The Latest Profit Points

Archive for March, 2011

Avoiding March Madness

Monday, March 14th, 2011

March is the time when most businesses start collecting and turning over their documents to their accountants to prepare their taxes. For some businesses, it is pulling out a shoebox of receipts, for others it may be a scramble to bring their books up to date. In either case there is a certain level of financial “madness” that happens in March. There is a simple way to avoid the rush and improve your business at the same time.

The antidote to financial March Madness is simple—it’s setting a monthly closing date.

This may seem like accounting-talk, and maybe not that important. A closing date is simply a deadline by which all entries need to be made for the previous month. All large companies have a closing schedule and it is important for small businesses too. Getting the books updated is often a low priority for business owners when there are fires to fight and customer calls to return. They know there is at least one closing date they will meet—the end of the year to file their taxes. Because they haven’t been keeping their books up monthly via a closing schedule, businesses are scrambling in March to get everything updated.

We like to have a closing date that is no more than one week after the end of every month. So for example, in February, we’d like to have the books closed by the first week in March. There are a few benefits to having a closing date:

Ability to course-correct: Having your books closed timely allows you to review what happened in the previous month and make changes before another month passes.

Accountability: If the bookkeeper knows someone will be reviewing the books by a certain date they will have them done by then. And, if that someone is the CFO or other consultant, it provides a level of accountability to the business owner to hold their feet to the fire and review performance for the prior month.

No changing history: When the books aren’t closed, it is easy to make entries in prior periods. This is one of our pet peeves because it changes the history. A closing date sets the financial statements in stone so that they do not change when you run them each month. For example, the results for February stay the same whether you run the report in March or in June. It sounds simple but it is important when you are analyzing the books.

Setting a closing date may sound overly simple, but keeping to a closing schedule will create a rhythm and consistency in the upkeep of your books. Find a date that works for you, whether it is one week or two weeks after the last day of the previous month and stick to it. It will not only help you get better information for your business but you will find a monthly closing date will also help you avoid the rush of March Madness.

Looking beyond your Giant Clients

Tuesday, March 8th, 2011

If you’re like most companies, at some point you’ve had a large customer that’s made up a majority of your income. We refer to them as giant clients. You know the ones– they send you a steady stream of orders, followed up with big fat checks. In the back of your head you know you’ve got all your eggs in one basket. And someday that basket is going to tip over. It’s hard to think about that when you are so consumed in the day-to-day delivery and service.

And then the basket tips over and all the egg spill out. If your primary clients were concentrated in the financial services industry anytime in the past few years, you know what I mean.

The basket tipping over may be the result of any number of factors: the economy, a change of leadership, a buyer changes companies, new regulations or any number of factors. But when it happens, it could be devastating for you and your company.

So before that day comes, it’s a good idea to start diversifying your portfolio of customers—adding more and possibly in different industries. Easier said than done, right? You’ll need to get creative and take another view of your service or product.

Here are a couple ways you can think creatively:

Repurpose. Maybe you’ve developed a proprietary workflow, streamlined your processes or aggregated enough information to put together a database that is worthwhile. Can you use it for a different application? Who outside your current target market might find those one or two pieces useful?

Resell. Maybe there is a large competitor in your market that provides similar products or service to yours. Maybe they want access to the niche that you serve but can’t with their infrastructure and costs. Re-selling your product to them may give you greater access to your market and economies of scale.

Rebundle. Maybe you have a specific market you sell to, say large companies, however your product or service may benefit consumers or smaller businesses. Can you pare back some of your offerings to serve clients with smaller budgets? Maybe they don’t need all the bells and whistles you offer now, and while you might get a lower “ring” per sale you might find them quite profitable.

Reframe. Take a look at your product or service and look at it really objectively. Break down each step in providing your service or in your manufacturing process. What other markets might benefit from what you sell? Think about Cirque D’ Soliel– they took “circus” to a whole new and different level.

Serving giant clients can be a love-hate relationship. You love the steady cash flow they provide but you hate what will happen to you and your company when they leave.

No one wants to think about the cutbacks that would happen if the giant clients decreased their orders from you. The best way to protect yourself for that day—and it is inevitable– is to be prepared. Diversify your client base.

About Profit Point / Contact Us || 179-9 Route 46 West, #187, Rockaway, New Jersey 07866 :: Phone (973) 659-1430 :: Fax (973) 659-1490