Implementing Business Process Improvements For Finance Departments

Current economic times demand that organizations and small businesses achieve more with less. The concept of business process improvement (BPI) has evolved into an operational strategy that can no longer afford to be overlooked as "optional". In order to remain competitive, a company's internal functions must be reengineered and reassessed to become more efficient. Business owners must evaluate and search for efficiency in their processes, systems and organizational structure. This type of evaluation needs to occur at the departmental level, as well as the overall business level. Within Finance departments, BPI should be assessed in five key areas.

Optimizing Cash Flow - Predictability of cash flow is critical for a small to mid-sized business. Regulating accounts payables and receivables directly impacts cash flow. Anything that is paper driven or a manual process should be evaluated for business process improvement. This avoids inconsistency of processing and allows functions to be performed at the same time each month or via a similar practice.

Improvement in Reporting - Accounting systems should provide reports that reveal key operating information which is pertinent to a specific business or industry. Systems must evolve from just reporting to adding value. They must provide information that enhances accuracy and understanding of information, as well as allow business owners to derive key pieces of operating intelligence about their business. Systems that can offer customized reports which generate key pieces of integral data should be considered in order to reduce "data crunching" thereby replacing it with usable data for analysis.

Budgeting and Forecasting - Access to reliable and timely data is critical to budgeting and forecasting, and accurate budgeting and forecasting is critical to the success of a small to mid-sized business. This process needs to be streamlined and performed on a regular basis. As with optimizing cash flow, this process should be evaluated for automating tasks, such as manual data entry, wherever possible.

Developing and Adhering to Cost Controls - Fluctuations and even small variations in costs can produce vast implications on budgets and cash flow for small to midsized companies. Creating cost controls is a process improvement from which every business can benefit. These controls ensure an alignment between costs and budget and work diligently to mitigate the occurrence of extreme corrective budgeting actions.

Organizational Structure - Personnel functions should be evaluated to ensure that expertise is appropriately leveraged and that manpower is deployed as needed. This may require business owners to reconsider their organizational structure in terms of cross functional teams as opposed to a hierarchical structure, or vice versa.

As a small business owner or entrepreneur, evaluating these five areas of BPI within a finance department allows your business to function more productively. We are currently offering a free analysis of your business processes and accounting system. If you would like to discuss BPI within your finance department and learn more on how Analytix Solutions can help move your business forward, please call me directly at 781.503.9004 or email me at sales@aixsol.com

Satish Patel, CPA
President, Analytix Solutions
Satish Patel, Founder-CEO of Analytix Solutions, has more than two decades of experience as a CPA. He has also advised small and mid-sized businesses on diverse matters such as valuation, accounting, and finance. His experience extends to raising capital and arranging for finance from angel investors.

Ready, Set, Launch! Checklist for Starting Your Own Business

After months or years of deliberating an idea, you have determined that it is worth pursuing. You are resolved to launch your own business and bring that idea to life. Before taking the plunge, review this short checklist below to ensure sure you have evaluated some key areas.

Understand The Industry You Are Entering

Ideally, you should assess this prior to launching your business. Research the industry well, including current market trends and competitors. Identify your target audience and market demand. This will assist you in gauging the profitability of the venture before you "jump into it". Determine if there's a niche area you can carve out for your business. Understand competitive dynamics you may encounter and how you will confront them.

This will also impact any type of required licensing- Federal, State, or Local. Regulations and permits also vary depending on the industry to which they are applicable.

Draft A Budget

The rule when drafting the initial budget is "Keep it tight". Remember, you don't need a large sum of money to begin. If you think you will start your business only after receiving that large capital investment, then you are incorrect. You need tons of enthusiasm to get your plans off the ground, but you don't need tons of cash. You can start on a small budget with a bit of smart planning.

For example, you don't need to invest initially in expensive infrastructure. Instead, start with a judicious mix of hard work and tapping into facilities that offer shared services or scalable resources. These types of partnerships can be extraordinarily beneficial in assisting to establish your business on solid footing. A good shared service provider will not simply take over your projects. They will also provide you with high quality deliverables which will help you win over and retain clients.

Arrange Financing

After drafting a budget, you need to arrange for financing. Determine whether applying for a business loan is the best approach. The US Small Business Administration can help facilitate the loan process for you. Additionally, the government offers financial support to aid small businesses. Investigate different options and your eligibility for assistance before applying for a loan.

Determine A Legal Structure

Research and determine how you will register your entity- sole proprietorship, partnership, or corporation. Remember, your tax structure is dependent upon the legal structure you select. There are several categories of taxes, including income, excise, employer, and self employment tax. Before you launch your business, make certain you understand the short and long term ramifications of the selected legal structure.

Plan Well- Create A Detailed Business Plan Before You Start

Prepare a business plan inclusive of the items discussed above - the nature of the business, the operational details, competitive analysis, and financing options. A business plan should also contain detailed financial information and projections, including loan information, profit and loss forecasts, etc. Ideally, these financial details should be organized by time period, such as on a monthly or quarterly basis.

Your business plan should also list the documents required to establish your business. Supporting documents can include tax papers, legal documents, licenses, etc. Having these important documents readily at hand will save you time and reduce potential headaches when you finally launch.

Satish Patel, CPA
President, Analytix Solutions
Satish Patel, Founder-CEO of Analytix Solutions, has more than two decades of experience as a CPA. He has also advised small and mid-sized businesses on diverse matters such as valuation, accounting, and finance. His experience extends to raising capital and arranging for finance from angel investors.

Take Your Small Business to the Next Level

You seized the opportunity to start a new venture, dedicated yourself to making it work, and now you're the owner of a successful, small business. But how do you break through that glass ceiling? Here are some suggestions which will help propel your small business to the next level.

Reassess Business Plans
Take a closer look at your business plan. Are you dealing with products or services that require expansion or diversification? It is not unusual to become somewhat complacent once your business is running smoothly and profitably. Checking-in with current customers regarding your products or distribution channel can often provide a fresh perspective and insight into changes that may be required. Perhaps you may need to expand your customer base or introduce new products or services. New offerings frequently add value and promote increased sales.

Leverage Customer Input
Survey your customers regarding quality of services or simply ask for their feedback. This is an excellent way of tapping into changing market dynamics, as well. When you connect with your customers, you discover more about their changing needs and gain publicity that is more valuable than that gained from conventional promotional and advertising efforts. Additionally, customer input can assist you in determining whether or not your business is equipped to manage increased demand in products or services.

Modify your operations
Depending on how much you wish to grow; you may want to expand your operations. If you have a small core team, consider hiring additional resources or investing in technology that will allow you to manage increased business. If you determine that you need a specific, significant function, you may want to outsource it entirely. Outsourcing often provides a cost effective solution to managing non-core functions so that you can focus on areas that require your attention, such as strategy development, marketing plans or budgeting.

Incorporate emerging technologies
Leverage the Internet for promotion and advertising, instead of relying on conventional print and electronic media. Evaluate your target audience and the mediums they most likely use. Consider using social media platforms such as Facebook, Linked In, and blogs. Keep your communication messages targeted and make certain your content is relevant to your audience, as well as the social media platform you are using. If you're addressing a younger audience, craft your content accordingly.

Satish Patel, CPA
President, Analytix Solutions
Satish Patel, Founder-CEO of Analytix Solutions, has more than two decades of experience as a CPA. He has also advised small and mid-sized businesses on diverse matters such as valuation, accounting, and finance. His experience extends to raising capital and arranging for finance from angel investors.