Thursday, February 3, 2011

Leveraging Your Business Asset Through Ratio Management

Below is an excerpt from my upcoming third book My Happy Assets - Taking the Last Steps to Financial Independence.

If you like what you read, check out my first book, My Happy Assets at http://www.myhappyassets.com/ only $3.99 and the complete second book, Small Business Coffee Hour, Three Essential Ingredients for a Successful Business at http://www.smallbizcoffee.com/, only $3.99. Happy Reading!

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“It’s important to understand John that if you are going to truly step outside your business and work on the business instead of so much in the business, then you need to get some leverage in your management. That leverage, in addition to the ability to read and interpret your financial statements, comes from management through financial ratios.”

Ratio analysis is useful to compare year-to-year performance and to compare across industries. There are four main categories of financial ratios:

1. Liquidity

2. Asset management

3. Profitability

4. Leverage

Liquidity Ratios

Current Ratio = Current Assets / Current Liabilities

Quick Ratio = (Cash + Receivables) / Current Liabilities

Asset Management Ratios

Inventory Turn = Cost of Goods Sold / Inventory

Asset Turn Ratio = Annual Sales / Assets

Receivable Days = (Receivables x 365) / Annual Sales

Profitability Ratios

Return on Assets = Net Income / Total Assets

Return on Equity = Net Income / Shareholder’s Equity

Return on Sales = Net Income / Net Sales

Gross Margin = (Net Sales – Cost of Goods Sold) / Net Sales

Leverage Ratios

Debt to Equity = (Current + Long Term Debt)/ Shareholders’ Equity

Debt Ratio = (Current + Long Term Debt) / Total Assets

Wednesday, February 2, 2011

Building the SOP - Standard Operating Procedure


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Along with your mission statement, vision and goals, an org chart will help solidify the core structure in your business, forming interchangeable parts and accountability standards that can be replicated.

1. Write out all the tasks that must be completed in your business.

2. Write out new tasks that are being done but need to be.

3. Assign a key attribute to each one (example: administrative or marketing)

4. Based on the attribute, group the tasks into roles.

5. Assign roles to individuals – task them with documenting the steps to complete the job.

6. Review the steps for each job, look for efficiencies and change as needed.

7. Compile roles, tasks and steps in separate role manuals.

8. Establish position contracts with each person in your business, (Guidelines, Resources, Desired Results, Accountability, Consequences)

9. Review Desired Results and Accountability in weekly/bi-weekly team meetings.

Examples:

Tasks

Key Attribute

Filing

Admin

Answer Phone

Admin

Run Errands

Admin

Maintain Social Media Tools

Marketing

Make Cold Calls

Marketing

Roles

Assignments

Admin

John

Marketing

John

Task Details

Efficient Steps

Answer Phone

1. Provide coverage during business hours – forward to phone 2 on breaks

2. Answer with greeting “xyz … have you heard about our special?”

3. If Info Request, redirect to website. If person needs consulting, schedule in using shared calendar.


Position Contract Example

John

Guidelines - Follow company rules and guidelines. .. The guidelines include consistency - we want a professional, consistent delivery to our services. Remember part of system building is delivering consistently time and time again.

Resources - include the boss when available along with other staff members as well as technology and research resources.

Desired Results – (these would be specific to the role)

Role – Admin

1. Part of our customer surveying will include a question regarding phone response and service. We are shooting for an average 8/10 positive rating on this response.

2. We must maintain organized files – we will audit once every quarter for organization.

3. We will also gauge the “streamlined” element of our services … thus we will also ask the customer if they had a streamlined, hassle-free experience. Again, we are looking for a metric of 8/10 positive response rate.

Role – Marketing

1. We are seeking to maximize our social media marketing tools – shooting for 100 leads a month with a 5% conversion rate.

2. We want to make a consistent branding effort – thus we are seeking a consistent, quality posting on each of our social media tools at least once a week.

Accountability - you grade yourself. At our meetings tell me how you are doing to these desired results, show me the work, etc. Benchmark your results - answer the questions - have the clients answer: Was our financial work of exceptional quality and professional? Do you feel our services are consistent? Look at the metrics and records – do they match with expectations – are we beating goals, are the books in good shape.

Consequences – Positive consequences – raises, promotions, time off, team events. Negative consequences – demotions, pay decrease, etc.

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The above excerpt is from my upcoming third book My Happy Assets - Taking the Last Steps to Financial Independence.

If you like what you read, check out my first book, My Happy Assets at http://www.myhappyassets.com/only $3.99 and the complete second book, Small Business Coffee Hour, Three Essential Ingredients for a Successful Business at http://www.smallbizcoffee.com/, only $3.99. Happy Reading!

Tuesday, February 1, 2011

Would Warren Buffett Buy Your Business?

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“John, I don’t think most people view their business in terms of an investment. They view their business in terms of providing a job for themselves. I would ask, what is your rate of return and how much do you have in assets and equity?”

If you invest $100,000 in a stock and it goes up to $120,000, you have $120,000 in assets. If it goes down to $80,000, you have $80,000 in assets. If you start a business, let’s say a retail store, purchase a building for $50,000, spend $30,000 on improvements and labor and allocate $20,000 to working capital, what does your balance sheet look like? If the building holds its purchase price market value, then it will be worth at least $50,000. The improvements may add value to the investment. For argument’s sake, let’s say the improvements add $15,000 of value to the building (remember, you paid for improvement and the contractor labor. The money used for labor disappears as an expense.) Let’s assume also that you still hold the working capital money as cash. Your balance sheet will be as follows:

Assets: $85,000

Liabilities: $0 (you put in all cash)

Equity: $85,000

“You can see John, that in the above simple example that you lost $15,000 because it disappeared through the renovation labor.

“Now, your hope is that you built an earnings generating business and thus have added value in that respect as well. Now the question is, how much do the earnings add to the business? Well, let me tell you how Warren Buffett would value the business. Let me use a simple example.

“If Warren believes that the business can consistently generate earnings of $10,000 a year for the next 10 years, he asks himself, how much is a future $100,000 worth today? He might use a discount rate of 10%, punch in a future value of $100,000 on a handy business financial calculator, use 10 for the number of years, and again 10% for the interest rate and calculate the present value. In this case, if you expect to earn a rate of return of 10% on a business that earns $10,000 a year that you expect can continue to earn at this rate for 10 years, a fair price to pay for the business will be $36,941.”

You can see that this analysis at its core, relies on the predictability of earnings. Thus the need to identify a business with a consumer monopoly or toll bridge.

The whole purpose of this exercise is to view your business as Warren Buffett would view it:

He looks for consistent, steady, growing earnings year after year (this would be your profit on your profit and loss, look at a 10 year period.)

He looks to see that the business can reinvest these earnings into the business and continue to compound a high return on equity.

In general a company that is able to compound earnings, has low capital expenditures – they don’t have to reinvest yearly to update or fix machinery, plant or equipment – and they generally have low R and D costs.

Again, he asks himself, how much am I willing to pay for this business by taking the yearly earnings, multiplying by 10 years and then discounting this back to present day by a rate of return, say of 15%.

Warren also looks for low long term debt (Debt divided by Equity should be 33% or less).

He also looks for low yearly investments in capital expenditures( You don’t have to reinvest yearly to update or fix machinery, plant or equipment, otherwise you might be a commodity type business)

A consumer monopoly business will have relatively high gross margins and net margins.

“In addition John, I always calculate my cash on cash rate of return in any investment. If I have to put $100,000 into an investment and it generates $20,000 a year in earnings, then my rate of return is 20%. For your business, this would be your yearly earnings divided by how much equity you have in the business. The question is, is it enough? If you can get 30% in another investment, does 20% cut it?

“Warren is looking for a “Coke” or a “Fruit of the Loom.” In analyzing your own business, you must always ask yourself, am I the “Coke” brand of my market? To answer this question, ask yourself, ‘If I had one million dollars, and the brightest business minds in my area, could I take down my own business?’ The answer may be very revealing as to certain weaknesses in your business model but also, if you answer no, you can’t take me down, then you may have a consumer monopoly that Warren would be interested in buying.”


Building a Small Business That Warren Buffett Would Love,available atAmazon.comorBarnesandNoble.com.
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