Tag: business

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One touch is enough

No, I’m not talking about sexual harassment but about your admin processes. How often do you open an email or look at a task more than once? How many of those would take less than 2 minutes to complete?

Wherever possible I try to handle small tasks just once.

When I receive an invoice or receipt I scan/forward/upload it to Xero immediately so that my bookkeeping is taken care of with no bother. As we have reasonable cashflow I also make payment immediately so that I don’t need to look at the invoice again, this also ties in with my value of looking after small businesses and their owners by paying promptly.

The same goes for emails. Anything that will take less than 2 minutes is done immediately eg a quick answer or forwarding to the right person to complete the task or creating a task to complete later

How do you minimise your admin?

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Celebrating our successes

If you’ve been reading these tips for any length of time you’ll know that I am a great fan of celebrating our successes so that these positive memories remain with us to get us through some of our tougher days.

Well, this year, ICB (The Institute of Certified Bookkeepers) have been celebrating their 25th birthday.

They kicked off the celebrations at their annual dinner where they made me, and a number of other more famous people, Companions of the ICB to recognise our support of the bookkeeping profession (I’m almost as fond of good bookkeepers as I am of a decent cup of tea).

Bookkeepers are the Cinderellas of the accounting world. They do all the hard work that makes us accountants look good. With good bookkeeping acting as a strong foundation we get to do the fancy bits like fairy godmothers producing useful information to help businesses to grow and their owners to achieve their dreams. So it seems only right that they should go to the ball or, in this case, a reception at the palace.

Last week Garry and June Carter, the Founders of ICB invited me to join them at a special reception held at St James’s Palace by kind permission of Her Majesty The Queen, and in the presence of ICB Royal Patron His Royal Highness Price Michael of Kent.

What a splendid way to celebrate their anniversary and here’s to many more.

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Social media

This week I have been up in Scotland speaking about social media and how small businesses can use it to punch above their weight. It’s also a great way for introverts to network.

Here are some of the actions that I suggested:

  • Update your headshots so that you are recognisable
  • Review your introductory information. I like to add a little personal thing to get conversation started eg I’m a triathlete and a tea addict.
  • Arrange to meet one of your online connections in real life to deepen the relationship
  • Next time you attend a face to face networking event connect with everybody you spoke to online so that you can sustain those initial relationships
  • Ignore ‘the algorithm’ which is just trying to promote good content and genuine relationships. Instead focus on creating good content and genuine relationships
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Money, money, money

Most small businesses fail because they run out of cash. It caught out a lot of people who couldn’t cope while they waited for covid funding came through. Hopefully we’ll never have to manage a global crisis of that magnitude again but there are many things that might go wrong for individuals. I’ll talk about business continuity planning separately as I just want to consider your bank balance today.

I recommend reading the first half of Profit First by Mike Michalowicz and I think I’ve written about it before. There are some good principles and the remaining chapters just go into more detail

I have a Starling account which comes with savings spaces and I do monthly management accounts on Xero so I try to ensure that I have the following saved:

  • VAT per Xero
  • Corporation Tax per Xero management accounts (or you can save 19% of your profit)
  • 3 months of overheads in case of illness or crisis which can also be used to buffer any large or unexpected bills
  • Dividends to pay myself later in the year
  • Spare cash to pay into my pension later in the year to minimise my tax

I usually pay my suppliers immediately because, as a small business, it reduces my admin to only deal with each transaction once. You should ensure that you have enough funds to pay your suppliers on or before the due date. A business is insolvent if it can not pay its debts on time.

I also use a Starling account for my personal finances and I use my savings spaces for:

  • 3 months of household costs in case of illness or crisis which buys me enough time to sort out alternatives
  • Savings to replace my car every three years
  • Savings for holidays each year and fun experiences such as watching musicals with my kids
  • Income tax due on my dividends and other income not on PAYE.

It’s taken a long time to build up this financial security so don’t worry if you’re not there yet but, if you’d like a hand with making your business run more profitably, please give me a shout.

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Making Tax Digital for landlords

Landlords with rental income over £10,000pa, ie charging rent of just £834 per month, will have to join MTD ITSA (Making Tax Digital Income Tax Self Assessment). This means that they will need to keep digital records and submit quarterly reports to HMRC from April 2024.

Speaking to friends on both the accountant and HMRC side of the project there is no sense that this date will move so I’ve been looking for some software to help landlord clients to comply with these new requirements without costing a fortune. I have a couple of possibilities that I will be reporting on over the next couple of months. I’ll be sharing the articles on social media but, if you miss them, then please do get in touch for the links.

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I’m worried about increasing my prices in case I lose clients

It’s a common fear but your existing clients will be less price sensitive if you are doing a good job.

Have a look at this example (numbers rounded for simplicity) of how many clients you can afford to lose without impacting your profit:

Before
• You have 100 clients paying £1,000 each so turnover of £100,000
• You make 50% margin so profit of £50,000

After
• Della comes along and tells you to increase your prices (see the last two weeks for how and why you should do this) by 10%
• You now have 100 clients paying £1,100 each so turnover of £110,000
• Your margin is now 54.5% so profit of £60,000 ie a gain of £10,000 because all your pricing increase is profit

But
• Some of your clients aren’t happy and 10% decide to leave
• You now have 90 clients paying £1,100 each so turnover has fallen slightly to £99,000
• But your 54.5% margin means that you are still making profit of around £54,000 so you are earning £4,000 more for only 90% of the work. Possible even less work because the price sensitive clients are usually those who are most demanding and often a pain to deal with.

In fact
• In this example you can afford to lose up to 16% of your clients and still make slightly more profit
• 84 clients paying £1,100 gives turnover of £92,400 and profit of £50,400 ie £400 more than at the start but for 84% of the work

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How to increase your prices

Last week I talked about WHY you need to increase your prices but, less talked about is HOW you go about doing it.

It’s a lot easier to talk about in theory than it is to do in practice.

  1. Work out what your prices should be. If you need to provide quotes then work out what your method of calculations will be.
  2. Recalculate up to date prices for all your clients.
  3. Consider using pricing software which provides confidence to both buyer and seller that this is the right price.
  4. Start by increasing prices for new clients
  5. Email/write to all clients with the new price. If you have not done regular price increases before then you may need to explain that this is due to catching up an several years and reassure them that you will not leave it so long in future. Keep your explanations brief.
  6. Telephone any clients who need extra TLC or if a change in scope means that the increase needs further explanation
  7. Resist discounting. You worked out your prices in (1) above.
  8. Practice telling client your new prices. If you’re an introvert who hates role play then just rehearse in front of a mirror:

“Our new prices are …”

“We do not offer discounts”

Also prepare responses to any other potential objections so that you don’t need to think on your feet quite so much.

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Why you need to increase your prices

A lot of business owners avoid increasing their prices, either because they’re worried about losing clients or because they don’t know how to go about it. Even when they know that they need to increase their prices it is too easy to procrastinate (I’m the queen of procrastination, I have all the excuses)

I’ll cover the ‘how’ in separate tips but today I want to talk about why.

We all started our business for a reason which broadly come into one of three areas:
• Profitability
• Build something valuable to sell at retirement
• Better work – life balance

All of these will benefit from having better prices allowing you to earn more money, increase the value of your business, or to earn more in limited time.

But the real benefit to our clients is that we will have time to provide a quality service. To do things properly and not cut corners. And to run a business that will still be around to help them in future years.

When we provide a quality service our clients benefit, they stay with us, and they refer other people to us. It’s a virtuous circle because everybody wins.

To create the business you want you need to charge the right prices.

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Have you got the right priorities?

I’m the first person to remind you that you need to work ON your business as well as IN it and I will only take on coaching clients who agree to commit half a day per week to working on their business, but I’m a business owner too and I know how hard that can be to make the time.

We’re always torn between things that earn money now and things that will earn money later such as marketing and business improvements. Not to mention that we’d like to spend some time on the things we enjoy.

I’ve written before about my default diary which includes time for marketing and my own business and personal development. I then allocate particular tasks to those slots. But if you truly want to improve your business then you need to learn to delegate and think systematically.

I love lazy marketing when I use one piece of content in different ways. I also know that my strength is in writing/recording the content and then my wonderful VA tidies it up and distributes it across multiple channels. Whether you’re reading this in our Top Tips e-news or a blog or on social media then she is the one who has put it there (with the help of some software).

My job is to prioritise getting the content out each and every week. When I tried to do the whole job myself it took four times as long so I only got around to it about once a month, maybe less.

Look at everything you do, maybe keep a rough timesheet for a week or month, then go through the list with a highlighter to see what could be delegated to the right person. Then find that right person.

Your priority should be the things that only YOU can do.

If you’re an accountant, you can find somebody else to do the accounts themselves and some of the marketing (I write a monthly content pack for accountants who don’t want to do it themselves) so that you can focus on being the face of your business. If you’d rather be the one doing the accounts, then find somebody else to manage your business. Don’t think that you have to be the MD just because you’re the majority shareholder.

To create the business you want you need to be clear on your priorities.

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Do you set boundaries?

I work with a lot of people who are overwhelmed in their business as they have bitten off more than they can chew. When we start working together it soon becomes clear that they need to improve how they set boundaries.

Here are a few ideas I often use:


• Practise saying “no” in front of a mirror. It makes it easier to say to a real person.
• Practise saying “no” without feeling the need to offer an explanation.
• Practise saying “no” with a polite smile
• Be clear on what you are willing to do for your clients. Your engagement letter should act as a reminder to you as well as to them of what you are contracted to do.
• When a client asks for something extra tell them “yes we’d love to help you with that and it will cost £X” (fixed fee or per hour)
• Do not discount your fees. You are not a charity. If people are struggling then reduce the scope so they do more for themselves eg we provide basic bookkeeping training videos if the owner is capable of doing this themselves
• Do not provide extended credit. You are not a bank.
• Set appointments in your diary to make time to do something for yourself
• Ring up an old friend and arrange to meet for lunch or an enjoyable activity. It will get you out of the office. If you’d prefer to be alone then book a facial or a massage or plan a bike ride with a nice cake stop.
• Set an alarm for when you intend to finish your working day and then leave your laptop on your desk when you close your office door
• Stop reading this and practise saying “no”

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