KOPYA NG SALIN 🔗
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Right. Yeah.
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We have we
have clients that their books are right.
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Once a year.
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And that's not good enough.
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I, I, I just had a conversation.
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The client has a fractional CEO, and,
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and I said, you know, last year there,
there was a lot of personal stuff.
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So last year, we don't want people to base
value on that, but we have to sell now.
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Like there's not a wait and see here.
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So let's get a team
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and, you know, the owners, like,
what are you talking about?
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I'm like monthly financials.
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Like, and and the gentleman that's in
there was like,
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we'll work on that.
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Because they do,
they pile up the financials
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and they're right once a year at tax.
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And that's not that unusual.
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The the thing that surprised me more
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was the sizes of companies
that that's still not unusual, that,
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Yeah.
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I mean, yeah, they completely afforded
economically.
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Right.
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In the, in the, you know, I'll call it,
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you know, the EBITDA
that's just leaking out of the month.
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Right.
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Which is just, you know,
that's their money.
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Right. Right.
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Well, that's true to, you know,
why wouldn't you, as an owner, want to,
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you know, slow things down?
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Yeah.
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Where you you have those
so you can see the markers half an hour.
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Yeah, 45 minutes.
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Yeah.
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Just,
you know, hit the high points and then,
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you know, figure out who's
gonna correct it.
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Yeah, absolutely. Yeah.
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So so thank you.
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Listeners that are joining us.
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This is David Place from focus CFO.
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And he is going to talk to us about
how to use our financial statements to
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our benefit.
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Okay.
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We see it all the time.
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And you kind of heard at the beginning
of this conversation, right.
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That it doesn't matter
the size of the company.
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You're very busy doing
the things that you do really well,
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and that may not always be financial.
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And if you've got money
in the checking account
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and you can pay your employees,
it feels good.
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And money at the end of the year
feels good.
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So why look any harder?
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Yeah. Very true.
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I mean,
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you know, looking at financial statements
and just in general,
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just making sure you close your books
every month, you know,
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whether that's on the fifth business day
or the 28th business day.
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Just,
you know, make sure you're closing them,
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sitting down with your CFO, controller,
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whoever it might be, CPA firm
and and make sure you know, you know,
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you have some comparatives,
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you know, whether it's this month
versus last month or last year.
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Take a look at them.
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Make sure you, you know,
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you understand where the variances are,
why they're why they're happening.
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Some are good, some are going to be bad.
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And the bad ones,
you got to go back and take a look at what
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what are corrective actions that we can
put in place sooner than later.
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So, you know, as profitability is going
to be leaking until you stop those,
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you know, those problems.
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Well, and sometimes it's not a bad thing.
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Sometimes it's just a change.
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And if you're not marking
and paying attention.
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I worked with one company
and they didn't realize that
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their gross profit was just eking away,
because the expense of the items
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that were used to create their end
product was increasing.
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And,
you know, it can be just a normal process.
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It doesn't necessarily have to be a fault.
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But if you have to take a price increase,
it's better to know about it gradually
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than I haven't increased my prices
to my customers in five years.
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Load full transcript
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Now I've got to take a big one.
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Right. Great. Great point.
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Yeah.
I mean, we all knew about tariffs, right?
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I mean, that was right
in the front page. Correct.
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Any other things that happened?
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Behind the scenes? Correct.
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You're not having one. Not communicating.
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And having some regular meetings
with whether it's your procurement team or
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as you brought up the point
of maybe material prices going up
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and you're not aware of it in time,
and then, you know, there's
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there's months later where, you know,
all of a sudden you're like, well, why?
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You know, why is my margin eroding?
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And they go back.
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Well, we had a price increase on this,
that and the other thing and yeah,
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I mean the Sunni and about it,
then you could start to make plans for
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either finding other ways to save,
you know, and cost the board
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or having those difficult conversations
sometimes with your clients.
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Yeah, absolutely.
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So if I'm an owner and I'm very busy
and I'm Aerostar my coffee
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or I'm, you know, machining my parts
and I'm scheduling people.
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What what are the most important things
that I need to be aware of
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from my financial statements?
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And actually, let's back up just a second.
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So there are three parts
to a financial statement.
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Can you just run through those?
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Because I don't know that we always think
to look at all of them.
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Yeah. So well from a statement perspective
right.
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Yeah. Balance sheet.
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You got a PNL or an income statement
here, folks.
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Talk about.
And then you've got a cash flow statement.
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It's generally
what we kind of keep an eye on.
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And, you know,
I always say, you know, and I first saw
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look at the balance sheet
and I look at the support
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behind the accounts
that are on the balance sheet.
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I mean, if
if your balance sheet is supported,
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then your income statement
is going to be fine.
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It the, you know, the
the dollars might not be categorized
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in the right accounts or proper accounts,
but at the end of the day, your cash,
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you know, your cash and your profit
numbers are probably pretty accurate
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because you've got a comfort level
with your balance sheet.
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But, you know, there's,
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Yeah.
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And I'd say that's kind of where,
you know,
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look at those three statements
specifically, and,
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and then make sure that you're comfortable
with account balances
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and account reconciliations and make sure
that are done properly and timely.
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Yeah.
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I mean, that's I, I hate reconciling
bank accounts.
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I and I, I know that I'm talking
to the wrong person with that statement,
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but, that's like one of my least
favorite things to do on a personal level.
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On a business level, all of the above.
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Not so true.
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And but it's it will identify.
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And we were talking about it earlier about
if there's any fraud going on to
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if you're not doing a bank statement
and reconciling it
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and taking a look at, you know, any
reconciling differences and asking why,
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then you open yourself up to
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the chance
that there may be some fraud going on.
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Yeah, I see it a lot in small businesses.
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I mean, more often than you'd think.
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And it's, it's, you know,
sometimes the horse is already out
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the barn for a while.
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Like when someone already finds out.
Right.
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But so what do I.
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If I'm looking for that? Right. I'm.
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I'm thinking, you know, my my bank account
should have more money in it.
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Where do I go from there? Yeah.
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I mean, so you start to,
I mean, after the reconciliation
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and start looking at the
you look at the statement,
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you can start looking at
to see from a customer
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by customer basis,
product by product basis.
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You can look at, you know,
what are your margins today
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versus what were they last month,
you know, last month or last year.
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And see why there's a assuming
if the cash isn't at the level
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that you expect it to be at, or normally
it would be at, you know, year over year.
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Then there could be some things
that are eroding, you know, margin.
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And the sooner you could figure out where
that is, the point
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where you can make make changes
and adjustments to, to correct it.
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Make sense? Makes sense.
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Sometimes I might want a third party
to come in.
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Right?
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Like, if I'm worried that the cash
is going someplace else or,
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you know, a myriad of different things,
you know, can can happen.
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I one terrible had someone that,
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the operator was sending ordering pieces,
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sending them and duplicative one
to client, one to his house
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and then selling the one from his house
on his own accounts.
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And so the project costs
weren't tying out, right?
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Like, the the what they were expecting
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was always
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they were never
earning good margins on that project.
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And when we looked at it, we flagged it
and said, this is make any sense?
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Like, give me 4 or 5 more examples.
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And it was consistently a problem,
like it was consistently.
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And we went back to them and said,
figure out what's wrong.
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Like, are you bidding your projects wrong?
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Because that's one thing, right?
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Okay.
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Or are you paying too much overtime
or are you like, what's happening?
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And they went back and found that
that was in fact a big problem.
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But they were had not looked at kind of
an end of project
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review on where they came in versus
where they bid.
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Yeah. No.
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Definitely important to know your cost
for sure.
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Your product costs.
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And, you know, a lot of,
a lot of the owners,
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I mean, they, they, they,
they've been at it for a long time.
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So they kind of, they
can smell it
when, when something's not right.
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And and that's a beautiful thing.
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You know, sometimes as accountants
we look at it,
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we look at the numbers
that tell us the story.
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But sometimes the owners can just say,
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they can look to see something and know
there's there's something's changed.
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Right.
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And, and then it's really up to us to
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go in there and put something out
to figure out what what it is.
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Yeah.
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And it can be anything, right?
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Like anything can happen.
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Yeah. Yeah.
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Software costs go up and sure
enough, goes up.
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Yeah. I mean, do you know what? The floor.
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If you're in a manufacturing facility
and you have that option as a as an owner,
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make sure you're out there, you know,
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and sometimes, you know, walking around,
you'll see machines that are down.
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You'll see some,
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some other, you know,
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waste on the floor, waste in baskets.
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You know,
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I work for a company at one point where,
you know, we'd go out and see the trash
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bins, you know, and just take a look. It's
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because people don't want to tell you the
this problem is out there.
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Oh, and they would just, you know,
at the end of the day, dumb stuff
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into different, you know, trash bins
and cover it up with something else.
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And and, you know, I mean it
hopefully you don't work in an environment
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that people are fearful of that,
that that they would raise their hand
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and tell the owner or their supervisor
that, hey,
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we got a problem with this machine
over here.
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It's banging out a bunch of scrap and
and you know, we need some, you know,
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preventive maintenance at that point,
you know, really maintenance, you know?
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Yeah.
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To fix it. Yeah, absolutely.
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Okay.
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That's all. All good tips.
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What am I missing?
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What should they.
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You know, where what what are what?
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Red flags.
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Like you can get back
to being proactive. Right.
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And setting up metrics or KPIs.
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And within your business, you know,
so that you set expectations,
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got historical results
that, you know, you can, you can pull from
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and set up a baseline.
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And then, you know, we all as all business
owners, they have goals, right?
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You know,
what are those goals in the company
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and kind of, you know, start
start there and work down, you know, in
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terms of trying because people will say,
hey, I have goals.
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And, you know, I'd love to do KPIs,
but what KPIs do I pick?
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00:11:08,084 --> 00:11:11,712
You know, and, you know, there's
so many out there that we could, you know,
239
00:11:11,754 --> 00:11:16,425
that we could sometimes waste our time on
not focused on the right things.
240
00:11:16,509 --> 00:11:18,844
And I always tell folks, hey,
start with your goals.
241
00:11:18,844 --> 00:11:19,887
What are your business goals?
242
00:11:19,887 --> 00:11:23,849
Short term, long term, short term,
you know, next 12 months, long
243
00:11:23,891 --> 00:11:26,894
term, maybe over the next 36 months,
you know, three years
244
00:11:26,977 --> 00:11:29,730
and whatever this might be,
don't make them voluminous, but,
245
00:11:29,730 --> 00:11:31,941
you know, make some,
you know, could be growing revenue.
246
00:11:31,941 --> 00:11:32,900
It could be,
247
00:11:32,900 --> 00:11:35,986
you know, it could be a cultural
or HR thing that you want to improve on.
248
00:11:35,986 --> 00:11:38,698
It could be just documenting processes
so that, you know,
249
00:11:38,698 --> 00:11:40,324
if someone leaves you can, you know,
250
00:11:40,324 --> 00:11:44,120
you can kind of, you know, cross train
very quickly and keep the business moving.
251
00:11:44,120 --> 00:11:47,373
But whatever those are,
you know, those goals are,
252
00:11:47,540 --> 00:11:51,168
you know, set up a, you know,
some strategic initiatives around those.
253
00:11:51,210 --> 00:11:52,586
Okay.
254
00:11:52,586 --> 00:11:56,882
Maybe it's by function or maybe it's over
the top of the business.
255
00:11:56,882 --> 00:12:00,678
But then and then just tag KPIs
256
00:12:00,886 --> 00:12:04,807
metrics to each of those initiatives
and then just start tracking them.
257
00:12:04,890 --> 00:12:07,101
Yeah. We have a scorecard.
258
00:12:07,101 --> 00:12:11,480
You know, for our business
how how much happened each week.
259
00:12:11,564 --> 00:12:15,443
And that's where we start
our, our weekly meetings,
260
00:12:15,443
--> 00:12:19,280
looking at our scorecards and,
and seeing how we did.
261
00:12:19,321 --> 00:12:21,157
Right. Like it? It's.
262
00:12:21,157 --> 00:12:23,200
Yeah. And, you know,
I mean, if you if you do have,
263
00:12:24,535 --> 00:12:26,328
you know, you have these goals
and then you and your
264
00:12:26,328 --> 00:12:29,957
and you're starting to put some of these
strategic plans in place.
265
00:12:30,249 --> 00:12:31,041
It's a great way.
266
00:12:31,041 --> 00:12:34,837
You know, as you go,
go forward to make sure that, you know,
267
00:12:34,879 --> 00:12:39,675
you're seeing you're, you know, you're
you're inspecting what you expect, right?
268
00:12:39,759 --> 00:12:42,261
You're expecting
to start working towards those goals.
269
00:12:42,261 --> 00:12:44,054
Are you seeing are you seeing that
270
00:12:44,054 --> 00:12:48,434
in those metrics and KPIs that come out,
whether that's weekly real time, right.
271
00:12:48,476 --> 00:12:48,809
Yeah.
272
00:12:48,809 --> 00:12:50,936
A lot of, you know, business owners
I see will have some
273
00:12:50,936 --> 00:12:53,063
sort of dashboard on there
and they can just,
274
00:12:53,063 --> 00:12:56,734
you know, go to as a, you know,
right on their desktop, see how, you know,
275
00:12:56,776 --> 00:13:01,071
orders are going, you know, for the orders
coming in that's going out for the day.
276
00:13:01,113 --> 00:13:04,492
And they can pretty quickly tell
how the week might be going or the month.
277
00:13:04,700 --> 00:13:07,453
Right. Going right on the productivity.
278
00:13:07,453 --> 00:13:08,037
Yeah.
279
00:13:08,037 --> 00:13:12,958
I was talking to a client, and,
I, you know, we're in mid process
280
00:13:12,958 --> 00:13:16,962
and we got the updated numbers
and I'm like you down a little bit.
281
00:13:17,004 --> 00:13:19,882
What what happened? We had six snow days.
282
00:13:21,592 --> 00:13:25,137
I was like oh yeah that's true.
283
00:13:25,179 --> 00:13:26,263
Yeah we did.
284
00:13:26,263 --> 00:13:26,889
Yeah.
285
00:13:26,889 --> 00:13:30,810
You know and but they knew, right?
286
00:13:30,810 --> 00:13:33,270
They had looked at it.
They knew why they were down.
287
00:13:33,270 --> 00:13:37,775
They knew that a the orders
were still there, which is is great.
288
00:13:37,775 --> 00:13:42,154
But that's why, cause couldn't get there,
289
00:13:42,863 --> 00:13:45,950
you know, I mean, every industry has its
has its hair, right?
290
00:13:46,200 --> 00:13:48,035
There's different things that impact you
a certain way.
291
00:13:48,035 --> 00:13:48,661
And certainly,
292
00:13:48,661 --> 00:13:52,498
you know, in manufacturing, if it is,
if that is your industry in business.
293
00:13:53,624 --> 00:13:56,168
You know, those things
definitely can impact.
294
00:13:56,168 --> 00:14:00,464
And not to mention just, you know,
sometimes employee vacations, you know,
295
00:14:01,048 --> 00:14:04,051
you know, the timing of those making sure
you kind of manage those if you can
296
00:14:04,677 --> 00:14:05,719
because, you know, you don't,
297
00:14:05,719 --> 00:14:07,513
you know, sudden
you're you're going to get one month,
298
00:14:07,513 --> 00:14:10,307
you're going to probably
have a ton of overtime. Right?
299
00:14:10,307 --> 00:14:12,560
Make it up to make it.
300
00:14:12,560 --> 00:14:13,727
Yeah. Yeah.
301
00:14:13,727 --> 00:14:16,063
That's what they're like.
Wait till next month. Yeah.
302
00:14:16,063 --> 00:14:17,565
Right. Right.
303
00:14:17,565 --> 00:14:18,482
Great. So.
304
00:14:18,482 --> 00:14:21,485
But you're going to pay
all the overtime to.
305
00:14:22,152 --> 00:14:24,738
Yeah. To get it there.
306
00:14:24,738 --> 00:14:27,366
Absolutely. But yeah.
307
00:14:27,366 --> 00:14:31,245
How do you manage overtime
like in terms of financially.
308
00:14:31,495 --> 00:14:32,621
Yeah.
309
00:14:32,621 --> 00:14:34,623
Well when you got to pay for it.
Right. Right.
310
00:14:34,623 --> 00:14:36,125
So we take care of that.
311
00:14:36,125 --> 00:14:39,128
But, you know, like I said earlier,
you know, just a couple of minutes ago,
312
00:14:39,169 --> 00:14:41,672
you know, and,
and trying to look at vacation schedules,
313
00:14:41,672 --> 00:14:43,632
making sure you know the best
you can. Right.
314
00:14:43,632 --> 00:14:46,552
I mean, the summer is obviously
a most people want to take,
315
00:14:47,511 --> 00:14:50,514
but try
to, you know, in terms of managing,
316
00:14:50,598 --> 00:14:53,851
you know, whatever department
obviously operations or
317
00:14:53,851 --> 00:14:57,563
it can come right down to customer service
or accounting even, you know,
318
00:14:58,522 --> 00:15:02,651
you want to make sure
that you've got a decent crew intact and,
319
00:15:02,693 --> 00:15:07,823
you know, a good schedule and then,
you know, on the operations side,
320
00:15:07,865 --> 00:15:11,619
trying to manage that beyond
just making sure you got the right folks
321
00:15:11,619 --> 00:15:14,830
and not only not only the right you got,
you got people
322
00:15:14,872 --> 00:15:18,083
right in the in the business available,
but also their cross-trained.
323
00:15:18,125 --> 00:15:19,919
Right. So it might be worse.
324
00:15:19,919 --> 00:15:23,005
You know, they normally work
on that machine every day.
325
00:15:23,005 --> 00:15:28,093
But if Jim's out or Sally's right there
cross trying to be able to run over there
326
00:15:28,135 --> 00:15:28,636
run that.
327
00:15:28,636 --> 00:15:31,013
So depending on where
that orders are hitting for the month
328
00:15:31,013 --> 00:15:32,890
it could be different machines. True.
329
00:15:32,890 --> 00:15:34,016
If they're not cross-trained
330
00:15:34,016 --> 00:15:36,977
that machines down and you're not getting
those orders out that that.
331
00:15:36,977 --> 00:15:37,770
So that's true.
332
00:15:37,770 --> 00:15:41,440
But you know also just another way
you can also try to
instead of just,
333
00:15:41,690 --> 00:15:45,235
level loading, you know, the floor,
you know, if you know, some
334
00:15:45,277 --> 00:15:49,323
you can have a dip in, in Manning for
a couple of weeks or whatever it might be.
335
00:15:49,365 --> 00:15:50,783
Just make sure you have
those conversations
336
00:15:50,783 --> 00:15:52,743
with your clients and customers.
337
00:15:52,743 --> 00:15:54,995
And maybe it's just a, you know, a
338
00:15:56,205 --> 00:15:58,207
date deliveries a little differently.
339
00:15:58,207 --> 00:16:00,709
But set expectations with them
so you're not, you know.
340
00:16:00,709 --> 00:16:02,711
Right.
You don't want to be late for an order.
341
00:16:02,711 --> 00:16:04,630
That's not a good thing.
342
00:16:04,630 --> 00:16:07,758
So if I'm looking
at my financial statements
343
00:16:07,758 --> 00:16:09,843
and let's say I've never looked at them
before, right?
344
00:16:09,843 --> 00:16:13,597
We've just finished tax season,
and I'm getting
345
00:16:13,597 --> 00:16:17,685
my financial statements, and
it's not something I've paid attention to.
346
00:16:17,726 --> 00:16:19,937
But I heard this crazy lady on a talk show
347
00:16:19,937 --> 00:16:22,231
and she said I should be looking at them.
348
00:16:22,231 --> 00:16:26,110
So I'm going through and I got them.
349
00:16:26,110 --> 00:16:28,696
If I've gotten them
prepared by a financial person,
350
00:16:28,696 --> 00:16:31,657
I probably have last year's
and this year's next to each other.
351
00:16:31,657 --> 00:16:33,617
And I'm getting kind of the breakdown.
352
00:16:33,617 --> 00:16:37,746
What do I need to know
from what I got, like,
353
00:16:37,913 --> 00:16:40,958
and how do I use that information
354
00:16:41,041 --> 00:16:45,379
tomorrow, the next day
and the next day to continue
355
00:16:45,379 --> 00:16:49,383
to perpetuate my business,
either to a new goal, right?
356
00:16:49,383 --> 00:16:52,970
Or, just to keep doing the same thing?
357
00:16:53,095 --> 00:16:54,263
Right. Yeah.
358
00:16:54,263 --> 00:16:57,975
I mean, well, you get them
and, and and again, as I said earlier,
359
00:16:57,975 --> 00:16:59,476
you just talk about, hey, where are they?
360
00:16:59,476 --> 00:17:02,479
You know, what are the variances
that you have and try to correct those.
361
00:17:02,479 --> 00:17:06,066
Right. But you also look at trends too.
362
00:17:06,108 --> 00:17:12,197
So, you know, if you got a 12 month
trended running, you no income statement.
363
00:17:13,574 --> 00:17:14,908
Sales through, you know,
364
00:17:14,908 --> 00:17:19,163
gross profit
or sales through net profit, or EBITDA.
365
00:17:19,830 --> 00:17:23,125
You know, you can, you can easily
see you know, where, where
366
00:17:23,125 --> 00:17:26,170
there's dips, where there's,
you know, changes have been correct.
367
00:17:26,170 --> 00:17:27,880
Those adjust for them.
368
00:17:27,880 --> 00:17:31,133
And then really, I mean,
if you're
not doing it already as business
369
00:17:31,133 --> 00:17:34,261
owners,
forecasts are really, really important.
370
00:17:34,261 --> 00:17:38,640
Whether you're forecasting cash
forecasts are really hard.
371
00:17:38,724 --> 00:17:39,058
Yeah.
372
00:17:39,058 --> 00:17:43,979
So yeah, I'll say, you know,
I've had plenty of people telling me
373
00:17:43,979 --> 00:17:47,191
I can't forecast in my business for,
you know, x,
374
00:17:47,191 --> 00:17:50,194
y, z reasons.
375
00:17:50,444 --> 00:17:53,363
Sometimes there's some validity, right?
376
00:17:53,363 --> 00:17:57,117
If you've got new projects, you don't
exactly know what you're getting to, to
377
00:17:57,159 --> 00:17:58,118
bring in.
378
00:17:58,118 --> 00:18:03,665
But so how do I
how do I create a forecast?
379
00:18:04,124 --> 00:18:06,960
Reliably? Right.
380
00:18:06,960 --> 00:18:10,756
We always we always look at our owners
and we're like, if we've worked with them
381
00:18:10,756 --> 00:18:14,093
for a couple of years, if they've come in
through our Exit Advantage program,
382
00:18:14,134 --> 00:18:18,222
you know, we're going to be like, okay,
they make rose colored glasses.
383
00:18:18,430 --> 00:18:18,764
You know,
384
00:18:18,764 --> 00:18:23,268
they their forecasts are always above
or their forecasts are always below.
385
00:18:23,268 --> 00:18:27,898
And it seems to be pretty consistent
with whoever made the forecast.
386
00:18:27,940 --> 00:18:31,443
So if I'm making it,
how do I know it's right
387
00:18:31,443 --> 00:18:34,446
and what do I use as my markers?
388
00:18:34,696 --> 00:18:36,532
Good question.
389
00:18:36,532 --> 00:18:38,867
Well, historically when I got involved
and asked,
390
00:18:38,867 --> 00:18:42,079
you know, put something like a forecast
to get it moving forward.
391
00:18:42,204 --> 00:18:45,290
Always start with last year,
you know, and and say,
392
00:18:45,290 --> 00:18:49,253
okay, here here's our 12 month,
you know, January.
393
00:18:49,294 --> 00:18:53,048
So it's a calendar year company
January through December.
394
00:18:53,048 --> 00:18:55,092
Here's what we did. Right. Okay.
395
00:18:56,093 --> 00:18:57,219
If there's seasonality
396
00:18:57,219 --> 00:19:00,222
in the business you're going to that
that that would be right in there.
397
00:19:00,264 --> 00:19:00,472
Right.
398
00:19:00,472 --> 00:19:03,767
Going to be consistent with,
you know, the the next 12 months,
399
00:19:03,767 --> 00:19:07,855
you're trying to forecast, you know, in
January of your new of your new year.
400
00:19:07,938 --> 00:19:11,984
And and then, you know, you go through
and you say, okay, what,
401
00:19:12,025 --> 00:19:13,485
what what things have changed.
402
00:19:13,485 --> 00:19:17,739
You know, you know, my price has gone
up on my, you know, my material costs.
403
00:19:17,906 --> 00:19:21,160
Have I had a wage increase in the year end
404
00:19:21,368 --> 00:19:24,246
that have got a factor into
my forecast?
405
00:19:24,246 --> 00:19:27,374
So you have and then I and then you make
some certain assumptions as well
406
00:19:28,000 --> 00:19:29,835
where, hey,
I know that in the second half of the year
407
00:19:29,835 --> 00:19:30,961
I'm gonna do a price increase.
408
00:19:30,961 --> 00:19:34,006
So from June,
July on I'm going to have a fourth.
409
00:19:34,047 --> 00:19:36,383
I'm going to add 4% of sales per month.
410
00:19:36,383 --> 00:19:36,967
Okay.
411
00:19:36,967 --> 00:19:40,179
You know, base that off of last
July through December.
412
00:19:40,220 --> 00:19:41,722
Right. Results.
413
00:19:41,722 --> 00:19:45,017
And so it's, you know,
you kind of start there.
414
00:19:45,434 --> 00:19:49,605
It it's, it's more of an art
that it's a science, I think.
415
00:19:49,646 --> 00:19:50,564
Absolutely.
416
00:19:50,564 --> 00:19:53,525
So I think you have to start somewhere and
417
00:19:53,525 --> 00:19:57,654
and then as you move, as you go out,
you'll start to see where about.
418
00:19:57,988 --> 00:20:00,240
Why did I miss this month? My forecast.
419
00:20:00,240 --> 00:20:01,450
What was it?
420
00:20:01,450 --> 00:20:04,411
And then you just kind of fine tune
those things as you, as you,
421
00:20:04,411 --> 00:20:06,246
you know, as you learn.
422
00:20:06,246 --> 00:20:09,041
Yeah. Experience from it.
And it gets better and better.
423
00:20:09,041 --> 00:20:12,336
But and certainly, you know,
I try to make the next quarter.
424
00:20:12,377 --> 00:20:12,586
Right.
425
00:20:12,586 --> 00:20:15,130
That's something that's right here on
you know,
426
00:20:15,130 --> 00:20:18,675
you want to be really kind of tight
with that and the best you can.
427
00:20:18,717 --> 00:20:21,345
Right. Right.
And the longer you're doing the forecast.
428
00:20:21,345 --> 00:20:22,304
Well that's a good point.
429
00:20:22,304 --> 00:20:26,433
Everybody assumes when we say forecast
that we want the whole year, right.
430
00:20:26,475 --> 00:20:28,518
What's your forecast for 26.
431
00:20:28,518 --> 00:20:33,607
But if you're just starting to forecast
forecast a quarter see how you do.
432
00:20:34,316 --> 00:20:37,236
I mean, you got, you know, a lot of
and you're
433
00:20:37,236 --> 00:20:40,656
not only just looking for yourself,
but you also got banks sometimes involved.
434
00:20:41,031 --> 00:20:42,449
So can there's covenants.
435
00:20:42,449 --> 00:20:43,450
You know if you have some debt.
436
00:20:43,450 --> 00:20:46,536
And so it's important to you know
if you're having those,
437
00:20:46,745 --> 00:20:49,873
if you're having maybe a soft quarter
or anticipate one,
438
00:20:49,915 --> 00:20:52,417
it's good to have conversations
with your bank as soon as you can.
439
00:20:52,417 --> 00:20:54,544
You know under those situations
where, hey,
440
00:20:54,544 --> 00:20:57,047
you know, I just
I just forecasted my covenants
441
00:20:57,047 --> 00:21:00,050
and we're going to be kind of tight,
but we don't do the best we can.
442
00:21:00,092 --> 00:21:04,638
We might have to scale back,
you know, Manning or whatever it might be.
443
00:21:04,805 --> 00:21:05,055
Right.
444
00:21:05,055 --> 00:21:08,225
Travel or,
you know, to get in those situations.
445
00:21:08,225 --> 00:21:11,520
But we've all been in a you know,
I work in a companies cause, you know,
446
00:21:11,603 --> 00:21:14,606
in the day you gotta,
you know, try to, you got,
447
00:21:14,690 --> 00:21:17,401
you got commitments to people
and you gotta do the best you can.
448
00:21:17,401 --> 00:21:17,859
Yeah.
449
00:21:17,859 --> 00:21:21,697
Well, and if you're doing a forecast
on a forecasted budget, then
450
00:21:21,697 --> 00:21:27,119
you have the ability to make those choices
in advance instead of being reactive.
451
00:21:28,412 --> 00:21:31,039
I mean, you know, back in 2020,
I mean, I work for a company
452
00:21:31,039 --> 00:21:34,751
that was a basically
a fiscal year in June 30th.
453
00:21:35,085 --> 00:21:38,588
And so we were ending our first
half in like, you know, November ish.
454
00:21:38,588 --> 00:21:41,758
So our second quarter
almost heading into the holidays.
455
00:21:41,800 --> 00:21:45,762
And, we,
I actually happened to before we were
456
00:21:45,762 --> 00:21:48,849
forecasting out to the end of the year
so we can, you know, see where we were at.
457
00:21:48,849 --> 00:21:52,894
And I'm like, hey, if the second half
is like our first half right now, the way
458
00:21:52,894 --> 00:21:56,315
we're we're not going to make covenants,
you know, in the second half of the year.
459
00:21:56,940 --> 00:22:00,569
And so we started
to make some changes on Manning.
460
00:22:00,569 --> 00:22:04,614
We had some furloughs around the holidays,
which weren't horrible
461
00:22:04,614 --> 00:22:07,242
because some people like to have time off
if they can.
462
00:22:07,242 --> 00:22:11,413
And we, you know, city Connecticut
has a great program for unemployment. Yep.
463
00:22:11,455 --> 00:22:14,082
And so we use some of that
to our advantage.
464
00:22:14,082 --> 00:22:18,670
And, actually most New England states
have programs like that right now.
465
00:22:18,712 --> 00:22:19,338
They do.
466
00:22:19,338 --> 00:22:23,800
So if you're running into a tight spot,
you can have some state assistance
467
00:22:23,800 --> 00:22:25,010
for for Lowe's.
468
00:22:25,010 --> 00:22:27,763
And we furloughed with the with
the help of the state which was great.
469
00:22:27,763 --> 00:22:31,600
And so and then a little did we know
470
00:22:31,600 --> 00:22:36,563
but Covid hits right in the spring and
oh yeah forgot about that.
471
00:22:36,605 --> 00:22:39,816
That was 2019 going into 2020. Okay.
472
00:22:39,900 --> 00:22:43,528
So in April, you know,
we had everything shut down, right?
473
00:22:43,653 --> 00:22:46,698
So yeah, the fun
the interesting part was fast forward
474
00:22:46,698 --> 00:22:50,869
to that October
period, 4
or 5 months later, and everyone was
475
00:22:50,911 --> 00:22:54,664
we got a peep loan like everybody else
did, and our most folks did.
476
00:22:54,873 --> 00:22:59,544
And but then it was now K can you get you
know, get it fully forgiven by the SBA.
477
00:22:59,628 --> 00:23:02,839
Right. That was not sure weren't right.
478
00:23:02,839 --> 00:23:06,176
So they were they were periods of time
that you took your
479
00:23:06,218 --> 00:23:10,180
your your labor account,
you know, in October
480
00:23:10,222 --> 00:23:13,600
time frame of 2020 and had a compare it
to a look back period.
481
00:23:13,683 --> 00:23:13,975
Right.
482
00:23:13,975 --> 00:23:18,730
I look back
period was in that late 2019 period.
483
00:23:18,730 --> 00:23:21,817
And we had actually
because we had furloughed our, our,
484
00:23:21,817 --> 00:23:25,445
oh, full time equivalents were a lot lower
than they were in October.
485
00:23:25,487 --> 00:23:26,738
Oh, that makes sense.
486
00:23:26,738 --> 00:23:28,615
And so we were fully forgiven.
487
00:23:28,615 --> 00:23:29,324
I got to tell you,
488
00:23:29,324 --> 00:23:33,453
if I wasn't forecasting or we as a company
wasn't fully forecasting, you know, out
489
00:23:33,954 --> 00:23:37,332
at least to the end of the year,
seven months out at that point, roughly.
490
00:23:37,332 --> 00:23:39,167
I don't I don't think we would
491
00:23:39,167 --> 00:23:43,088
have gotten some of that loan
if not all of it for, you know, forget it.
492
00:23:43,130 --> 00:23:44,256
Yeah.
493
00:23:44,256 --> 00:23:47,634
So again, just a quick example
of how important it is to do well.
494
00:23:47,634 --> 00:23:50,720
And that's, I mean, knock on wooden table.
495
00:23:50,720 --> 00:23:56,017
That's hopefully not a specific situation
that we run into ever again,
496
00:23:56,017 --> 00:24:00,355
but we keep running into situations
that are anomalies.
497
00:24:00,397 --> 00:24:01,064
Right.
498
00:24:01,064 --> 00:24:04,693
Tariff impact and last year
tariff recovery.
499
00:24:04,693 --> 00:24:06,695
That's in question currently.
500
00:24:06,695 --> 00:24:09,448
And how do I do this.
What do I do with it.
501
00:24:09,448 --> 00:24:10,615
Does it count for 25.
502
00:24:10,615 --> 00:24:13,118
Does it count for 26.
Where do I pay taxes on it?
503
00:24:13,118 --> 00:24:14,578
Do I pay taxes on it?
504
00:24:14,578 --> 00:24:17,664
Like,
there's about a million unusual questions
505
00:24:17,664 --> 00:24:20,917
that come up in situations.
506
00:24:21,918 --> 00:24:23,336
So there's always something.
507
00:24:23,336 --> 00:24:23,712
Yeah.
508
00:24:23,712 --> 00:24:26,381
I mean, the only, you know,
consistent thing is change, right?
509
00:24:26,381 --> 00:24:27,340
So, you know,
510
00:24:27,340 --> 00:24:30,802
just try to do the best you can to, to,
to navigate that, compare for it.
511
00:24:30,844 --> 00:24:31,136
Yeah.
512
00:24:31,136 --> 00:24:32,012
So the best you can.
513
00:24:32,012 --> 00:24:34,848
But yeah
forecasting is a great tool for that.
514
00:24:34,848 --> 00:24:37,017
So you do a
you know, you can kind of anticipate
515
00:24:37,017 --> 00:24:40,228
some of the things that are happening
before you have to actually get there.
516
00:24:40,270 --> 00:24:41,563
Yeah. Yeah, absolutely.
517
00:24:41,563 --> 00:24:43,982
Well,
and there's always what you hope for.
518
00:24:43,982 --> 00:24:46,610
Right. We beat our forecast.
519
00:24:46,610 --> 00:24:50,822
Like that's that's what you want to end up
with is to have a forecast
520
00:24:50,822 --> 00:24:55,035
that's on point that you can plan to
and achieve past.
521
00:24:55,076 --> 00:24:57,496
Right. Let's have more sales than that.
522
00:24:57,496 --> 00:25:00,582
That's the problem
you want to be adjusting for.
523
00:25:01,333 --> 00:25:01,833
Right.
524
00:25:04,211 --> 00:25:07,214
So the other stuff is more realistic,
525
00:25:08,548 --> 00:25:12,511
but that's that's the one
we all strive for is to be above it.
526
00:25:12,677 --> 00:25:15,931
So forecasting. Very important.
527
00:25:15,931 --> 00:25:20,185
How does KPI drive?
528
00:25:21,186 --> 00:25:23,897
Drive our employee count?
529
00:25:23,897 --> 00:25:29,319
Like, do you use your KPI
to plan for HR to plan for
530
00:25:29,402 --> 00:25:32,781
how does how does the financial forecast
tie to functional forecast?
531
00:25:34,032 --> 00:25:34,282
Yeah.
532
00:25:34,282 --> 00:25:37,744
No, I mean, you know, if we're if,
you know, if you've got certain revenue,
533
00:25:38,119 --> 00:25:44,125
you know, goals, if you will, for both,
you know, you've got a impact,
534
00:25:44,376 --> 00:25:47,671
that growth ideally, like you said,
that's good news if you need it.
535
00:25:47,712 --> 00:25:48,672
Right.
536
00:25:48,672 --> 00:25:51,299
And you, you know, you can, surpass
537
00:25:51,299 --> 00:25:54,719
your forecast,
but it impacts the entire business, right?
538
00:25:54,719 --> 00:25:57,430
So going back to, you know,
539
00:25:57,430 --> 00:26:00,642
Manning, as you were,
as you brought up, but absolutely.
540
00:26:00,684 --> 00:26:05,730
I mean, if you're, you know, as you
as you see, as these strategic initiatives
541
00:26:06,064 --> 00:26:09,568
that you're monitoring with these KPIs
could be, you know,
542
00:26:09,859 --> 00:26:12,654
I'm going to open up a new store
and open up a new store.
543
00:26:12,654 --> 00:26:15,907
You know, our new warehouse
I'm going to take on.
544
00:26:15,949 --> 00:26:19,077
My goal was to grow my my client base
545
00:26:19,077 --> 00:26:22,080
by, you know, 4 or 500 accounts.
546
00:26:22,205 --> 00:26:24,040
Okay. That's going
to, you know, it's great.
547
00:26:24,040 --> 00:26:26,126
So you need some support?
Probably in sales, right.
548
00:26:26,126 --> 00:26:26,585
Some way.
549
00:26:26,585 --> 00:26:29,838
So you got to start looking at
and filling those roles.
550
00:26:29,838 --> 00:26:34,134
But it's the
to help you accomplish those goals.
551
00:26:34,718 --> 00:26:39,014
But yeah, definitely, you know,
as you, and, you know, people just don't
552
00:26:39,014 --> 00:26:42,392
show up today and are ready to go
sometimes there's some training involved.
553
00:26:42,392 --> 00:26:45,478
And so you want to plan around
that as well so that, you know,
554
00:26:45,478 --> 00:26:48,148
when they get out there,
there is as efficient and productive
555
00:26:48,148 --> 00:26:51,860
as you know, and, and ready to go
when those orders start coming in.
556
00:26:51,901 --> 00:26:54,946
Yeah. It's it's a balancing act, right.
557
00:26:55,113 --> 00:26:56,406
Often we see,
558
00:26:57,532 --> 00:26:59,492
owners that love their employees,
559
00:26:59,492 --> 00:27:02,954
and sometimes they keep their employees
560
00:27:03,371 --> 00:27:06,082
extra.
561
00:27:06,082 --> 00:27:06,750
Right.
562
00:27:06,750 --> 00:27:10,670
So, you know, you've hired
the replacement.
563
00:27:10,670 --> 00:27:12,130
You've trained the replacement.
564
00:27:12,130 --> 00:27:15,425
But John's not ready to go home and sit
565
00:27:15,467 --> 00:27:19,095
in front of his TV
all day or play golf all day.
566
00:27:19,262 --> 00:27:24,601
And so we end up with some extra staff
every now and then, too.
567
00:27:24,684 --> 00:27:26,519
Yeah. And and generally.
568
00:27:26,519 --> 00:27:28,813
And I've been a great, great question,
a great point.
569
00:27:28,813 --> 00:27:31,191
And I've been in those positions
and it is really tough.
570
00:27:31,191 --> 00:27:33,777
I mean, the end of the day the owner is
on the business. Right. Right.
571
00:27:33,777 --> 00:27:36,946
So we're there to support them
and be sounding boards for them. And
572
00:27:39,074 --> 00:27:41,159
and and you just yeah, you see,
573
00:27:41,159 --> 00:27:43,536
you can definitely see
a lot of that in businesses.
574
00:27:43,536 --> 00:27:46,539
And usually unfortunately,
it's a down period where the owner
575
00:27:46,539 --> 00:27:51,586
finally realizes that, yeah,
it is time to it's a good opportunity
576
00:27:51,711 --> 00:27:54,756
to have a tough conversation
with somebody.
577
00:27:55,298 --> 00:27:59,928
So yeah, having the KPIs helps
those tough conversations though.
578
00:28:00,887 --> 00:28:01,596
Absolutely.
579
00:28:01,596 --> 00:28:04,224
Right. Like,
you know exactly what you're pointing to.
580
00:28:04,224 --> 00:28:08,103
You have you have the markers,
you have the information.
581
00:28:08,269 --> 00:28:10,980
It's a lot easier to.
And the credibility. Right.
582
00:28:10,980 --> 00:28:13,149
Because you know, the owner, it
583
00:28:13,149 --> 00:28:17,195
you want them to have the credibility
and you and giving them good numbers.
584
00:28:17,237 --> 00:28:18,780
Right. Your forecasts would crisp.
585
00:28:18,780 --> 00:28:21,157
They're getting better and better
so that they can
586
00:28:21,157 --> 00:28:22,409
when they have that good conversation.
587
00:28:22,409 --> 00:28:25,453
It's not like they're not like, geez,
I hope I'm not, you know.
588
00:28:25,537 --> 00:28:28,415
Right. These are these, right? Right.
They're not right.
589
00:28:28,415 --> 00:28:29,624
You're gonna have this conversation.
590
00:28:29,624 --> 00:28:30,458
And so,
591
00:28:30,458 --> 00:28:33,837
you know, come to find out, it was wrong
and you've already let the person go
592
00:28:33,837 --> 00:28:37,590
and they're not coming back
generally like that's.
593
00:28:37,757 --> 00:28:37,966
Yeah.
594
00:28:37,966 --> 00:28:41,261
So it you know, having credibility
in your numbers is is really key.
595
00:28:41,386 --> 00:28:41,720
Yeah.
596
00:28:41,720 --> 00:28:42,846
Absolutely.
597
00:28:42,846 --> 00:28:46,099
Well, thank you so much for joining us
on Touchstone Talks.
598
00:28:46,099 --> 00:28:51,396
I have one more question for you that
I ask all of our all of our participants.
599
00:28:51,521 --> 00:28:55,775
If you are not doing fractional CFO work,
600
00:28:56,025 --> 00:28:59,946
and you had to pick a completely
different career, what would it be?
601
00:28:59,988 --> 00:29:01,448
Sports radio.
602
00:29:01,448 --> 00:29:03,700
Oh, love sports.
603
00:29:03,700 --> 00:29:06,703
I could use I could speak into this
microphone all day long.
604
00:29:06,953 --> 00:29:08,621
But, yeah, I would do that.
I think I would do that.
605
00:29:08,621 --> 00:29:10,415
Probably would get paid that well, but.
606
00:29:10,415 --> 00:29:11,040
Oh, I don't know.
607
00:29:11,040 --> 00:29:15,420
I think there are some really well
paid sports radio people that would.
608
00:29:15,503 --> 00:29:16,671
And then I'm sign me up.
609
00:29:16,671 --> 00:29:18,840
They probably have a podcast
at this point.
610
00:29:18,840 --> 00:29:20,175
Yeah. True.
611
00:29:20,175 --> 00:29:21,009
Yeah I think I love
612
00:29:21,009 --> 00:29:24,012
you know, I, I think that would be
I think that would be called work for me.
613
00:29:24,012 --> 00:29:24,971
I'd enjoy that.
614
00:29:24,971 --> 00:29:26,556
So that's okay.
615
00:29:26,556 --> 00:29:28,266
That's the whole point, right?
616
00:29:28,266 --> 00:29:31,102
Also what we want for our business
owners.
617
00:29:31,102 --> 00:29:32,520
Right. They've done this all year.
618
00:29:32,520 --> 00:29:35,023
What else do they want to do
their whole life?
619
00:29:35,023 --> 00:29:38,860
They've done,
you know, run the widget company, right?
620
00:29:39,986 --> 00:29:40,320
Yeah.
621
00:29:40,320 --> 00:29:43,698
No, I mean, it's, I think we've had
these conversations before, and,
622
00:29:44,365 --> 00:29:47,702
it's, it's it's important
when you do go to sell your business.
623
00:29:47,702 --> 00:29:48,912
And in Deborah, they,
624
00:29:48,912 --> 00:29:52,040
you know, they bring you and your team in
to help them do that.
625
00:29:52,040 --> 00:29:55,043
It's really important to have a hobby,
626
00:29:55,084 --> 00:30:00,215
that you're really ready and willing to go
do whatever that could be.
627
00:30:00,340 --> 00:30:03,593
And and it is not always a hobby.
628
00:30:03,676 --> 00:30:06,387
I went to a really interesting panel
the other day,
629
00:30:06,387 --> 00:30:09,849
and they had three business owners
presenting.
630
00:30:09,933 --> 00:30:15,647
One of them had sold his business
and he was now a priest, a priest.
631
00:30:15,688 --> 00:30:16,856
He went and.
632
00:30:16,856 --> 00:30:19,025
Yep, good for him.
633
00:30:19,025 --> 00:30:20,819
But went back to school.
634
00:30:20,819 --> 00:30:22,779
Went to seminary, the whole thing.
635
00:30:22,779 --> 00:30:25,323
The other gentleman had written
three books.
636
00:30:25,323 --> 00:30:25,990
Okay.
637
00:30:25,990 --> 00:30:29,118
And and the other gentleman
started another company.
638
00:30:29,160 --> 00:30:31,663
Yeah, yeah. And I talked to.
639
00:30:31,663 --> 00:30:35,750
I was working for a family business,
and at one point we had some,
640
00:30:36,292 --> 00:30:39,504
M&A folks come in
that were looking to buy the company, and
641
00:30:39,879 --> 00:30:43,883
they sat down and they asked the owner,
you know, what hobbies do you have?
642
00:30:43,925 --> 00:30:47,387
And he basically said,
this is my hobby, right?
643
00:30:47,720 --> 00:30:51,724
I looked at the
we might not be ready the table.
644
00:30:51,808 --> 00:30:52,392
And they were like,
645
00:30:52,392 --> 00:30:56,354
you know, if, when we hear that, we know
the deal is never going to get done.
646
00:30:56,521 --> 00:30:56,771
Yeah.
647
00:30:56,771 --> 00:30:59,983
It's not really worth our time
to get in there and for them or for us.
648
00:31:00,066 --> 00:31:01,609
Right. Cause you know. Right.
649
00:31:01,609 --> 00:31:04,153
They're just not ready at that moment
in time.
650
00:31:04,153 --> 00:31:04,904
Yeah.
651
00:31:04,904 --> 00:31:06,990
To get involved, and that's okay.
652
00:31:06,990 --> 00:31:08,283
You know, that's your business.
653
00:31:08,283 --> 00:31:10,326
You had to do with it, as you will.
654
00:31:10,326 --> 00:31:16,708
But, it's always a good thing to think
about if you can't answer the question.
655
00:31:16,708 --> 00:31:17,000
You're right.
656
00:31:17,000 --> 00:31:17,917
It's wrong.
657
00:31:17,917 --> 00:31:19,002
Right. Right.
658
00:31:19,002 --> 00:31:21,129
So great.
659
00:31:21,129 --> 00:31:23,590
Deborah, thank you for having me today.
Appreciate it.
660
00:31:23,590 --> 00:31:24,674
You're welcome.
661
00:31:24,674 --> 00:31:25,133
You're welcome.
662
00:31:25,133 --> 00:31:25,884
And to our listeners,
663
00:31:25,884 --> 00:31:30,179
if you have not like, subscribed
and follow Touchstone Talks, please do so.
664
00:31:30,263 --> 00:31:34,225
You can find us on all major podcast
links and a YouTube channel.
665
00:31:34,225 --> 00:31:37,979
And if you'd like some CFO support,
David's information
666
00:31:37,979 --> 00:31:42,525
will be at the bottom of our page
and you can contact focus CFO.
667
00:31:43,610 --> 00:31:44,402
Thank you.
668
00:31:44,402 --> 00:31:47,155
You're welcome.
669
00:31:47,155 --> 00:31:52,452
Meet. Him.
670
00:31:54,120 --> 00:31:57,123
Maybe it.
671
00:31:58,583 --> 00:32:00,043
Means we.