of advice; note that in many cases certain elements can overlap. For example; in a business plan one of the sub-sections is the Marketing and Sales Plan, but it can also be a separate plan, depending on how sales and marketing function is performed within your business.

 Let’s get planning!

 THE STRATEGY

“Strategy is not the consequence of planning; but the opposite: it’s the starting point”
– Henry Mintzberg
5 Must Have Plans For Your Business - Playing and planning chess
There are numerous books and experts on strategy development and implementation to be found on-line by doing even the most basic of searches. Like most academic pursuits, strategy as a field of study is subject to market influences and consumer trends which can sometimes result in contradictory messaging.

At its basic level, your business strategy is a short, medium and long-term blueprint of where you would like to go with your business and essentially you need to ask 3 main questions; who you wish to serve; what kind of problems you intend to solve and lastly how will you generate a profit from your activities.

 To present it in a more practical way we break it into three parts:
• Part 1 – Vision – Who the customers are and what they need.
• Part 2 – Mission – How you plan to deliver a unique offering.
• Part 3 – Goals – the quantifiable definition of what you want to achieve (short, medium and long-term).
You can view a sample strategy here.

THE BUSINESS PLAN

“Start a business plan for yourself, not for anyone else”
– Alexa Von Tobel
5 Must Have Plans For Your Business - The business plan
You develop a business plan long before you actually start your business. You do this to make sure the business works on paper. By the nature of the business plan, it forces you to consider a number of important parts of your business and it forces you to answer critical questions; such as what is your route to market of your service or product; What price will you charge for your product or services; What are your planned expenses? to name just a few.

 If your strategy is the why of your business, then the business plan is the how. It will highlight, very early on, which section of the intended business is not yet fully developed, and it will also provide you with a critical insight in terms of your planning for funding, resources, assets and staff.
You can view a sample business plan here.

DIGITAL MARKETING STRATEGY

“Nobody reads ads. People read what interests them, and sometimes it’s an ad”
– Howardbhai Luck Gossage
5 Must Have Plans For Your Business - Digital Marketing Strategy
Your strategy and business plan will in varying degrees delve into the marketing function and its intended outcomes. But our world makes daily leaps and bounds with new digital media and marketing tools becoming available and being offered at affordable rates, has essentially changed the traditional face of marketing.

 Marketing functions such as print media, broadcasting, advertising, and billboards to name just a few, have fallen out of favor, are costly and relies on interpretive analytics. Digital marketing tools on the contrary provides real-time and accurate performance data making It possible to pin-point marketing campaign success and effectivity.

 A Digital Marketing Strategy should provide consistent direction for a business’s online marketing activities and channel integration. The aim is to integrate digital with other marketing activities and ultimately support its overall business objectives. Sound Digital Marketing Strategies lead to better conversion rates of leads to customers, increases customer retention and increases customer lifetime value which means you have the benefit of retained revenue from customers.
You can view a sample digital marketing strategy here.

THE OPERATIONS PLAN

“Panic is something that good operations officers plan for”
– Tom Clancy
5 Must Have Plans For Your Business - Planning the operations plan
The Operations plan is a well-coordinated plan, allocating resources, people, funding and goals against specific target dates. The Operations plan initiates action and gets everybody in your business moving in the same direction; it pushes the business forward.

 The goals and target dates (linked to specific people and departments) means it is quite easy to measure progress and to identify problem areas or departments early on in order to investigate and rectify the problems experienced before they regress too far.

 The Operations plan is also unique in the sense that each department or function (depending on the size of the business) can create their own plans, which can, in combination, form part of a master operations plan. Many businesses utilise the Operations plan as the main work document at the annual strategic work and planning session at year-end as a baseline for the new financial year as it is an extremely helpful management and performance assessment tool.
You can view a sample operation plans here.

THE SALES AND MARKETING PLAN

“I do believe the modern sales leader has to be a marketer”
– Matt Gorniak
5 Must Have Plans For Your Business - Sales and marketing planning
It is also possible that the Sales and Marketing plan, like the Operations plan, can already be a part of the strategy and business plan, but it’s always wise to have a separate sales and marketing plan that provides more detail into how you intend to market and sell your business products and services.

 This plan can be assigned to all senior sales role players and should in essence be it’s own strategy with KPI’s and Performance Measures all assigned to sales targets and revenue. By developing and implementing your sales and marketing plan in this way, it becomes the blueprint for the sales team and not simple another document filled with jargon from “top management”.

 The Sales and Marketing plan is aimed at addressing important questions such as how to increase monthly revenue, how to reduce customer turnover, how to increase units sold, how to boost customer lifetime value, how to lower customer acquisition costs and how to build valuable partnerships etc.

 The main aim of the marketing role is to focus on all the marketing activities which will make it easier for the sale teams to sell your products and services. Here we refer specifically to increasing brand awareness, generating high-quality leads, increasing customer value and empowering the sales teams and sales leadership.
You can view a sample sales and marketing plan here.

CLOSING REMARKS

The different plans are intended to cover different elements of the business and to make sure every area of responsibility is accounted for but it’s also vital that these plans become part of the fiber of the business and it must be woven into the daily, weekly, and monthly business activities.

 To ensure maximum results, business owners and managers need to ensure to do the following:
• Plans Must Be Regularly Evaluated.
• Plans Must Be Updated.
• Plans Need Be Form Part of the Appropriate Meetings.
• Plans Must Be Communicated to All Levels.

 No master plan, strategy or road map can guarantee success, but one thing is certain, having the above 5 essential plans in place and up to date in your business, will certainly go a long way in ensuring the success of your enterprise.

Be sure to experiment and explore new avenues and methodologies but make your plans part of your business, your brand and ultimately the trademark of the quality of your services and products.

 Good luck, stay focused and plan!