Archive for the ‘General Business’ Category

Boost your Profits - instantly

Wednesday, February 24th, 2010

Business owners are always looking for ways to increase their profits, or to keep more of what they earn. 

There are two common ways that a business uses to try and generate more profit, which are:

• Increasing their sales volume
• Cutting costs

But there is a third and much more successful way

Consider a small retail business which turns over a modest £100,000 a year, with a gross profit margin of 40% (The gross profit margin is calculated as sales less cost of goods bought divided by sales) and other expenses of £20,000.  The profit statement for his business would read:

Sales                                        £100,000
Cost of goods bought                    £60,000
Expenses                                    £20,000
Profit                                           £20,000

If we follow our two most common profit improvement strategies mentioned above and change the figures by 10%, we’d get:

• An increase in sales of 10% would generate additional profits of £4,000
• A decrease in costs of 10% would generate an increase in profits of £2,000

Our two favourite strategies would add some bottom line benefit but involve a lot of hard work.  After all, how hard is it to increase your sales by 10%, or cut your costs by the same.

As a third option, why not consider putting your prices up by 10%?

Just by putting your existing prices up by 10%, you could generate an additional £10,000 in profits.  That’s 5 times the benefit of cutting costs and 2 ½ times the benefit of selling 10% more

I can hear the voices of dissent already saying “yes, all very well and good, but my customers would leave if I put the price up”.  Ok, so maybe a proportion will, you’ll always have a price sensitive section of your customer base.  BUT, if you increase prices by 10%, you can afford to lose 20% of your volume before you are back in the same profit position as you are today.

So, that’s 20% less work for the same money that you are earning now! That effectively frees up a whole day a week to do something else.  Of course, you could use that day to bring in more business and be even better off!

The extra twist

What’s quite frightening is that during a recession, many businesses are looking at cutting selling prices, rather than putting them up.  Did you realise that (using the example above) if you cut prices by 10%, you’d have to sell 33% more to make the same money as you do now.  That’s a massive extra volume!

So how can you put prices up and stop customers leaving?…..differentiate, be different in your market place and price almost becomes an irrelevance

What are your experiences of changing your prices in the last couple of years?

Tax and the Christmas party

Tuesday, November 17th, 2009

Christmas is drawing in on us at an ever increasing pace and at this time of year we, as business people, think about how to reward our teams for a hard years work.  A great way to do this is to throw a Christmas “bash” free of charge to attendees.

Employers can spend up to £150 a head annually on staff events, without HMRCE treating it as a taxable perk.

However, there are a few things that you need to be aware of and, if they aren’t followed, could cost you or your staff dearly.

  1. The allowance is £150 - on the nose. Go just £1 over this and the entire event becomes taxable, not just the excess.  The taxable benefit becomes £151, which means that tax and national insurance must be added on top.  This would make the event very expensive, either for the employer or the employee.
  2. You can spend the £150 on virtually anything you like, but make sure you keep the taxi fares and hotel accommodation within the £150
  3. The £150 also includes VAT, so be aware of including VAT in your budget
  4. The event must be open to all employees, not just a select few (although not all have to attend).  You can also extend the invitation to partners/ spouses and they too can benefit from the £150 allowance
  5. You don’t have to limit yourself to just one function a year.  You may decide to have two events a year at a cost of £75 each.  Be aware though, if the second event costs £76, then the whole £76 becomes a taxable benefit.
  6. Only annual events qualify, so going to the pub on a Friday teatime is out.  HMRCE have been known to pursue tax on an event which, despite it being within the limits, was to celebrate the companys 40th birthday.  Whilst this is an extreme interpretation of the rules, you need to weigh up the risk against the benefit

The HMRCE approach is to aggregate the cost of the event and divide it by the number of attendees, so there’s no need to worry that John in Marketing ordered the fillet steak!  Do make sure, however, that you keep accurate records of the costs of the event, and whatever you do - Don’t forget to close the free bar in time!

Entering into a Partnership - Make sure you get it right

Thursday, September 3rd, 2009

A partnership is created when two or more individuals come together to form a business.  Partnerships can be a great way to run a business and using one as a trading vehicle can result in some significant tax savings.

However, a partnership needs to be created properly and should not be entered into lightly.  If your partner should go bust then you could easily find that you are “jointly and severally” liable for each others debts….ouch!!  That being the case, you need to be very careful who you choose as your business partner.

What can go wrong and how to prevent it happening to you

Apart from going bust, he main issue with partnerships occurs when relations between partners start to break down. This could be because one partner thinks they do more within the business than the other but still takes an equal profit share, or it could be that life partners have entered into a business together and their life partnership breaks down.  Either way, each partner needs to be clear of their obligations.

The easiest way to achieve this is through the introduction of a written partnership agreement.  This document, which can be drawn up by a good corporate solicitor, will lay out the responsibilities and obligations of each partner, so, if the worst should happen, there is something to fall back on which explains the steps to be taken in such a case.

Don’t leave it to chance - make sure you are covered!

Protect Your Business against fraud

Tuesday, September 1st, 2009

Most of us are aware of the US scandals regarding the “missing Madoff Millions” earlier in 2009.  The scandal particularly underlines the danger of thinking you know someone and, in consequence, perhaps not being as careful as you should be.

Of course, fraud isn’t just confined to large companies.  It can occur in the smallest of businesses, even where there are only two partners running and working within the business.  The risks escalate as you appoint staff, and for these reasons it’s important that you have sufficient procedures and controls within your business to prevent fraud happening.

Often, small business owners don’t find out about fraud and theft, until it’s too late.  Very few businesses are able to fully recover from an internal theft.  Having a good set of internal controls means that you can focus on what you do best, building your business.  With that in mind, we’ve listed below a checklist that you can use within your own business to ensure that your controls are up to scratch and to minimise the chances of fraud taking place.

Your 10 step checklist to reducing fraud and theft in your business

  1. Set an appropriate ethical example for employees to follow.  Treat them with respect and fairness
  2. Ask your employees to identify ways in which someone could commit fraud at your company and ways to avoid it
  3. Develop a code of conduct that prohibits employees from committing acts of conflict of interest etc.  Ensure all employees and suppliers are aware of it.  Consider having key employees provide annual confirmation of their compliance and have a clear company policy on time and expense reporting.
  4. Adopt a “trust but verify” code.  If you only need one bookkeeper, conduct careful background checks before hiring.  Take note of employees who appear to live substantially beyond their means.
  5. Verify the credentials of all new vendors, before they are authorised to supply the company.  periodically review vendors to identify improperties.
  6. Make sure all disbursements and expenses are properly approved
  7. Protect yourself against cheque alterations by adopting electronic transfers for large payments, use direct debits for payroll and place a financial limit on cheques.
  8. Review original bank statements before your bookkeeper does.  Keep an eye out for unexpected overdrafts or balance shifts
  9. Make sure bank statements are correctly reconciled every month.  Ask that your accountant undertakes a periodic review of the bookkeepers work.
  10. If something seems odd - it probably is!!  You need to consider the possibility of fraud.

The Power of Benchmarking - aim to be the best

Sunday, August 9th, 2009

Sitting in front of a potential new client this week, I was reminded how sometimes business owners can become very inward looking and focus just on their business, without really being aware of what their competitors are doing.

The lady in question ran a pub, which had a reasonable level of turnover for the size and location.  However, her net profits were very poor and always had been.  She just blamed it on “well that’s how things are in this business”.  When I probed a little further and asked how she knew that, she just shrugged and replied “well I just presumed as all the Landlords I know are always moaning about being skint”

So in effect, she didn’t know that net profits should be poor, she just presumed it.  Even worse was the fact that her existing accountants had not bothered to sit down and discuss this with her.

She had provided me with her last set of accounts and from that I analysed the figures, both against existing clients and against benchmarking data that I have access to from across the UK.  We could quickly see what was wrong with the business and where the main problems and financial sticking points were.

If the lady in question puts only half of the suggestions we made to her into action, then she’ll be able to sustain a much better lifestyle in the future.

Beware Tax Refund Scam

Friday, August 7th, 2009

There are currently a number of e mails being sent out containing the following message:

“After the last annual calculations of your fiscal activity, we have determined that you are eligible to receive a tax refund of 188.50 GBP. Please submit the tax refund request and allow us 2-3 days in order to process it.
Click Here to submit you tax refund request
Note : A refund can be delayed a variety of reasons, for example submitting invalid records or applying after deadline.
Best Regards
HM Revenue & Customs”

This is a scam and you should not click through the link under any circumstances.  HMRC would not inform you of a tax rebate via e mail, or invite you to complete an online rebate form to receive a rebate of tax.

More information can be found on the HMRC website

31st July payment on account

Saturday, July 25th, 2009

the 31st July represents the deadline for paying your second payment on account towards your 09/10 tax bill if you are self employed.  If this payment is submitted after the 31st, interest will start to be charged by HMRCE.

If you are unable to make the full payment on time, I’d suggest calling the HMRCE payment support line, who are very helpful.  They’ll be able to help you put a suitable payment plan together, which will avoid you going into arrears.

You should be aware that they will only help you with a plan, if you are currently not in arrears already.

They can be contacted on 0845 366 1204

For more information, please see the HMRCE website

Choose your attitude

Tuesday, July 21st, 2009

I attended our institutes annual conference dinner at the end of June where the after dinner speaker was Debra Searle MBE.  Debras story of how she rowed the atlantic single handidly was really inspiring.

During her talk, Debra made reference to a message that she wrote on her boat, “choose your attitude”.  Her view was that even though there was lots going on around her that she couldn’t control (like the weather and even giving up), she could control her attitude to dealing with it all.

How true is this?  How often have we all thought about throwing the towel in when things get a bit tough in our business.  How often do we come into work in a morning feeling fed up and spending the rest of the day taking it out on our teams and our customers.

You can choose your attitude.  You can choose to be positive about things, you can choose to pick the phone up and contact that prospect list with a smile on your face and you can choose not to!

If Debra Searle can spend 3 1/2 months in a row boat by herself and get attacked by sharks, whales and even a giant turtle, and come out of the other side full of positivity about life, shouldn’t we all take some lessons from her.

Not all new business is good new business

Monday, July 20th, 2009

I was reminded whilst talking to a client this week of the phrase “not all new business is good business”. It was taught to me very early in my career and has been one of the best pieces of business advice I’ve ever received.The client in question (let’s call him Bob) had taken on what looked (on paper) like a great project from ABC ltd. Looking purely at the levels of revenue it would bring, his company’s turnover would be up significantly. They were as happy as happy could be.

Then the problems started…

The emotional Vampire

Initially, everything went well. Bob started working for ABC and did a really great job of keeping ABC happy for the first few weeks. However, ABC became more and more demanding and started to “scope creep” in the project. (Scope creep is the term used to describe when someone adds what they hope will be ‘free extras’ to what they originally agreed to, with a supplier.)

At first, Bob didn’t mind throwing in the odd extra to keep the client happy. However, as time wore on, ABC started to become an emotional vampire to Bob - they sucked his energy right out of him.

Their demands became ever more ridiculous. They’d call him at all hours, demanding changes and updates, all at no extra cost! His existing clients became increasingly frustrated, as the levels of service they received dropped, now that Bob was concentrating more and more on ABC limited.

Bob and I sat down and reviewed the project. He’d done quite a lot of the right things at the beginning of the project. He’d worked out a price based on the resources he thought he’d need for the project (this is in an industry where hourly rates are the norm). He had analysed the time that would be needed and when he would need to be working on the client. He told ABC ltd what the end date of the project would be, what the different stages where in getting to that end point and what input would be required from them.

What he hadn’t done was to be specific enough about what wasn’t included in the project and how any extras would be billed!

Turnover is vanity, Profit is sanity

When we looked at the profitability of the project, Bob would be very lucky if he were to break even. In fact, if you include the opportunity costs of potential work he missed out on and factor in the unhappy existing clients, he will have made a LOSS.

Bob still protests that ABC brought him in so much revenue that he couldn’t refuse the work, but accepts that he made a number of mistakes along the way. His primary mistake was not being specific enough in the contract terms. His second mistake was to focus too much on the revenue, without factoring in profitability.

Judging from the number of emails I receive, it seems many businesses have had similar experiences to Bob. More importantly, how can you ensure this never happens to you and your business?

Here are a few suggestions:

• Listen to what potential clients say at opening meetings very carefully. If they try and barter on price then there could be warning signs about future behaviour
• Put together a list of what is included for the price and equally what isn’t. Explain how extras on a project will be billed
• When a client phones with scope creep, make sure you use the line “last time we did that for a client, it cost an extra £x, is that ok with you?”
• Invoice the client as you go for both extras and the original project fee. It’s amazing how extras add up and clients could be shocked with a big bill at the end.
• Get as much as you can in writing. Yes it’s easy to take down some additional details over the phone, but if the client comes back and claims that he didn’t ask for that doing, you’ll be left high and dry
• Always focus on the profitability of a project. Turnover is vanity and profit is reality. So what if a project adds £100,000 to your turnover. If you don’t make any money on it, why bother. It’d be much better for you to spend the day at home!

Watch & Use your breakeven point

Saturday, April 11th, 2009

break_even_point_neurmadicaestheticflickrYour breakeven point is that point in time when your income equals your expenses.  Once you get past that point and your income exceeds your expenses, then you are making a profit.  If your expenses exceed your income, then you are making a loss.

All that sounds relatively straightforward, I’m sure.  But knowing what your breakeven point is within your business is absolutely vital.  If your business doesn’t sell enough to meet it’s everyday expenditure and support you as the business owner, then you are going to be in trouble, sooner rather than later.  By knowing the level of sales that you need to hit your breakeven point, you’ll have a target each day, week and month that you know you need to hit, just to stay in business.

A tale of two businesses - The impact of breakeven analysis

I’ve had two seperate conversations in the last couple of weeks about breakeven points with business owners and they both showed me the power behind knowing or not knowing where the breakeven point was.

The first business owner sold consultancy based services to their clients and charged on a time spent basis.  They knew that if they charged 40 hours per week at £x per hour, then they would have a gross sales revenue that would represent a good income.  However, they had no idea that to actually cover their overheads and personal expenditure each month, they had to charge out 30 hours per week, i.e. 3/4 of the total chargeable time available.  Once we’d worked out how many hours per week were spent on non chargeable time (meetings, research, training etc), it soon became clear that there was a problem.  Indeed, the business owner commented “so that’s why I don’t make any money”.  Once they knew what they had to achieve, they went away to change the business model and re look at their pricing strategy.

Compare this to the owner of a local chain of sandwich shops.  He knows, on average, how many sandwiches he needs to sell each day to break even and he records this.  At 3pm each day, he calls all the shops and asks for the sales figures, not just the £value, but the volume as well.  He understands the gross profit margin on his sales values and as he knows his breakeven point, he can quickly work out a rough profit figure for the day.  He records all this on a spreadsheet and regularly monitors his calculations against the “real results” when his books are written up.

Increase your profits, know your breakeven

Make sure you fully understand  your breakeven position.  It is one of the most powerful business tools you have at your disposal.  Armed with it you can make informed desicions about your pricing strategy, staffing levels, marketing strategy and expansion plans.

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