Jun 5, 2015 | Governance, Management, Small business
whoops!
Do I have enough cash to……………….?
This is one the 4 fundamental questions for small business survival, and is the one I hear far too often. It is all to do with how much cash is available at any given time to pay the bills.
It is almost inexplicable to me that many operators of small business do not understand their cash flow, how it works, how it can be managed, and how to leverage it. After all, it is their lifeblood.
The sad reality was brought home again a week or so ago talking to a tradie I met casually who was hurting badly because a developer he had subbied for over many ears was not paying him, and he in turn was not paying his bills, as he had used up his overdraft. He was in effect funding the developer, and ultimately the receiver, and seemed unlikely to get any of his money back.
A common occurrence and all too easy to address with a bit of planning.
There are some pretty simple things that can be done to assist in the management of cash, but like all things it takes a little bit of work up front, and a disciplined process
1. Routine.
The steps to a positive cash flow are simple, if you make them a part of your routine, you can follow them with little effort, although at first, it can be a bit confronting.
- Have robust, enforceable and explicit terms of trade. For anything that requires credit terms to be extended, make sure you have a signed agreement that specifics all aspects of the terms under which you agree to provide your goods and services. These terms are an enforceable contract, and in the event it is necessary, is actionable. There are templates available that can be personalised for your needs and used without cost or with just a small charge. Some service providers such as EC Credit Control will assist in the preparation, as will your bank, although your bank has a vested interest in lending you money, not making what you have work harder.
- Do credit checks. By giving credit, you are effectively lending someone your money. It makes sense to check if they have any history of fraud or default, which can be done easily for a modest fee. You pay for access to a database that is in effect a credit footprint of everyone who has applied for and been given credit, and the data includes their credit history, and any outstanding judgements. Veda is one of the agencies that provides this information as a service, there are several, most banks will provide the service for a fee, often they wholesale services like Veda. Often if you choose to outsource your debtor management in some way, these sorts of checks are a part of the service.
- Issue invoices immediately and follow up politely but persistently and in a highly predictable manner. Most businesses wait until they receive an invoice before they initiate any consideration of a credit period, let alone get around to paying, so the sooner you issue the invoice, the earlier you have a chance to be paid. A client of mine about two years ago instituted a process of sending a polite “thanks in advance” for payment on the invoice due in a couple of days. He thanks his clients for the expected payment, indicating being paid on time is one of the ways he manages to maintain the high value he is able to deliver. It had a significant impact on his debtor days, and served a marketing purpose to highlight the quality of the service he provided, and as it was highly automated. After the initial set-up and a few teething problems, the process became virtually automatic, and a boost to his business.
- Keep the credit period ASAP. In this case, the acronym is As Short As Possible. Generally the negotiation on credit terms will take place at the beginning of the relationship, and that is the best time. Make it as short as possible, I always advise starting with 7 days from invoice date, be very happy with 21, and if it is in your interests, give a bit more, but if you start with 30 days from the end of the month, watch your sales bunch into the beginning of the month, which effectively gives a customer up to 60 days to pay, before the invoice is overdue, and you can start chasing payment. This is a gap you are funding, bankrolling your customers, and generally people in business are not there to be a philanthropist, leave that to Bill Gates.
- Do a weekly rolling 13 week cash forecast. This is a simple exercise, but knowing what is coming at you offers the opportunity to manage it with the least pain, ignoring it can be terminal. Generally this cannot be automated, but most bookkeepers and service providers can do it simply, although most would say monthly is sufficient. I strongly recommend weekly for small businesses.
2. Automate.
One of the more innovative automations I have seen is the one noted above, but most of the basic bookkeeping routines are now highly automatable via mobile connections into software that can manage all the recording and invoicing processes. For a tradie, assembly and issue of an invoice via email against a signed and dated acceptance of the cost can be done on site the moment a job is complete. No paperwork to end a long day. Automating can cost a bit to set up, and ensure it all works, but the expense is well worth it.
3. Outsource.
Most parts of the process can be easily outsourced if you choose not to do it yourself. Think of this outsourcing cost as insurance, and the cost of buying back a bit of your own time and peace of mind.
- Book-keeping. There are many book-keeping services available, and whilst they may vary in quality and cost, it is pretty easy these days to find one you are comfortable with, who provide the mix of services you require.
- Debtor and debt management. There are many service combinations possible from the straight invoice financing where you in effect sell your invoices to a finance broker who then owns the debt, to more relationship sympathetic arrangements where a third party undertakes to be your accounts receivable function, and often do some of the risk assessment functions noted above. Selling your debt, or “factoring” still smells of desperation, but outsourcing accounts receivable is pretty sensible and often very cost effective.
4. Leverage.
Most understand the concept of leverage when it comes to moving a physically heavy object, but have never thought of it in relation to their business, and particularly their two most crucial resources, their time and their cash.
- Closely managing terms and collections so that your average debtors is shorter than your average creditors means you are collectively enjoying having your creditors fund your business. However, I recommend paying your bills as they come due, as a history of reliability can pay big dividends when things suddenly go pear-shaped.
- Inventory. In many businesses the greatest consumer of cash is inventory, and closely managing it can save considerable sums. For a retailer like a fruit and veggie market, they take most of their revenue by cash or credit card, for which they get paid within 24 hours, but often pay for their stock on 21 or 30 days, by which time they have turned the stock over several times. Lovely. Measuring stock turn is a great metric if you have inventory.
Finally, there is a further measure not usually recommended that I particularly favour, Net Cash Consumption or NCC. It is a simple measure you can apply over any period, simply the difference between cash in and cash out over a time period. For small businesses I usually exclude capital items, so it is a measure of trading cash generation, or destruction. If the measure is positive, that is a good start, if it is negative for any extended period, trouble. I usually recommend a rolling 3 month measure, short enough to be sensitive, long enough to accommodate the operational vagaries that occur like paying the receptionist long service leave. Adding it as a graph on the bottom of your cash flow forecast automates it. Easy.
If you would like more information, or the opportunity to discuss any of this, just give me a call.
May 29, 2015 | Branding, Marketing, Small business
Build to last
“Brand” is a widely misused and misunderstood term, often referring to a whole range of devices, symbols and expressions that are no more than single elements of the whole.
Building a brand in the digital age of speed, idea cloning and ubiquitous communication is a real challenge, but those who get it right, win big time.
Just look at Apple. When Steve Jobs came back, it was just about broke, now it is one of the largest, and most successful corporations the world has ever seen.
Do you need any more evidence that branding in the digital age works?
While Apple is not the corner store, the foundations of Apple can be applied to every brand, and every business, from the corner store right up to Apple, whose retailing operations in the Apple stores are setting new benchmarks for retail performance.
1. Start inside. No brand can exist in isolation of the internal values and culture of the business they represent. No amount of smart advertising and slick promotion can substitute for great customer experience and value generation, which starts inside.
2. Seduce, don’t sell. Today’s consumers are smart, advertising sensitive and cynical, they need to be seduced by the superior value your brand represents, the experience it delivers. Purchase decisions are not always rational, and when a successful brand is involved in the choice, the equation usually does not have much weight on the price component of the value equation.
3. Lead, don’t follow. Brands have the capacity to lead consumers towards a place they have not been before, or not considered, as they create new value propositions. They look for trends that have the potential to crash into each other at some point, and change behaviour, and then see them before anyone else. Then they build an offer at the point of intersection, often creating the disruption themselves. The great ice hockey player Wayne Gretsky said he did not skate to the puck, he skated to where the puck would be. Successful brands do the same thing, lead, they certainly do not follow or react fads and short term “opportunities”.
4. Sweat the small stuff. Every potential touch point a customer may have at some point with a brand is an opportunity to enhance the brand, or add to the depreciation. Jobs’ fanatical dedication to making even the things no consumer was ever likely to see perfect is legend, but provided a platform for consumers belief that Apple was simply “better”
5. Commitment and focus. Brands that succeed do so because over a considerable period that stay focused on their core “Why” as Simon Sinek would put it. They do not succumb to corporate politics, marketing “short-termism”, and distractions from the market, they hunker down for the long term and deliver what the brand stands for at every opportunity.
6. Broad appeal. Really successful brands have a set of values that cross normal product category lines, and they are able to deliver in differing categories. They are able to accommodate shifts in consumer behaviour because they are not defined by their product attributes, but by their values and relationships with customers.
7. Relish and learn from competition. Marketplaces are demanding places, and only the best survive and prosper. Watching the steps and missteps of competitors makes brands stronger, and when a strong brand has strong competition, they both get better. That is the nature of competition.
8. Design is crucial. A well designed and executed product, and peripheral material like adverting, packaging, and look and feel of the product itself can deliver a unique message to consumers about the values that their purchase choice is delivering to them. Unmistakable, and remarkable are terms that every brand owner should chase for their offering.
9. Defy conventional wisdom. Unless a brand is distinctive, memorable and creates value, it will go unnoticed, and the best way to be noticed is to defy conventional wisdom. Do not do what everyone else is doing, find a way to add value by being different.
10. Communicate facts that resonate. Today’s smart consumers are less likely to be seduced by flimsy claims their parents accepted, they want solid information, facts that are relevant to them on which to make what they see as rational purchase decisions. They recognise preferences are no longer formed by fancy and extensive advertising, but by the realities that their target customers believe.
11. Design for people. Successful brands are never for everyone, their do not squander scarce resources trying to be so. In contrast, the design the brand experience is designed for the specific people who are most likely to be their loyal and lifelong customers.
A brand is more than a collection of attributes and deliverables, it is a long term strategic platform for growth and profitability. Why would you not invest in that?
May 8, 2015 | Communication, Marketing, Small business, Social Media
I am speaking to small businesses all the time, and there are a lot of common conversations that occur. One of the most common is about advertising, particularly as it relates to advertising with Facebook and Google.
The conversations take a pretty common route.
The first thing to understand is the huge differences in a potential customers situation as they encounter Facebook ads, and Google AdWords.
The reasons people go to these two platforms are different.
Facebook is social, people are not there to buy stuff, so the path from the social to a transaction usually has a number of steps.
By contrast, a Google search is very specific, “I want information on XX”. Sometimes it will be for the purpose of researching, and sometimes they are committed to making a purchase of a product in your category. They are a “sale ready” audience.
It is for this reason I often recommend people start with AdWords as a means to advertise digitally, learn, and perhaps later use Facebook.
Irrespective of the platform choice, following are the 12 things that make sense to me that you should consider as you start on the digital advertising journey.
- Learn about the platforms, at least in principal, so you understand the stuff told to you by so called experts, and are in a position to ask intelligent questions.
- Start small, figure what works, and expand along the best path, always being prepared to adjust as you learn more. Having a plan, and ensuring the plan is captured in a detailed brief is essential, even if you are doing all the work yourself.
- Tracking and metrics. Before you start, know the source of visitors to your website, and track the changes that occur after the ads are placed. The huge change that has occurred with digital advertising is that we can now answer the question “which half of our advertising is wasted.”
- Define those you want to reach, in as much detail as possible. There are many different, although overlapping audiences you can target: current Facebook fans, and their friends, your current mailing lists held in whatever form they may be, visitors to your website, your competitors customers and friends, (particularly Facebook) and “lookalikes” to any of the above. The choices in the platforms are pretty good, take the time to really understand the choices you are making.
- Build relationships with current customers/fans. We all know that it is easier to get more business from an existing relationship, whatever the form of that relationship, than it is to start from scratch and build a new one to the point where they are prepared to buy from you.
- Create “stickiness” and trust by offering free advice, content, and ideas, and advice, and in responding, do so on a personal level. Webinars, podcasts, lists, blog posts, all serve differing needs in the process and the old adage that you have to give a bit before you can expect anything to come back, still works.
- Understand the customer journey. Facebook particularly, but also Google, require conversion to a sale after the initial contact. To do that you need to provide access the offers, products and relevant information through a landing page process of some sort, leading to a shopping cart, or sign up form. At each point, the potential customer has to make a choice, “do I proceed or not?” and making that choice easy, to the point of automatic requires real understanding of their mindset.
- Landing page optimisation. The differences in performance of differing landing page copy and design is astonishing, so the optimisation of landing pages is a whole process, even an art in itself.
- Create the process before you place the ads. A very common common mistake is to place some ads, they often do not cost much, then when a response arrives, you start wondering what to do with it. Wrong way around. Have the process mapped out, with the follow up content written and the delivery sequences mapped out.
- Analyse and analyse. Obviously having the right metrics to analyse is important, but tracking visitors, conversion rates, and the path a visitor takes to a transaction is enormously valuable in optimising the process. To some extent this is a repeat of step three, but the emphasis here is on the continuous improvement by testing and tweaking of the communication.
- Have a budget, and stick to it. Tracking conversion rates and the cost per conversion at each point in the customers journey as per the point above is vital. The opportunity to measure the conversion costs has never been greater, so make sure you do, and you give yourself time to correct the mistakes you will inevitably make.
- Rinse and repeat, to learn and improve.
You can pay someone too do all this for you, but even if you do, it is reassuring to understand the principals of the process. Most small businesses are careful with the pennies, so making the effort to understand where your money is going, and how to maximise the impact gives the confidence to make the commitment.
May 6, 2015 | Branding, Marketing, Small business
courtesy Hugh McLeod
20 years of working with small businesses and it seems the attitudes to marketing have not changed much.
Most recognise the change in the tools. They seek to engage with social media by being “on facebook” and “Liking” a few people, having a few Apps and sharing photos on their phones, and many have a website that is little more than an electronic brochure at best. The list goes on a bit, but the reasons for this lack of recognition of the importance of marketing have a very few, but very common roots.
Founder focus. Most founders come from a specific background, engineering, accounting, bricklaying, and they are good at it, focus on it, and seek to provide service by doing it better, more often, they often see just lots of one sort of tree, rather than a forest.
Where is the money? The limited funds small businesses have are generally allocated against the specifics they understand and need to build a businesses. T
o continue the analogy, an better computer system, bigger truck to carry the building materials around, things that relate to the core reason for being in business, not this fluffy ill defined marketing stuff. Besides,” I have a website, and it does nothing for me”.
Everyone’s a marketer. Probably the deepest, darkest hole. Everyone knows a kid who can set up their devices and do a website for them, or they edited the school magazine so know how to write and edit copy, the summer intern “knows” social media, and the flaky new age couple down the road know all about the new stuff ‘happening”. God save me from pretend marketers, but they are cheap, if not free, and usually make an unholy mess.
This will sell itself. The product is so good, all we have to do is make it available. How often have I heard that old furphy?
Better do something! And the last, often literally, reason marketing pops onto the radar is a recognition that if nothing changes, the “cleaners” will arrive. “We are suffering, better do something, maybe marketing is the answer”. Too little too late, and there is often insufficient money left to make a difference.
Sad but true for way too many.
What have I missed that you have seen?
The right way to go about all this is to recognise that everyone must be in marketing from day one, weather they like it or not, it is an investment in the business, no different to the truck, or computer system necessary to deliver the service you offer.
May 1, 2015 | Customers, Sales, Small business
Design your sales process
Everybody in business is in one way or another, in sales.
After all, you do not make a living by giving stuff away, you actually have to sell it.
It is also true that not everybody will want your stuff, in fact, usually very few will want it, so the challenge is to find them, engage them, demonstrate the value, and then create a transaction.
All this takes time and effort, it will not happen by some sort of osmotic process, giving a bloke a sales folder, a car, and map no longer works, the sales process needs to be specifically designed to create the circumstances in which a transaction can take place.
35 years of designing them in one way or another has led to a few conclusions on the best way to go about it,
- Ensure you understand the buyer, and their buying processes. One size does not fit all, each will be different, and by whatever means you need to define their processes, pain points, and priorities so you can build messages that resonate.
- Design a detailed process. Given each prospect will be different, the process needs to be both robust and sufficiently agile to accommodate the nuances of each customer. Generally it will have a number of stages that fits the product you are selling. Office supplies will differ substantially from power stations, but the principal remain the same. Set the stages, and the triggers that move a prospect from one stage to the next.
- Develop a playbook for each stage. This will involve both the response to the persona of the prospect and delivering the type of content that they will respond to at their point in the sales cycle, the delivering the content in the most appropriate manner.
- Routinize the sales process. Like any process, a sales process is best if it works routinely, in a predictable and consistent way. Improvements then come from the anomalies and outlier things that pop up, and become very obvious simply because they are outside the norm. it may be a inquiry from a market you had never considered, or an idea on how to improve your product for a particular purpose, whatever, the sales process needs to make the odd thought obvious so it does not get missed in the welter of activity that occurs.
- Manage the metrics. Like any process, a sales funnel can be continuously improved, you can also ensure sales priorities are optimised, and KPI’s set and managed.
- Engage your sales force in the process design and ongoing improvements, and feedback loops. Over time as the process evolves and new sales people come along, to keep a sales process delivering it needs to be able to evolve at least as fast as the customers you are seeking to serve. Sales people come in many colours, like the rest of us, and managing any diverse group of people requires that they buy into the objectives of the strategies in front of them sufficiently strongly to resist the temptation to chase the new shiny thing.
None of this is easy, despite all the verbiage out there that seems to indicate it is. Designing an effective sales process takes time, effort, investment, and iteration. The good pat is that effective process design quickly pays for itself.
Apr 29, 2015 | Marketing, Sales, Small business
sales rule No. 1
Shut up!!.
I have been spending a bit of time recently helping develop and implement strategy in a very interesting start-up with an innovative, and potentially extremely valuable piece of Intellectual Capital. Even after doing this stuff for so long, there is always something to learn, and being involved with this process has brought home a lesson learnt a very long time ago about what works in sales and what does not
The founder is deeply, irrationally, in love with his product.
Usually this emotional attachment to the product is seen as a great thing, but it can be a bad mistake, as potential clients rarely share the attachment.
As a result in this case, when he finally gets to talk to someone who may have the need for such a product, he delivers a passionate diatribe about all the things the product, can do, will do, can be adjusted to do, and how it evolved. Little about how it can deliver value to these potential clients, little about the potentially substantial problem successfully addressed, and little in words the potential client would use to describe his current situation.
Yawn.
Asking questions, followed by listening intently to the answer, and reflecting that answer in another follow up question is the single best sales technique there is.
The best sales people I have ever seen always do surprisingly little talking.
If you are the seller, and you do more than 30% of the talking, you have probably failed, or will fail. You will not at first know much about the potential customer, what their problems may be, how they are currently solving the problem and what they might be thinking when you show them solution, so you need to find out.
Ask questions: even confronting ones,
Why did you take this call?
How are you solving this problem now?
What would it be worth to solve this problem quickly?
How would it feel…etc. etc.
Sales however is still a numbers game.
Not everyone, no matter how well qualified, will want or see the need for your product. So, have many sales conversations in parallel, having done sufficient research on your targets that you know them sufficiently well to control the conversation, so you do not have to do the talking.
Follow up religiously, but politely and respectfully. They may not have opened your follow up email or called you back for the 3 times you called, sometimes it means you have made not piqued their interest and will make no progress, and sometimes it is just that life can get in the way.
However, do not forget that the most important resource a small business has is their time, so you need to invest yours wisely, and your prospects will thank you or not wasting theirs.
