Episodes
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This Podcast Is Episode 600, And It's About Proven Practices To Combat Procrastination In Construction Procrastination can be a formidable foe for small business owners. With endless responsibilities, it's easy to fall into the trap of putting off important tasks for later. The fast-paced construction world can lead to missed deadlines, increased costs, and frustrated clients. Delayed decisions and unfinished tasks not only affect timelines but can also impact budgets and client satisfaction.
Here are some effective techniques tailored for construction professionals to help combat procrastination and boost productivity.
1. Eat the frog first
Have you ever heard of the saying "Eat the frog first"? It's a productivity hack inspired by Mark Twain's advice to tackle your most challenging task—the "frog"—first thing in the morning. Once that daunting task is out, everything else seems like a breeze. Studies have shown that people perform better and more efficiently in the morning, making it the perfect time to focus on demanding tasks.
Start by identifying your daily "frog" and making it your priority each morning. Feeling accomplished early in the day sets a positive tone. It can motivate you to tackle less demanding tasks without delay.
Not all tasks carry the same weight. Like the Eisenhower Matrix, this technique distinguishes between urgent and essential tasks. Focus on high-impact tasks that contribute significantly to project completion. Creating to-do lists that rank tasks can offer a clear path forward and help maintain focus.
"Eat a live frog first thing in the morning, and nothing worse will happen to you the rest of the day."
2. Break tasks into smaller stepsLarge tasks can be daunting and lead to procrastination. However, breaking them down into smaller, more manageable steps can provide relief. For instance, instead of a daunting 'launch a new marketing campaign,' start with 'research target audience' or 'draft email copy.' This approach makes tasks seem less overwhelming and gives you a sense of progress as you complete each step.
Breaking larger projects into smaller tasks with specific deadlines not only makes the workload seem less challenging to tackle but also allows for measurable progress. Use project management tools to track deadlines and milestones, keeping the team informed and motivated.
Combine this with time blocking, a powerful technique that involves dedicating specific blocks of time to particular tasks. This structured approach reduces distractions and helps maintain flow. Consider blocking out uninterrupted time for critical tasks such as planning, meetings, or site visits to keep the momentum going. Remember, every small step takes you closer to your ultimate goal.
3. Set specific deadlines
Setting a specific deadline—even for tasks without an inherent timeframe—can significantly reduce the tendency to procrastinate. This practice, based on Parkinson's Law, states that work expands to fill the time available for completion. Establishing a firm deadline creates a sense of urgency that propels you into action, putting you in control of your time. Be realistic, but also push yourself to stick to these deadlines.
Establish a routine of reviewing progress daily or weekly. This practice can keep goals in sight and allows for adjustments as needed. Reflect on accomplishments and identify areas needing more attention. Use tools like calendars or project management apps to keep track of due dates and ensure accountability.
4. Create a distraction-free workspace
A cluttered desk or constant notifications can be significant roadblocks to productivity. Designate a workspace that reduces distractions and fosters focus. This might mean tidying up your desk, using noise-canceling headphones (during desk work), or setting specific times to check emails and social media. A study in the Harvard Business Review revealed that employees working in clean environments were more productive and less susceptible to procrastination. Take control of your surroundings to create an atmosphere conducive to deep work.
The physical work environment dramatically influences productivity. Ensure that job sites and offices are organized and free of distractions. Proper tools, equipment, and resources should be readily available. A clean, organized workspace can significantly enhance focus and drive productivity.
5. Reward yourself for completing tasks
Positive reinforcement is a powerful motivator. When you complete a task—especially one you've been dreading-reward yourself. This could be a short break, a treat, or simply the satisfaction of checking it off your to-do list. By associating task completion with positive outcomes, you train your brain to view tasks as opportunities for reward rather than stress, fostering a sense of accomplishment and motivation. Over time, this can reduce procrastination and enhance productivity.
Cultivating a positive work culture can significantly impact motivation and productivity. Recognize achievements, no matter how small, to foster a sense of accomplishment among your team. Celebrate successes at various project stages to boost morale and keep everyone engaged. Consider implementing a rewards program to meet deadlines consistently.
Root causes
Sometimes, procrastination stems from deeper issues, such as fear of failure or lack of interest. Take time to identify these underlying causes within yourself or your team. Open discussions can lead to solutions that address concerns, paving the way for more proactive behavior.
As a leader, it's essential to model the behavior you want to see in your team. Show your commitment to deadlines and proactive task management. When team members see leadership prioritizing timely completion, they'll likely follow suit.
Final thoughts
The construction industry is notorious for unexpected changes. Remaining flexible in your approach allows you to adapt to new challenges without derailing your progress. Embrace changes as part of the process, recalibrating your goals and tasks as needed.
We're here to help you achieve your goals efficiently and effectively. We can assist you in leveraging construction management software to streamline processes. By automating routine operations, you free up time to focus on more critical aspects of the project.
Remember, overcoming procrastination isn't just about discipline but finding what works for you. The key is not just eliminating procrastination but also fostering a culture of accountability and efficiency. Implement these strategies today to transform how you work and succeed as a construction business owner.
About The Author:
Sharie DeHart, QPA, is the co-founder of Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations and offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 599, And It's About Mastering Leadership In Construction: From Passive To Assertive Effective leadership is crucial for project success in the dynamically challenging construction environment. A Project Manager (PM) oversees operations, guides teams through day-to-day tasks, ensures effective communication, and maintains stakeholder alignment. As many of you, our readers and clients, are both wearing two hats - PM and Owner; it's essential to understand the advantages and disadvantages of taking on both roles. As a Project Manager and a Business Owner, you deeply understand the entire process, from planning to execution. This holistic view allows for better decision-making. You have the authority to implement your vision and strategies, ensuring that quality and efficiency align with your goals. You can build long-term relationships with clients, subcontractors, and suppliers, enhancing trust and collaboration. As the owner, you can choose the projects you want to take and the direction of your business, allowing for personal and professional growth. However, balancing the responsibilities of both roles can lead to very long hours and difficulty maintaining a work-life balance. As both a PM and business owner, the weight of decisions falls on your shoulders, which can be stressful. Ownership also involves financial investment and risks, mainly if projects do not go as planned—this could include juggling resources, including labor, materials, and budgets, which can be challenging and may lead to conflicts. You may often face unexpected challenges that require immediate attention, leading to a high-pressure environment. As a business owner, you might find it hard to delegate tasks, feeling the need to oversee everything, which can lead to burnout. The key to balancing these roles is knowing your strengths and limitations. First, it is important to recognize that various leadership styles can empower PMs and Owners to adapt their approach for optimal results. Here are several essential styles of leadership to consider in Construction Project Management. 1. Autocratic Leadership Autocratic leaders make decisions independently, with little input from team members. This can benefit construction projects when quick decisions are required, such as during critical program changes or when addressing safety issues. However, while it can expedite decision-making, this style may suppress team creativity and engagement. 2. Transformational Leadership Transformational leaders inspire and motivate their teams by promoting a shared vision. In construction, where project goals often evolve, this style can be particularly effective in driving change. By empowering team members and fostering innovation, transformational leaders can cultivate a proactive environment that aligns with the project's objectives. 3. Servant Leadership This style focuses on team members' growth and well-being. Servant leaders prioritize collaboration and support to meet their team's needs. In construction, this approach enhances morale and encourages open communication, vital for troubleshooting issues and delivering projects on time. 4. Democratic Leadership Democratic leaders solicit input and collaborate with their teams on decision-making. This leadership style can enhance team cohesion and ensure all voices are heard. Engaging team members in planning and problem-solving in construction projects can lead to more innovative solutions and a stronger sense of ownership among the workforce. 5. Transactional Leadership Transactional leaders focus on clear structures and defined tasks, rewarding compliance and performance. This can be vital for maintaining schedules, budgets, and compliance with safety regulations in a construction setting. While this style ensures accountability, it may not foster creativity or long-term commitment among team members. 6. Laissez-Faire Leadership Laissez-faire leaders offer minimal direction and allow team members to make decisions. This approach can be effective in construction when managing highly skilled professionals who thrive in autonomous environments. However, clear guidelines may lead to a lack of coordination and inefficiency. 7. Situational Leadership Situational leadership requires adaptability, allowing the PM to adjust their style based on the project and team's needs. This flexibility is particularly beneficial in construction, where unforeseen challenges often arise. By assessing situational variables—such as team dynamics or project complexity—a PM can choose the most effective leadership style at any given time. Leadership styles significantly impact team dynamics, productivity, and overall business success. While you may think adapting to the situation is the best option, you need to consider this: Yes, a passive leadership style may seem non-confrontational and agreeable, but it often leads to unresolved issues, a lack of direction, and decreased morale. Transforming from a passive to an assertive leadership style can be a game-changer for your business. Understanding Passive vs. Assertive Leadership Passive leaders usually: Avoid conflict at all costs Hesitate to express opinions or make decisions Allow others to dictate terms Fail to set clear expectations and boundaries Assertive leaders usually: Communicate openly and honestly Make decisions confidently Set and enforce clear expectations Respect both your rights and those of others The Challenges of Passive Leadership Passive leaders often struggle to articulate their needs and expectations, leading to team confusion, frustration, and inefficiency. For instance, a passive leader might avoid addressing a team member's repeated tardiness, resulting in resentment among other employees who adhere to punctuality. The Benefits of Becoming Assertive Transforming into an assertive leader brings numerous advantages:
Improved Communication: Clear, direct communication reduces misunderstandings and fosters transparency. Enhanced Team Morale: Employees value fair and consistent leaders, leading to higher job satisfaction. Better Decision-Making: Assertive leaders make timely and informed decisions, driving the business forward. Increased Respect: Teams respect leaders who stand by their principles and address issues promptly. Practical Tips for Making the Shift 1. Start Small: Begin by asserting yourself in low-stakes situations. Practice expressing your opinions in meetings or setting minor boundaries. 2. Use "I" Statements: Frame your thoughts using "I" statements to take ownership of your feelings. For example, say, "I feel concerned when deadlines are missed," instead of "You always miss deadlines." 3. Try Active Listening: Listen attentively to show that you value others' input. This fosters mutual respect and opens the door for more assertive interactions. 4. Set Clear Expectations: Clearly define your team's roles, responsibilities, and expectations. This will help prevent ambiguity and ensure everyone knows what is required. 5. Seek Feedback: Ask trusted colleagues or mentors about your leadership style. Use this input to adjust and improve your assertiveness. 6. Stay Calm and Composed: Try to maintain a calm attitude, even in challenging situations. This helps keep discussions constructive and focused on solutions. 7. Learn to Say No: Say no when necessary. Respectfully declining requests that don't align with your goals ensures your resources are used effectively. Final thoughts Choosing the right leadership style as a Project Manager or a Business Owner (or both) in construction is crucial to navigating the complexities of each project. Influential leaders recognize the value of blending different styles and adapting their approach to changing circumstances. By leveraging these various leadership styles, PMs can foster a productive work environment, drive team performance, and ultimately enhance project success. The ability to inspire, engage, and direct team efforts will not only lead to the completion of projects on time and within budget but can also pave the way for sustained growth and improvement within the organization. Transitioning from a passive to an assertive leadership style is a transformative journey that requires practice and commitment. The benefits—improved communication, better decision-making, increased respect, and enhanced team morale—are worth the effort. By embracing assertiveness, you can lead your team more effectively and drive your business toward tremendous success. Do you need further guidance on developing your assertiveness? Perhaps you would like to focus more on your business and leadership journey. We are here to support you, whether you need a little or a lot of help. Contact me today.About The Author:
Sharie DeHart, QPA, is the co-founder of Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations and offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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Episodes manquant?
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This Podcast Is Episode 598, And It's About Essential Strategies For Sales Success In The Construction Business In the competitive construction world, having a strong sales strategy is essential for sustaining and growing your business. A well-defined approach can increase your project pipeline and create lasting client relationships. It will give you a framework for generating leads, closing deals, and ultimately increasing revenue through nurturing existing accounts, thought leadership, and practical pricing discussions. Here are some effective sales strategies to help construction business owners like you achieve solid sales success. 1. Understand Your Market Before you embark on any sales strategy, it's crucial to understand your target market comprehensively. Research local demographics, infrastructure needs, and industry trends. This knowledge will serve as the foundation for tailoring your offerings and marketing efforts to meet specific demands, increasing your chances of success. 2. Build a Strong Brand Presence In construction, reputation is everything. Establishing a recognizable brand that reflects your values and quality of work can significantly enhance your credibility. Invest in professional branding, including your logo, website, promotional materials, and social media presence. Your online image should portray reliability and professionalism. 3. Leverage Networking Opportunities Networking is vital in the construction industry. It's not just about meeting potential clients, suppliers, and contractors but also about building a community and fostering collaborative opportunities. This sense of connection and engagement can lead to referrals and partnerships, so follow up with contacts after initial meetings. 4. Create Value Through Education Write and share blog posts or offer free workshops or webinars that provide valuable information about your expertise. This not only positions you as an industry authority but also shows that you respect your potential clients by providing them with practical knowledge. Participate in industry events and forums to showcase your knowledge. Collaborate with other thought leaders to broaden your reach and credibility. Pro Tip: Repurpose your valuable content into different formats, such as infographics or podcasts, to reach a wider audience and cater to various preferences for consuming information. 5. Use Technology Wisely Utilize customer relationship management (CRM) software to track leads, manage client interactions, and analyze sales performance. Project management tools can help streamline operations and improve communication with clients. The more organized and efficient you are, the more your chances of closing sales improve. Remain adaptable: Stay informed about market trends and changes that could impact your business. Regularly review and assess the effectiveness of your sales strategies and be willing to pivot as needed. Encourage team input on potential improvements and innovations in your sales approach. 6. Personalized Follow-Ups After meeting a potential client or completing a project, a personalized follow-up is not just a nice gesture; it's a strategic move. Send thank-you notes, check their satisfaction, or offer additional services that complement the previous project. These personal touches can turn potential leads into loyal clients, strengthening your business relationships. Nurture existing accounts: Schedule regular check-ins with current customers to maintain relationships. Use social media to engage with customers through personal messages and content. Identify opportunities for upselling and cross-selling based on customers' past purchases. Pro Tip: Again, you can leverage CRM software to automate check-in reminders and track engagement history, ensuring no account is overlooked. 7. Develop a Referral Program Word-of-mouth is one of the most powerful sales tools in the construction industry. Offer incentives, such as discounts on future projects, to encourage satisfied clients to refer you to their friends and family. This not only rewards existing clients but also expands your customer base organically. 8. Focus on Client Service Exceptional customer service sets you apart from your competitors. Ensure your team is trained to provide a positive experience from the initial consultation to project completion. Being responsive, transparent, and attentive to client needs fosters trust and satisfaction—critical ingredients for repeat business. Craft custom pitches: Conduct thorough research to understand your prospects' unique challenges and pain points. Tailor your sales messaging to address these specific needs and solutions. Follow up with prospects to gather feedback and adjust your pitch. Pro Tip: Incorporate a discovery phase in your sales process where you actively listen to your prospects' concerns and needs. This will enable you to tailor your pitch with relevant examples that resonate with them. 9. Set Measurable Sales Goals and Be Transparent Establish clear, measurable sales goals to keep your team focused and motivated. Implement regular check-ins to assess progress and adjust your strategy as needed. This collaborative effort helps reinforce team accountability and align everyone toward a common objective. Handle pricing discussions transparently: Research and understand your audience's preferences on when to discuss pricing. Prepare clear, value-focused pricing proposals that highlight your product's or service's benefits. Keep communication open and be willing to answer any price-related concerns. Pro Tip: Use storytelling to illustrate the value of your product in real-world scenarios. This will help customers imagine the positive impact of their investment and facilitate a smoother discussion about pricing. 10. Embrace Feedback Feedback from clients is invaluable. After project completion, request input on their experience working with you. This signals your commitment to improvement and helps refine your sales approach. Clients appreciate companies that value their opinions, which can lead to repeat business and referrals. Pro Tip: Regularly seek feedback from your sales team and customers about their experiences and what they feel could be improved, ensuring that your approach remains customer-centric and responsive to their needs. FInal thoughts Implementing a solid sales strategy in your construction business requires a combination of marketing acumen, relationship-building, and a commitment to customer satisfaction. Understanding your market and leveraging technology while providing exceptional service can enhance your sales efforts and set your business up for long-term success. Your construction company can thrive in challenging market conditions with a structured approach and continuous evaluation. Following these steps will give you a robust sales strategy; after all, closing a sale means opening and building lasting relationships.
About The Author:
Sharie DeHart, QPA, is the co-founder of Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations and offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 597, And It's About Key Questions To Help Evaluate And Operate Your Construction Business External factors, such as economic changes or technological advances, can significantly impact whether a business will thrive or fail. The rise of sharing and gig economy apps is an excellent example. These apps gave consumers more affordable options for daily tasks and errands and provided individuals with a new way to earn money on their schedules. Running a business is a fascinating journey. But it's essential to thoroughly evaluate your company before moving further to ensure you're creating a sustainable and successful venture. Costs may be high, requiring careful planning. You may need to educate your customers and convince them to adapt to your business before they're ready to use it or hire you. And let's remember the competition that already exists in the market.
Competitor research is critical to evaluating your company when it's just starting out. Knowing your competitors, their operations, and their strengths and weaknesses will help you create a successful strategy.
To start with, through phone conversations or in-person chat, I usually tell our clients to consider these top five questions:
1. What are my short-term and long-term business goals?
2. How well do I understand my target market and customer needs?
3. What sets my construction company apart from competitors?
4. Am I effectively managing my financial resources and cash flow?
5. Do I have a clear marketing and branding strategy in place?
If you know the answers, the questions will not bother you.
- Randalism
In school, when you sat for an exam or a test, and you knew the material forwards and backward, it was fast and easy. The exams and tests for the classes you struggled with were the opposite. Having a Business Process Management Plan answers the questions about how to run your business because it is something you developed. Not something someone else did and handed to you.
As you build and grow your construction business, you must constantly evaluate and reflect on your progress. By investing a little effort now, you can save money, time, and heartache. Asking yourself the right questions can help you navigate challenges, make informed decisions, and set strategic goals for the future.
Here are some key questions to consider as you learn more about your construction business:
1. Financial Performance:
How is the overall financial health of the business? Are there any significant fluctuations in revenue or expenses? What is the profitability of different projects or contracts?It's important to know what resources, including financial capital, you need to start and maintain your company. It's also important to know what barriers exist. These barriers include high startup costs, tough competitors, or regulatory hurdles that may need to be overcome.
2. Operational Efficiency:
Are projects being completed on time and within budget? What is the status of current projects in terms of milestones and deadlines? Are there any recurring operational challenges or bottlenecks?Consider what systems and tools you can implement to streamline operations and improve efficiency.
3. Customer Satisfaction:
How satisfied are your clients with the quality of work and customer service? Are there any common feedback or complaints from clients? What steps are being taken to address customer concerns and improve satisfaction?Evaluate how you can foster strong relationships with clients, suppliers, and subcontractors by understanding the current market and trends and being an active listener.
4. Employee Engagement and Development:
How engaged are my employees in their work? What opportunities are available for professional development and growth? Are there any notable retention or recruitment challenges?Not everyone is an expert at everything. You have to ask yourself whether you have the right skills to launch and run the business or who you can gather around you to support you.
5. Compliance and Risk Management:
Am I up to date with relevant industry regulations and standards? What measures are in place to mitigate potential risks in projects? Are there any outstanding legal or compliance issues that need attention? How do I prioritize safety and compliance in my construction projects?Not every project is guaranteed success. There are always inherent risks involved in starting a new venture. Evaluating these risks and creating contingency plans to address them is an integral part of the evaluation process, especially ensuring that your company complies with regulations and industry standards.
Of course, measure and track the results of your journey and improvements. I do not intend to deter you with this post; my goal is to encourage you to think about what you must do to turn your company into a successful business and fill in the spots you may have missed.
Balancing various responsibilities within a limited timeframe can be challenging, and time equals money. You might be better off focusing on your skills, but hiring help under your payroll is unnecessary. You can, however, outsource tasks like:
1. Administrative
Responsibilities such as bookkeeping, invoicing, and paperwork can be overwhelming for solo business owners also focused on project management and client communication.
2. Financial Management
Many solo construction business owners require assistance with financial tasks such as budgeting, accounting, and tax preparation to ensure compliance and economic stability.
3. Time Management
Assistance with time management strategies and tools can significantly benefit solo business owners like you.
4. Legal and Compliance Matters
Understanding and adhering to complex legal and compliance requirements, including permits, licenses, and safety regulations, often requires external support to avoid potential pitfalls.
5. Marketing and Business Development
Generating leads, marketing services, and expanding the business can be daunting for construction business owners who may need guidance on effective marketing strategies and business growth opportunities.
6. Professional Development
Staying updated with industry trends, new technologies, and best practices often requires external resources and support, especially for solo contractors juggling multiple roles.
Final thoughts
Building a successful business is not a sprint; it's a marathon. By regularly reflecting on these questions and seeking answers, you can gain valuable insights into your industry, identify areas for improvement, and make well-informed decisions to drive sustainable growth. Continuous learning and self-assessment are not just tools but the cornerstones of building a successful construction business. Stay committed, stay motivated, and keep learning.
About The Author:Sharie DeHart, QPA, is the co-founder of Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations and offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 596, And It's About Overcoming Solo Contractor Challenges: How MAP Can Simplify Operations Does this sound like you? Maybe you started your company with a few friends and relatives as your earliest clients, and you thought your overhead expenses would be low since you worked out of your home. You made a decent living for yourself, hired a few sub-contractors per project, paid your suppliers, and earned a profit—at least that is what your tax preparer said. Things begin to change, and the reality of the construction industry begins to dawn on you. Those early customers who were your friends because you could get faucets, fixtures, and materials at wholesale prices now tell you they were happy with your work. They want your construction company to do all their future work (and refer you to their closest neighborhood friends) as long as your price is lower than the other bids they are getting. Yes, this kind of business builds your integrity, but at the same time, you are dirt-poor. Why? Because as a construction company owner, you now have overhead no matter what business entity you operate. It's not just office overhead; you have field overhead, too.
Office overhead includes expenses like shop rent, office rent, standard area management fees, bookkeeping, insurance audits, quarterly tax returns, office payroll, utilities, a computer, an administrative assistant, insurance, contributions, associations dues, etc. Field overhead includes tools and equipment, cell phone liability insurance, contributions, and more.
This is not even an extensive list, but you have to manage all these things simultaneously to keep your company going and your prices competitive.
Starting a construction business can be both challenging and rewarding. If you're considering venturing into this industry, whether you've just started or are just emerging, it's essential to have a strategic plan in place to manage your business effectively. Here are some key steps to help you manage your construction business successfully from the outset.
1. Develop a Solid Business Plan: Before diving into the world of construction, it's crucial to have a comprehensive business plan that outlines your goals, target market, financial projections, and marketing strategies. A well-thought-out business plan will serve as a roadmap for your company's growth and help you secure funding if needed.
2. Obtain the Necessary Licenses and Permits: Compliance with local, state, and federal regulations is vital. Make sure to obtain all the required licenses and permits to operate legally. This may include contractor licenses, building permits, and adherence to zoning regulations.
3. Build a Strong Financial Foundation: Managing the finances of your construction business is critical to its success. Set up a separate business bank account, track all expenses and income, and consider hiring a professional accountant to manage your books. Additionally, secure adequate insurance coverage to protect your business from potential risks.
4. Invest in Quality Equipment and Tools: Invest in reliable construction equipment and tools to deliver high-quality work. Whether it's heavy machinery, power tools, or safety gear, having the right equipment is essential for efficiency and safety on the job site.
5. Establish a Network of Reliable Suppliers and Subcontractors: Building solid relationships with suppliers and subcontractors is key to ensuring a smooth construction process. Look for reputable suppliers who can provide quality materials at competitive prices and subcontractors who have a track record of delivering exceptional work.
6. Focus on Safety and Compliance: Prioritize safety on your job sites by implementing proper safety protocols and providing ongoing employee training. Additionally, stay current with industry regulations and standards to ensure compliance with all safety and building codes.
7. Implement Efficient Project Management: Effective project management is crucial for delivering projects on time and within budget. Use project management software to streamline communication, track progress, and manage resources effectively.
8. Marketing and Branding: A strong brand presence is essential for attracting clients in the competitive construction industry. Invest in professional branding, create a user-friendly website, and leverage social media platforms to showcase your work and connect with potential clients.
9. Prioritize Customer Satisfaction: Building a positive reputation in the construction industry relies heavily on delivering exceptional customer service. Focus on understanding your client's needs and expectations and consistently strive to exceed them.
10. Stay Informed and Adapt: The construction industry is constantly evolving, so it's crucial to stay informed about new technologies, trends, and best practices. By adapting to market changes and continuously seeking growth and improvement opportunities, you can stay ahead of the curve and ensure the success of your business.
As the sole owner, you have the freedom to make decisions and steer the direction of your business. This sense of control and empowerment is a significant advantage, but it also means you bear the full responsibility for its success or failure.
Simply put, to navigate this path successfully, you must focus on several key areas to ensure the growth and sustainability of your construction business:
Marketing - Accounting - Production
Marketing
Building a solid network of clients, suppliers, and industry contacts is invaluable as a sole proprietor. Utilize social media, industry events, and local business networks to promote your services and build relationships within the construction community. This network can provide support, advice, and potential business opportunities, helping you navigate the challenges of running a construction business.
Consider specializing in a particular type of construction work or offering unique services that set you apart. Whether eco-friendly remodeling, custom carpentry, or historic restoration, having a niche can attract a specific clientele.
Accounting
Separating personal and business finances is essential to maintaining clarity and accuracy. Setting up a dedicated business bank account and diligently tracking all income and expenses will help you stay on top of your finances and make informed decisions.
Additionally, establishing a solid accounting system is vital. Keeping detailed records of all financial transactions, including invoices, receipts, and expenses, will not only help you maintain compliance with tax regulations but also provide valuable insights into your business's financial health.
Production
As the face of your business, delivering high-quality work and exceptional customer service will help you build a strong reputation and generate positive word-of-mouth referrals.
Stay informed about licensing, permits, and safety regulations relevant to your construction business. Remaining compliant not only ensures the smooth operation of your business but also helps you avoid potential legal issues.
Final thoughts
While you may possess exceptional skills in your craft, managing the business side of things effectively is crucial for long-term success. Investing in professional development and staying updated with industry trends and best practices is vital for long-term success. Continuing education, obtaining relevant certifications, and keeping abreast of technological advancements in the construction sector will give you a competitive edge in the market.
Success in the construction industry goes beyond technical skills. It also requires strong business acumen and a dedication to professionalism. You can build a thriving and reputable construction business with the right approach.
Remember, you don't have to go through this alone. Going solo means you do what you do best and can outsource the rest, like your bookkeeping, for instance. We look forward to hearing from you.
About The Author:Sharie DeHart, QPA, is the co-founder of Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations and offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 595, And It's About The Fraud Factor: How Outsourced Bookkeeping Can Safeguard Your Company Fraud can be a significant threat to businesses of all sizes in any industry. Construction companies are not spared and are even more vulnerable to various fraudulent activities, from bid rigging and inflated costs to payroll fraud and misuse of funds. Many small business owners have become increasingly concerned about fraud after the pandemic. According to SAP Concur (An expense management solutions company), a staggering 85% of businesses surveyed expect the risk of fraud to continue. Making matters worse, many fraudulent acts originate from within businesses themselves. What can you do as a construction business owner with three or more employees? You can start with essential internal controls that you can implement to safeguard your business: 1. Segregation of duties
A critical first step in preventing fraud is ensuring that no one individual has control over all aspects of any significant transaction. For example, the person who approves expenses should not be the same one who processes payments. Distributing tasks among multiple employees significantly reduces the chances of fraudulent activity going unchecked. This internal control is important for small businesses, where roles may overlap, making it crucial to ensure that checks and balances are in place.
2. Regular financial reconciliation
Routine reconciliation of financial statements, such as bank statements, helps identify discrepancies or unusual transactions early. Create a monthly or quarterly schedule to compare transactions in your accounting software against bank records. If you have an accountant, engage them in this process to ensure the highest level of scrutiny. Keeping a close eye on these financial statements not only helps to identify potential fraud but also aids in maintaining accurate financial records.
3. Comprehensive access controls
Restricting employee access to financial systems and sensitive data is vital for reducing fraud risk. Employees should only have access to the information and functionalities necessary for their roles. For example, HR staff should not have access to accounts payable functions. Implement multi-factor authentication (MFA) and regular password updates to bolster security further. This internal control limits potential opportunistic fraud and shows employees that the organization takes security seriously.
4. Employee training and awareness
Educating employees about fraud risks and the importance of internal controls is essential. Regular training sessions should cover how to identify and report suspicious activities. Encourage a culture of transparency and communication so employees feel comfortable voicing concerns. Consider using real-world examples pertinent to your industry to make training more relatable. This approach empowers employees to act as your first line of defense and reinforces the importance of safeguarding the organization's assets.
5. Whistleblower policy
Establishing a robust whistleblower policy encourages employees to report unethical behavior or fraudulent activities without fear of retaliation. Ensure that this policy is well-publicized and accessible to all staff. Consider offering anonymous reporting channels, such as hotlines or secure email addresses. A firm whistleblower policy enables early detection of fraud and fosters a culture of accountability and ethical behavior within the organization.
6. Comprehensive internal audits
Regular internal audits by internal staff or external auditors serve as an additional layer of scrutiny. These audits can help identify weaknesses in your internal control systems and recommend improvements. Make sure to continuously act on the recommendations in audit reports to enhance your fraud prevention strategies. Regular audits help identify vulnerabilities and demonstrate to stakeholders that the organization is committed to maintaining financial integrity.
7. Automated financial monitoring systems
Consider investing in automated financial monitoring systems that provide real-time insights into transactions and identify anomalies that may indicate fraudulent activity. These systems often use machine learning algorithms to adapt to standard transaction patterns and alert you when something seems off. For example, if an employee typically submits monthly travel expenses of around $500 and suddenly claims $5,000, the system can flag this anomaly for further investigation. Automated systems enhance fraud detection capabilities and reduce the manual workload on finance teams.
Many construction businesses outsource their accounting functions to mitigate these risks, so it makes sense to outsource these critical financial tasks to a construction bookkeeping and accounting expert.
1. Expertise and Experience: Professional bookkeeping and accounting firms are a beacon of reassurance for construction companies. By outsourcing these functions, you can tap into the expertise and experience of professionals who understand the industry's specific financial challenges and requirements.
2. Fraud Prevention and Detection: Outsourced bookkeeping and accounting services can help identify and prevent fraudulent activities within a construction business. Professional accountants have the knowledge and tools to spot irregularities, discrepancies, and red flags that may indicate potential fraud, providing an extra layer of protection for the business.
3. Cost Savings: While it may seem counterintuitive, outsourcing bookkeeping and accounting can lead to cost savings for construction companies. By engaging external experts, businesses can avoid the expenses associated with hiring and training in-house staff and the costs of maintaining accounting software and systems.
4. Focus on Core Business Activities: Outsourcing bookkeeping and accounting can liberate construction companies from financial paperwork, allowing management and staff to redirect their time and resources to core business activities. This shift in focus can enhance project management, client relationships, and business development, fostering a sense of liberation and increased productivity.
5. Compliance and Regulation: The construction industry is subject to various regulatory requirements and compliance standards, particularly in financial reporting and tax obligations. Outsourcing bookkeeping and accounting ensures businesses stay on top of these regulations, reducing the risk of non-compliance and associated penalties.
In conclusion
These internal controls will help protect your construction company against fraud and financial mismanagement. They serve as a solid foundation to build upon as your business grows and its specific needs evolve. Remember, the key to effective fraud prevention is having these controls and regularly reviewing and updating them to adapt to new risks and challenges.
Construction business fraud presents real and significant risks to industry companies. Outsourcing bookkeeping and accounting functions can provide construction businesses with the expertise, fraud prevention capabilities, cost savings, focus, and compliance support needed to safeguard your financial integrity and success. By leveraging the specialized skills of external professionals, you can better protect your construction company against fraud, instilling a sense of security and confidence in your financial operations.
About The Author:
Sharie DeHart, QPA, is the co-founder of Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations and offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 594, And It's About Crafting Your "To-Don't" List As A Construction Business Owner Your to-do list is often long and constantly growing longer when you're an entrepreneur. There are a lot of things you need to do, and it can feel like they're all urgent. In such cases, it's easy to push essential tasks to the side and focus on less vital activities, but that often means you miss deadlines, make mistakes, or always feel like you're trying to catch up. Here are some ways to determine the most productive order to complete your tasks. 1. Know all of your tasks It isn't enough to have a running list of tasks in your head; you need to write them out so you can see them at a glance. Take the time to list all your tasks, and break down large tasks into smaller steps. Write a list of the activities you must do for the week—or even the next two weeks—on Monday morning. Include information such as how urgent they are, how long they'll take to complete, and their deadlines. Now you know what you'll need to complete and when. 2. Determine what tasks are vital There are many methods for determining which tasks are the most vital. We'll go into the Eisenhower Decision Matrix and the ABCDE Method. In the Eisenhower Decision Matrix, you classify each task into one of four quadrants. These quadrants are based on whether the task is important, urgent, or neither. Tasks that are important and urgent should be done first, followed by those that are either important but not urgent or urgent but not important, and finally, those that are neither important nor urgent. If possible, delegate tasks that aren't both important and urgent to someone else. Another method is the ABCDE method, in which you assign each task on your list a letter from A through E based on its level of importance. Tasks with a level of A or B are the most important, while D and E are unnecessary. Anything from C down can likely be rescheduled or delegated to someone else. 3. Schedule your tasks Now that you know which tasks are the most important, schedule your to-do list in that order. Write yourself a daily list that puts the most critical functions at the start of your day. Don't overschedule yourself, though. After all, there's a good chance that a new, essential, and urgent activity will arise during your week, and you'll need the space in your calendar to address it. Give yourself deadlines in the day to get the work done based on a reasonable assessment of how long the activity should take you. You can also chunk your work, setting aside specific, uninterrupted periods to do focused work and then scheduling breaks around that. Ensure you turn off distractions and let your colleagues know you aren't available during those times. As a construction business owner, consider outsourcing various operations to improve efficiency and focus on core business functions. Some tasks that can be written down under your "To-Don't List" and outsourced include: 1. Accounting and Bookkeeping: Hiring a professional accounting firm can help manage your finances, provide accurate financial statements, and ensure compliance with tax regulations. 2. Project Management: Outsourcing services can help streamline construction projects, ensuring they are completed on time and within budget. 3. Marketing and Advertising: Working with a marketing agency can help promote your construction business, generate leads, and enhance your online presence. 4. IT Support: Tech services can ensure your technology infrastructure is well-maintained and secure, allowing you to focus on your construction projects. 5. Legal Services: Hiring a legal firm specializing in construction law can help protect your business and navigate complex legal matters. 6. Human Resources: They can assist with recruitment, payroll, benefits administration, and compliance with employment laws. As a short reminder that you can ponder on: To-Don't List for Construction Business Owners Don't ignore safety protocols and regulations Don't neglect regular equipment maintenance Don't overlook obtaining the necessary permits and licenses Don't avoid clear and detailed contracts for projects Don't skip regular communication with clients and employees Don't disregard the importance of staying updated on industry trends and technology Don't underestimate the importance of accurate and timely financial record-keeping Don't hesitate to seek professional advice when needed Outsourcing bookkeeping and accounting can offer significant benefits to construction contractors. Here's why it's essential to consider adding these tasks to the to-don't list: 1. Expertise and Compliance: Navigating the complexities of construction accounting requires specialized knowledge. From job costing to progress billing, having professionals who understand the industry's intricacies is invaluable. Outsourcing ensures access to experts who comply with industry-specific regulations and standards. 2. Time and Focus: Managing bookkeeping and accounting in-house demands time and attention that could be better directed toward core business activities. By outsourcing these tasks, contractors can refocus on project management, client relationships, and business growth, ultimately increasing productivity and efficiency. 3. Cost-Effectiveness: While some might perceive outsourcing as an added cost, it can be a cost-saving measure in the long run. By avoiding hiring and training in-house accounting staff and investing in accounting software and infrastructure, contractors can achieve significant cost savings by outsourcing. 4. Scalability and Flexibility: As construction businesses fluctuate with project demands and seasonal variations, the scalability and flexibility offered by outsourcing are invaluable. Whether managing peak periods or adjusting to business contractions, outsourced accounting services can adapt to the contractor's needs. 5. Reduced Errors and Risk Mitigation: Bookkeeping and accounting errors can have costly implications for construction contractors. Outsourcing to professionals reduces the risk of mistakes, ensures accurate financial records, and mitigates potential risks associated with economic mismanagement. In conclusion As construction contractors like you craft your to-do lists, you should also consider the tasks that belong on the to-don't list. Outsourcing bookkeeping and accounting offers a strategic advantage, providing access to specialized expertise, freeing up time and focus, and delivering cost-effectiveness, scalability, and risk mitigation. By recognizing the value of outsourcing in these critical areas, you can position your business for tremendous success and growth. Remember, these "to-don'ts" are as important as the "to-dos" for a successful construction company.
About The Author:
Sharie DeHart, QPA is the co-founder of Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations and offers insights on how to manage the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 593, And It's About Creating A Strong Personal Brand For Your Construction Business In today's competitive business landscape, establishing a personal brand is essential for standing out in the construction industry. Whether you're a contractor, architect, or engineer, cultivating a professional image differentiates you from competitors and fosters trust and credibility among clients and partners. The words "personal brand" are still somewhat controversial and carry an unfortunate cast of self-promotion and vanity. However, personal branding is more important than ever in the job market, and those without a clear personal brand or mission to create one are lagging behind the competition.
What is a personal brand?
How you present yourself has always been important in the workplace. In the corporate heyday, it was established that to get a good job and be considered for promotion, you had to dress, speak, and act appropriately for the company with which you were employed. Consider this the forerunner of the personal brand; now, you create an impression of yourself and your company that clients and homeowners want to hire.
Personality versus personal brand
Do not mistake your personality for what constitutes an attractive personal brand. In the age of social media, everyone is Googling prospective companies and employees, and personal information is available at their fingertips. If there are unattractive photographs of you on Facebook, personal details about your family, or complaints about your work, delete them or make them private. Now would be an excellent time to set up work-only accounts and separate your social and corporate friends lists.
Promote yourself professionally on the Internet. When creating a profile or website, what photographs are you using? What typefaces and colors do you use? What are you saying? The handwriting font may appeal to you, your favorite color may be baby pink, or that picture of you wearing a Halloween costume may show your best side, but ask yourself: would you hire you based on your tastes?
Remember, this is not about changing who you are but highlighting your best assets.
Though companies are growing ever larger, there is more competition for fewer jobs. Always look professional and remain visible within your community. You must update your brand and create an image of yourself showcasing your proficiency in your services and transferable skills and achievements.
Here are some critical strategies for creating a compelling personal brand for your construction business:
1. Define Your Unique Value Proposition
Identify what sets you apart from others in the construction industry. Consider your expertise, experience, and the specific value you bring to clients. This could be your commitment to quality, innovative design approach, or exceptional customer service. Articulating your unique value proposition forms the foundation of your brand.
2. Develop a Consistent Brand Identity
Consistency is key to building a solid personal brand. This includes everything from your visual identity (logo, color scheme, and imagery) to your communication style and how you present yourself professionally. Consistent branding helps create a strong and memorable impression on your target audience and builds trust in your expertise.
3. Showcase Your Work
One of the most powerful ways to establish your brand in the construction industry is by showcasing your work. This could be through a professional portfolio featuring completed projects, case studies, testimonials from satisfied clients, and before-and-after transformations. Highlighting your successful projects demonstrates your capabilities and the quality of your work.
4. Leverage Social Media and Online Presence
In today's digital age, an online presence is crucial for building a personal brand. Utilize social media platforms like LinkedIn, Instagram, and Facebook to share valuable content related to your expertise, such as industry insights, project updates, and client tips. Engage with your audience, participate in relevant discussions, and demonstrate your thought leadership in construction.
5. Network and Build Relationships
Networking is a powerful tool for personal branding. Attend industry events, join professional associations, and engage with other professionals in the construction sector. Building strong relationships with peers, clients, and industry influencers can significantly enhance your brand and open up new opportunities for your business.
6. Provide Exceptional Customer Service
A positive client experience is fundamental to personal branding in the construction business. Consistently delivering exceptional customer service and prioritizing client satisfaction builds a strong reputation and fosters positive word-of-mouth referrals, which are invaluable for reinforcing your brand image.
7. Emphasize Your Expertise through Thought Leadership
Share your knowledge and insights to establish yourself as a thought leader in the construction industry. This could involve writing articles for industry publications, speaking at conferences, or hosting webinars. Positioning yourself as an expert reinforces your brand and enhances your credibility.
Remember that branding is just another marketing word. You are selling yourself in the construction industry daily by making yourself available and preferable for different responsibilities and projects. Do not be afraid to ask for others' input. Ask previous project managers why they chose you for specific tasks, or ask your clients what word jumps into their minds when they hear your name. Reliability? Professionalism? Authority? Or is it something negative? Ask for honesty, and receive criticism with grace.
Final thoughts
Personal branding is a powerful tool you can use to your advantage or detriment. Use it wisely; it might be the most important thing you ever do for your career.
By implementing these strategies, construction professionals like you can effectively create a personal brand that resonates with your target audience differentiates you from competitors and ultimately contributes to the success of your business. Remember that personal branding is an ongoing process that requires consistent effort and a genuine commitment to delivering value to clients and the industry.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 592, And It's About Tips For Working With Banks And Lenders In the Construction Industry
If your company is experiencing rapid growth, you might find yourself navigating a good news/bad news situation: while your sales figures climb, managing cash flow becomes increasingly complex, pushing you to seek additional financing to meet the rising demand.
Consider this scenario: A couple wanting to sell their house expresses interest in your remodeling service, presenting an exciting opportunity that could significantly elevate your construction business.
However, they have a requirement: they want the job done in three weeks.
Now, you're caught in a challenging position. Declining could mean missing out on a lucrative partnership, yet agreeing could strain your cash reserves.
You're not alone in this struggle; many businesses face similar hurdles when scaling operations or entering new partnerships, especially when balancing cash flow and the cost of fulfilling the project on time.
To build a stronger case when approaching your financial institution for support, it's essential to understand how bankers think and what they look for in terms of business viability. A solid business plan is just the beginning; you must clearly outline your financial needs and establish a robust strategy highlighting your project's viability.
Here are some practical tips to help you prepare for that crucial conversation—and improve your chances of a successful outcome.
Understanding your financial institution
Understanding how financial institutions—such as national banks, regional banks, credit unions, and other lenders—operate is essential for enhancing your borrowing potential.
Here are some fundamental operating principles to consider:
1. The difference between being bankable and lendable.
Every entity with financial records is bankable: you can open a business account, deposit revenues, and pay bills. However, to be deemed lendable, you generally need at least three years of financial statements and tangible assets, inventory, or accounts receivable to serve as collateral.
A minimum risk rating is also required. Understanding your company's financial performance is crucial before approaching your banker for additional funding.
2. How financial institutions evaluate creditworthiness.
The approach that financial institutions take to assess creditworthiness is constantly changing. Evaluating a business often involves several decision-makers, so bankers may use a behavioral-based model to determine your credit score. This score typically merges performance metrics from businesses within your industry and assesses your business's history with the current financial institution, which includes factors such as borrowing and repayment patterns, cash cycles, and customer payment terms.
3. Banks often don't value foreign assets.
Many banks need help assigning value to overseas assets, including foreign accounts receivable. The reason for this caution is straightforward: if repayment issues arise, banks face challenges in recovering losses when collateral assets are internationally situated. This situation can lead to reduced financing possibilities and limit the size and number of contracts your business can manage simultaneously.
4. Competition for loan dollars
When you seek financing from your bank, remember that you are competing with other businesses for the same loan funds. Therefore, it's vital that you present your case clearly and persuasively. The following section outlines the essential elements you need to include.
5. Time constraints of account managers
Your financial institution's account manager likely balances a diverse portfolio of clients, each with distinct needs and business backgrounds. To ensure a successful meeting, providing a concise business plan and well-presented financial statements will significantly enhance your chances of a favorable outcome.
Essential documents to take to your lender
With an understanding of how banks operate, it's time to prepare your documentation and refine your pitch.
1. Define your request
Clarifying your financial request is crucial. Take the time to outline precisely what you need from your financial institution. Whether it's bridging the gap between supplier payments and customer receipts or funds to secure materials for a significant contract, presenting your pain points will aid your account manager in determining the appropriate financing solution—a loan or line of credit.
Keep in mind that loans provide a limited credit amount that must be repaid in full, while lines of credit offer revolving access, allowing for continuous borrowing within a predetermined limit.
2. Compile financial statements
Financial institutions generally favor established companies with a history of economic stability. Aim to have at least three years of financial statements ready to demonstrate your business's viability. If your business is newer or has unusual financial trends, be prepared to share future projections that reflect your anticipated growth. For younger businesses, pursuing financing for specific transactions can enhance your credibility.
3. Evaluate your collateral
For small business lines of credit, banks typically require $2 in collateral for every $1 financed. Understand what collateral you can offer, including capital assets, inventory, or accounts receivable.
Capital assets consist of real estate and equipment, which banks may be reluctant to accept due to liquidation challenges.
Inventory - this can be used at a discounted valuation, depending on its quality and turnover rate.
Accounts Receivable: Domestic receivables with short payment terms may be accepted, while international receivables are often unsupported.
4. Perfect your pitch
With your understanding of the bank's considerations, ensure your pitch stands out. Develop a well-prepared presentation that balances enthusiasm for your construction business with sound financial planning. Your banker will appreciate your passion, but they'll also seek reassurance that you have a strategic plan. Be ready to discuss the reasons behind your working capital need and the unique aspects of your business that set you apart.
Additionally, if you aim to enter a new market, prepare to articulate the associated risks and benefits and your long-term vision for growth.
5. Mitigate your bank's risk
To improve your chances of securing working capital, demonstrate to your bank that you understand and can mitigate their risks. They will need confidence in their ability to recover funds if repayment becomes an issue.
Following these guidelines will enhance your approach to securing financing from your financial institution, ultimately positioning your business for sustainable growth and success.
In Summary
What can you expect from us?
Banks typically require several documents from a construction business to approve a loan. These may include:
1. Profit and Loss Statement - overviews the business's profitability.
2. Balance Sheet - shows the company's assets, liabilities, and equity at a specific point in time.
3. Business Plan - details the construction company's operations, market analysis, and financial projections.
4. Tax Returns - typically, banks ask for the business's tax returns for the past few years.
5. Projected Cash Flow - provides insight into the company's ability to repay the loan.
6. Business Licenses and Permits - banks may also request documentation showing that the business operates legally.
We can help you with these standard requirements when you become a client, but remember that specific documentation needed can vary based on the bank and the loan type. It's always best to check with the lending institution to ensure all required documents are provided.
As always, I'm just a phone call away for a no-charge business consultation.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 591, And It's About Construction Business Continuity - From Labor To Legacy We often overlook the immense value that construction contractors bring to our communities. From building our homes and schools to developing infrastructure and commercial spaces, construction contractors like you play a vital role in shaping our world. Your contributions are undeniably essential, yet they often go unrecognized. This Labor Day weekend, it's time to shed light on your significant impact on our everyday lives. Construction contractors are responsible for bringing our dreams and ideas into reality. Whether it's a new residential housing development, a highway expansion project, or the construction of a commercial building, you are the driving force behind these monumental undertakings. You possess the expertise, skills, and dedication necessary to transform architectural plans into tangible structures serving our communities.
Furthermore, construction contractors are instrumental in maintaining and improving existing infrastructure. From repairing roads and bridges to renovating aging buildings, your work ensures the safety and functionality of the spaces we rely on daily. Without your commitment to upkeep and innovation, our infrastructure would deteriorate, posing risks to public safety and hindering economic growth.
Your projects generate employment opportunities for skilled laborers, engineers, architects, and other professionals. Furthermore, the construction industry stimulates economic activity by purchasing materials, equipment, and services, fostering local and national economic development.
We recognize and appreciate your dedication and hard work. Your unwavering commitment to quality, safety, and efficiency directly impacts our daily experiences. Whether building a new neighborhood park or renovating a historic landmark, your work enhances the quality of life for individuals and communities.
Successful contractors improve processes all year long.
Your construction company can benefit from an excellent system that other successful contractors use now, so there is no need to "Reinvent The Wheel." As your construction company grows and evolves, your processes can support the controlled and planned expansion.
Along with trying to keep up with your construction business, the unfortunate reality is that most business owners need to take proper holidays. This is usually because their business relies on them, and they need the support to keep the business running without them.
As a construction business owner, have you ever considered what would happen to the business if you had to take a six-month break because of a severe illness or injury?
Would the business survive? How would the bills get paid? And while it might not be nice to think about if you were to die, are you sure your business partners would give your loved ones a fair deal? For these reasons, all business owners must have a detailed succession plan. A succession plan is like a will but for a business. However, there is often a more comprehensive range of scenarios and options.
Succession planning, even when you're a sole proprietor, is critical to ensuring the continuity and legacy of your construction business. It involves identifying and developing new leaders who can take over critical roles within the company when current leaders retire, resign, or are otherwise unable to continue.
Like many others, the construction industry comprises family-owned businesses and long-standing companies with deep roots in their local communities. In such cases, succession planning is about ensuring the smooth transition of leadership and preserving the values, traditions, and reputation built over time.
Consider the potential impact of sudden leadership changes on ongoing projects and client relationships. Clients, subcontractors, and other stakeholders often develop trust and familiarity with a construction company's leaders. A sudden change in leadership without a clear succession plan can lead to uncertainty and negatively impact these vital relationships.
Here are some key steps to consider when planning for the succession of your construction business:
1. Identify Potential Successors:
Consider who could take over the business in the event of your retirement, disability, or unexpected absence. This could be a family member, a key employee, or an external party with the skills and understanding of the business operations.
2. Prepare Your Business for Transition:
Document and organize all aspects of your business, including financial records, client contracts, and operational procedures. This will help the successor understand and manage the business effectively.
3. Establish a Clear Transition Plan:
Outline a detailed plan for the transition of ownership and management. This should include timelines, responsibilities, and potential training requirements for the successor. Communicate this plan openly with all relevant parties involved.
4. Seek Professional Advice:
Consult with legal and financial advisors to ensure your succession plan complies with applicable laws and regulations. They can also help you structure the ownership transfer and minimize tax implications.
5. Consider Financial Implications:
Determine the financial value of your business and explore options for transferring ownership, such as selling the company, gifting shares to family members, or structuring a buyout agreement with the successor.
6. Communicate with Stakeholders:
Openly communicate your succession plan with family members, key employees, and other stakeholders who may be affected. Address any concerns and ensure everyone knows the business's future direction.
7. Develop a Contingency Plan:
Prepare for unforeseen events by devising a contingency plan that outlines what would happen if you could not continue running the business. This could involve appointing a temporary manager or identifying an interim solution.
8. Review and Update Regularly:
Review and update your succession plan regularly to account for changes in your business, personal circumstances, or relevant laws. Flexibility is essential in ensuring that the plan remains viable over time.
Succession planning for your construction business as a sole proprietor may seem complex, but taking proactive steps to address it can provide peace of mind and stability for your business's future.
In conclusion
Construction contractors like you play an indispensable role in our lives by shaping our physical environment, bolstering our economy, and enhancing our well-being. Your contributions are woven into the fabric of our everyday experiences, and it's essential to acknowledge and celebrate your valuable impact.
For the tireless efforts in constructing our world, we would like to help you extend, safeguard, and continue this legacy. By carefully considering the options and seeking professional advice, you can ensure a smooth transition when the time comes.
Thank you for building a better world one project at a time. Contractors like you deserve to be wealthy because you bring value to our lives.
Happy Labor Day Weekend!
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 590, And It's About Silent Success - How Active Listening Can Speak Volumes In Construction Communication is crucial in the construction industry, and active listening plays a significant role in fostering successful communication. In the bustling environment of a contracting business, the ability to actively listen can make a substantial difference in understanding client needs, ensuring project requirements are met, and ultimately delivering top-quality results. Active listening involves more than just hearing the words; it encompasses fully concentrating, understanding, responding, and remembering what is being said. For construction professionals, this skill can improve client relationships, make fewer errors, enhance teamwork, and ultimately increase project success.
Why active listening matters
Active listening is crucial for construction business owners for several reasons:
Internal Communication
When you actively listen to their ideas and concerns, you foster an environment of trust and mutual respect. This enhances employee satisfaction and reduces turnover rates, making your team more engaged and productive.
Conflict resolution: You can address and resolve conflicts more effectively by genuinely listening. Building trust: Employees who feel heard are likelier to trust their leaders and stay committed to the business. Improved morale: A culture of active listening can significantly boost team morale and engagement. Better decision-making: Understanding diverse perspectives enables more informed and balanced decisions. Increased collaboration: When everyone feels their voice matters, cooperation and teamwork improve.Listening to your team can unlock a wealth of innovative ideas. Those on the front lines often have unique insights into processes and customer needs that can drive your business forward. Encouraging an open dialogue can lead to creative solutions and new opportunities.
External Communication
Understanding Client Needs
By listening attentively to clients' ideas, concerns, and expectations, contractors can gain valuable insights to deliver results that align precisely with the client's desires, instilling confidence in client interactions.
Effective Requirements Gathering
Active listening also plays a critical role in gathering project requirements. Whether it's a renovation, new construction, or infrastructure project, carefully listening to the client's specifications, preferences, and constraints is vital for ensuring the project is executed per the client's vision.
Reducing Errors and Rework
Miscommunication and misunderstanding can lead to costly errors and rework in construction projects. By actively listening to project requirements and clarifying any uncertainties, construction professionals can significantly reduce the likelihood of mistakes, ensuring the project progresses smoothly and according to plan.
Imagine a client is frustrated because a product or service didn't meet their expectations. By actively listening to their concerns, you can resolve the issue and gain valuable insights into improving your services. This feedback loop is essential for continuous improvement and customer satisfaction.
Improved Client Relations
Actively listening to clients not only ensures project success but also strengthens client relationships. When clients feel heard and understood, it fosters trust and confidence in the construction team. This, in turn, can lead to repeat business, referrals, and positive word-of-mouth recommendations.
How to master active listening
Here are six practical steps to help you master the art of active listening in your construction business:
1. Note the unsaid
Pay attention to non-verbal cues such as body language and tone of voice. These often reveal underlying emotions and concerns that words alone may not convey. For example, if an employee seems hesitant or anxious during a discussion, it might indicate they're uncomfortable or unsure about the topic. Similarly, if a client's body language suggests frustration or disappointment, it's a sign that they may not be delighted with the project's progress.
2. Seek to understand
Approach conversations with an open mind. Ask clarifying questions and paraphrase what you've heard to ensure you understand correctly. For instance, if a team member expresses frustration with a project, ask them to elaborate on their challenges.
3. Decode
Take the time to process and interpret the information. This is what we call 'decoding '. Avoid jumping to conclusions or making snap judgments. Slow down your thinking to avoid costly mistakes or misunderstandings. This might involve discussing the issue with other team members to gain different perspectives.
4. Act
Show that you've heard and understood by taking appropriate action. This could be implementing a suggestion, addressing a concern, or simply acknowledging the person's feelings. For example, if an employee suggests a new workflow, try it and provide feedback on its effectiveness.
5. Close the loop
Follow up to ensure the issue has been resolved or the suggestion has been implemented. This reinforces that you value their input and are committed to continuous improvement. For instance, if an employee has suggested a new project management tool, follow up after a week to see how it's working for them. Regular check-ins help maintain this ongoing dialogue.
6. Create a listening culture
Foster an environment where everyone is encouraged to listen actively. Lead by example and practice listening actively to each other within your team. Reward those who demonstrate strong listening skills.
In conclusion
Active listening is a powerful tool that can positively impact every aspect of a construction business. By honing this skill, construction professionals like you can enhance client satisfaction, minimize errors, foster teamwork, and ultimately drive the success of your projects. Integrating active listening as a core practice can set your construction business apart in a competitive industry, leading to long-term success and growth.
Excellent communication skills with strong attention to detail are not just soft skills but strategic advantages that can set your small business apart. Ready to transform your construction business with the power of active listening? Start today by incorporating these steps into your daily routines, and watch as your construction business thrives.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 589, And It's About The Cash Flow Survival Guide For Your Construction Business
Avoiding cash flow crises is crucial for the success and sustainability of your construction business. Managing cash flow is vital for small business owners. Poor cash flow management can create significant challenges even if your business is profitable.
Cash is a fact; Profit is an opinion
A cash crisis can be emotionally devastating and even kill your business. If you've ever had to beg, borrow, and steal to cover tomorrow's payroll, you know what I mean.
Understanding cash flow
Cash flow refers to the money moving in and out of your business. Cash inflows come from sales, interest earned, and investments. Cash outflows cover rent, payroll, bills, and supplier payments. Positive cash flow means your inflows exceed outflows, while negative cash flow indicates more money going out than coming in.
Why cash flow matters
You might ask, "Why is cash flow so important if my business is profitable?" The answer is simple: you need sufficient cash to pay your bills, invest in growth, or keep the lights on. Understanding and managing your cash flow is essential to maintaining the health and stability of your business.
This guide will share practical tips to help you avoid a cash flow crisis and ensure your business remains financially healthy.
1. Manage your expenses
Review your expenses regularly and look for ways to cut costs. Can you negotiate better terms with suppliers? Are there subscriptions or services you no longer need? You can identify savings opportunities and reduce outflows by closely monitoring your expenses.
2. Encourage repeat business
Retaining existing customers is often cheaper and more effective than acquiring new ones. Offer loyalty programs, discounts, or incentives to encourage repeat business or word-of-mouth referrals. Happy customers are more likely to return and recommend your company to others.
3. Invoice quickly and set shorter payment terms
The sooner you invoice, the sooner you'll get paid. Implement a system to send invoices immediately after delivering goods or services. Consider setting shorter payment terms (e.g., Net ten instead of the 20th month following, or Net 30 instead of Net 60) to improve cash flow.
4. Don't accept late payments
Late payments can severely impact your cash flow. Consider offering discounts for early payments or imposing penalties for late payments. Clear communication about payment terms and consistent follow-ups can help ensure timely payments.
5. Manage your inventory
Too much inventory ties up cash unnecessarily. Implement just-in-time inventory practices to order items only when needed. Review your inventory levels and turnover rates to ensure you're not overstocking slow-moving items.
6. Cash flow forecasting
A cash flow forecast is a projection of your cash inflows and outflows over a specific period, usually 12 months. It helps you anticipate potential shortfalls and take corrective actions in advance. Regularly update your forecast to reflect changes in your business environment.
7. Build cash reserves
Having a cash reserve can help you weather unexpected expenses or downturns. Aim to save enough to cover at least three months of operating expenses. This financial cushion can provide peace of mind and stability during uncertain times.
8. Improve operational efficiencies
Look for ways to streamline your operations and reduce waste. Can you automate specific tasks? Are there more efficient methods or technologies you can adopt? Improved efficiencies can lead to cost savings and better cash flow management.
9. Explore multiple revenue streams
Diversifying your revenue streams can help level out your cash flow. If one source of income dries up, having others can keep your business afloat. Consider adding complementary products or services or exploring new markets.
10. Negotiate with suppliers
Can your suppliers offer better payment terms or discounts for bulk purchases? Building solid relationships with your suppliers can lead to better terms that improve your cash flow. Feel free to negotiate and ask for what you need.
How can we help?
1. Accurate Financial Forecasting: We can create detailed financial projections and forecasts to anticipate future cash flow needs and identify potential gaps. This will allow you to address any impending cash flow issues proactively before they arise.
2. Efficient Invoicing and Payment Collection: We can implement a systematic invoicing process to promptly bill your clients for completed work. We can also assist you with offering incentives for early payments and diligently following up on overdue invoices to maintain a steady cash flow.
3. Vendor Management: We can help you negotiate favorable payment terms with your suppliers and subcontractors to align outgoing payments with incoming receivables. By managing your payables effectively, you can optimize your cash flow and minimize strain on your finances.
4. Strict Budgeting and Cost Control: We can monitor your expenses closely and maintain a disciplined budgeting approach. We can identify areas where costs can be reduced without compromising quality or safety standards to improve your cash position.
5. Line of Credit or Emergency Fund: We can establish or maintain an emergency fund to cushion during lean periods or unexpected expenses. Access to additional funds can help bridge temporary cash flow gaps and prevent disruptions to your operations. Please note: We do not touch your money. We can only assist you in managing your finances.
6. Streamline Operations: We can identify inefficiencies in your business processes and streamline operations to optimize productivity and reduce operational costs. This can free up working capital and improve your overall cash flow position.
By proactively managing your cash flow and implementing these strategies, you can protect your construction business from potential financial crises and maintain a healthy financial position for long-term success.
Final thoughts
Effective cash flow management is critical for the success of your small business. These practical tips can avoid a cash flow crisis and ensure your construction business remains financially healthy. Remember, proactive planning can go a long way in securing your business's future.
If you need advice or further assistance, please get in touch with our team.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 588, And It's About Financial Statements Demystified: A Practical Guide For Contractors Understanding financial statements might sound daunting, but small business owners like you must stay on top of your game. Each financial report offers unique insights into your company's economic status. As a construction contractor, your financial statements provide valuable insights into your company's financial health and are essential for making informed decisions. Let's look at the critical components of financial statements and why they matter to construction contractors.
1. Balance sheet
The balance sheet is a snapshot of your company's financial position at a specific time. It includes your assets, liabilities, and equity. For construction contractors, the balance sheet reflects the value of equipment, property, other assets, any outstanding debts, and your company's net worth. Monitoring your balance sheet helps you track your company's financial stability and wealth.
Assessing net worth: By understanding your assets and liabilities, you can easily calculate your company's net worth.
Financial stability: The balance sheet helps you gauge whether your business is financially stable or if it's relying too much on borrowed funds.
Practical tip:
Regularly review your balance sheet to make informed decisions about investing and financing to foster growth. If you notice a high level of liabilities compared to assets, consider strategies to reduce debt.
2. Income statement
The income statement, also known as the profit and loss statement, provides an overview of your company's revenues, expenses, and profits over a specific period. As a contractor, your income statement reflects your revenue from completed projects and your operational costs, such as materials, labor, and overhead (LMOS). Analyzing your income statement helps you assess the profitability of your projects and identify areas where you can improve efficiency.
Operational efficiency: By reviewing your income statement, you can identify how efficiently your business operates.
Profitability: It shows your ability to generate profit by increasing revenue or reducing costs.
Practical tip:
Keep an eye on revenue and expense trends. If operating expenses are consistently rising, it may be time to reevaluate your cost management strategies.
3. Cash flow statement
The cash flow statement details how cash enters and leaves your business. It is divided into three sections—operating, investing, and financing activities—showing how well your company manages its money.
Due to the industry's cyclical nature, managing cash flow is especially critical for construction contractors. Your cash flow statement helps you monitor the timing of your receivables and payables, ensuring sufficient liquidity to cover ongoing expenses and take on new projects.
Liquidity: It helps you understand your company's ability to meet short-term obligations.
Expense management: By tracking cash flows, you can make more informed decisions about spending and saving.
Practical tip:
Pay close attention to operations cash flow. If you consistently see negative cash flow, it's a sign that you need to improve your operational efficiency or adjust pricing strategies.
4. Statement of changes in equity
This lesser-known but important report details the changes in the equity section of your balance sheet over a specific period. It includes contributions from shareholders and retained earnings.
Why it matters
Investment decisions: Helps investors understand how their investments are performing.
Retention strategy: Shows how profits are being reinvested into the business.
Practical tip:
Use this statement to communicate with potential investors. Highlight how you reinvest profits to fuel growth, showcasing your commitment to long-term success.
5. Financial ratios
Financial ratios are derived from your financial statements and provide deeper insights into your company's performance. Key ratios include profitability, liquidity, efficiency, and solvency ratios.
Quick insights: Ratios offer a quick snapshot of your business health.
Benchmarking: Compare your ratios with industry standards to see how your business stacks up.
Practical tip:
Calculate the current ratio (current assets divided by current liabilities) to assess your short-term financial health. A ratio above 1 indicates good liquidity.
6. Notes to the financial statements
These notes provide additional context, explaining the methods used in preparing the financial statements and offering detailed breakdowns of certain items.
Transparency: Enhances the transparency of your financial reporting.
Clarity: Helps stakeholders understand the numbers better, leading to more informed decisions.
Practical tip:
Ensure the notes are detailed and precise. Transparency builds trust with investors and other stakeholders, making them more likely to support your business.
Why Financial Statements Matter
Understanding how to read financial statements as a construction contractor can provide several key advantages:
Firstly, it allows you to assess the economic health of your construction business. Understanding your company's financial position enables you to make informed decisions about investments, expansion, and resource allocation.
Secondly, financial statements provide valuable insights for stakeholders, such as investors, lenders, and sureties. Maintaining accurate and transparent financial statements can enhance credibility and facilitate access to capital for future projects and growth opportunities.
Lastly, understanding your financial statements can help you identify areas for improvement and implement strategies to enhance profitability and operational efficiency. Whether reducing costs, optimizing cash flow, or diversifying your service offerings, your financial statements guide strategic planning and performance evaluation.
Remember that it can also aid in compliance and tax planning. Being aware of your financial position can help ensure that you are meeting regulatory requirements and assist you in making tax-efficient decisions.
In Conclusion
Reading and understanding financial statements is a valuable skill for construction contractors. It provides a clear picture of your business's economic standing and enables informed decision-making.
Each report offers valuable information, whether evaluating your net worth through the balance sheet, assessing profitability via the income statement, or managing liquidity with the cash flow statement.
Ready to take control of your financial health? If you need advice or assistance, contact our team. We're here to help.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 587, And It's About Fortifying Financials And The Importance Of Solid Security Measures Handling multiple projects simultaneously is a common challenge for small construction companies. While it can signify growth and success, it comes with its fair share of struggles. From resource allocation to maintaining quality and meeting deadlines, juggling several projects can be overwhelming. However, with the right strategies, it's possible to navigate these challenges successfully. Staying organized is crucial. With numerous tasks, deadlines, and client expectations, implementing efficient organizational strategies is critical to success. Create a centralized system for storing project-related information such as contracts, plans, permits, and client communication. Utilize project management software or cloud-based storage solutions to ensure easy access and seamless collaboration with your team.
Here are more detailed tips for staying organized when managing multiple projects:
1. Prioritize and Plan
It is crucial to prioritize projects based on their deadlines, importance, and resource requirements. Creating a detailed project plan for each undertaking, including task schedules, resource allocation, and deadlines, can help maintain clarity and focus.
Before starting any project, develop detailed plans outlining the scope of work, timelines, and budget. Clearly define project milestones, tasks, and responsibilities to keep everyone aligned and on track.
2. Efficient Resource Management
Resource allocation, including labor, materials, and equipment, is essential. Understanding each project's specific needs and ensuring that resources are distributed effectively can prevent bottlenecks and delays.
Implement a project management tool to track tasks, deadlines, and progress across multiple projects. Tools like Trello or as simple as a whiteboard can help you stay organized and ensure that nothing falls through the cracks.
Avoid overcommitting and assess resource availability before taking on new projects to ensure you can deliver on time and within budget.
3. Streamline Processes
Prioritize tasks based on project deadlines, client demands, and resource availability. Develop a comprehensive schedule that allocates time for each project, considering factors such as material procurement, subcontractor availability, and potential delays.
Standardizing processes and using technology to streamline project management tasks can increase efficiency. Again, project management software and tools can help track progress, manage documents, and coordinate teams across different sites.
4. Communicate Effectively
Maintain open communication with clients, subcontractors, and your internal team. Regular updates and progress reports can help everyone stay informed and aligned, reducing the risk of misunderstandings or miscommunication.
Effective communication is paramount when managing multiple projects. Regular updates, team meetings, and clear communication channels ensure everyone is aligned and aware of their responsibilities across different projects.
5. Review and Adapt
Review your organizational processes regularly and adapt based on project feedback and lessons learned. Continuous improvement is essential for refining your approach and maximizing efficiency.
Being agile and adaptable to changes is essential when managing several projects concurrently. Anticipating potential issues and having contingency plans can help you navigate unforeseen obstacles without significant disruptions.
Maintaining consistent quality across all projects is non-negotiable. Implementing robust quality control processes and regular site inspections can help uphold the company's reputation and ensure client satisfaction.
By implementing these organizational strategies, you can effectively manage and deliver multiple construction projects while maintaining high quality and client satisfaction standards.
But remember yourself and your crew. Managing multiple projects can strain the workforce. Prioritizing employee well-being, managing workloads, and providing adequate support can prevent burnout and maintain productivity.
What about the paperwork?
Contractors call us to ask about managing bookkeeping and accounting for multiple projects. Though it may seem overwhelming, it can be straightforward with the right approach:
Here are some valuable tips to help contractors effectively handle the financial aspects of their projects.
1. Utilize Project-Based Accounting Software
Investing in project-based accounting software can significantly simplify managing multiple projects. These tools allow contractors to track expenses, income, and project-specific details in one centralized system, providing a comprehensive overview of each project's financial status.
2. Establish Clear Project Budgets
By outlining each project's expected costs and revenue, contractors can better control their finances and make informed decisions throughout the project lifecycle.
3. Track Expenses Accurately
It's essential to meticulously track all project-related expenses, including material costs, labor expenses, equipment rentals, and subcontractor fees. By maintaining accurate records of expenditures, contractors can monitor project profitability and identify areas for cost optimization.
4. Separate Business and Project Finances
Contractors should maintain separate bank accounts and financial records for each project to avoid commingling funds. This separation simplifies financial reporting, ensures transparency, and minimizes the risk of errors or discrepancies in accounting records.
5. Implement Time Tracking Systems
Tracking billable hours and labor costs for each project is crucial for accurate invoicing and financial analysis. Implementing time-tracking systems allows contractors to monitor labor expenses, allocate costs to specific projects, and assess the profitability of each endeavor.
6. Regularly Reconcile Accounts
Regularly reconciling bank and credit card accounts is essential for identifying discrepancies, detecting errors, and maintaining financial accuracy. Timely reconciliation provides contractors with a clear understanding of their cash flow and helps prevent financial mismanagement.
7. Seek Professional Guidance
Contractors should consider consulting with a professional accountant or financial advisor for complex accounting tasks and tax implications associated with multiple projects. Expert guidance can ensure compliance with tax regulations, optimize financial processes, and provide valuable insights for business growth.
Unfortunately, many small construction business owners seek to keep costs low by doing everything themselves, unwittingly sabotaging their company's financial stability. If numbers aren't your strength and you would instead focus on building your business, it's time to hire a bookkeeper.
Ensure you choose a bookkeeper with experience in your industry. The nuances of bookkeeping vary from one corner of the market to another. When assessing candidates, it's essential to consider the total number of years of experience and the relevance of that experience.
We can provide you with expertise, guidance, and savings.We are experts at managing, sorting, and recording your construction business's financial transactions, whether you're working on a single project at a time or multiple job sites. We've spent time developing our skills and experience. During this time, we've also seen and resolved bookkeeping-related issues that you may encounter. Our expertise makes us efficient at managing those issues.
We can assist you with budgeting and sticking to your budget, help you develop a realistic financial plan that enables your business to grow while achieving short-term and long-term goals and save you from costly mistakes that could affect your finances.
In summary
While managing multiple construction projects presents challenges, adopting a strategic and organized approach can turn these challenges into opportunities for growth and success. Small construction companies can overcome the struggles of handling multiple projects concurrently by prioritizing planning, effective communication, efficient resource management, and a strong focus on quality.
A well-organized financial approach facilitates project success and lays the groundwork for sustainable business growth. Bookkeeping is essential to running a successful business, whether you do it yourself or hire someone. Contact us today to learn more about how we can help you.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 586, And It's About Fortifying Financials And The Importance Of Solid Security Measures The recent cyber outage is a stark reminder of digital systems' vulnerability and potential impact on businesses, including those in the construction industry. This incident offers several critical lessons for construction bookkeeping. As a contractor, your accounting and bookkeeping systems are vulnerable not only to cyber threats but also to software outages, which can compromise sensitive financial data and disrupt business operations. In this blog post, we'll explore the implications of the recent cyber outage for construction accounting and bookkeeping and provide actionable tips to strengthen your defenses.
Implications for Construction Accounting and Bookkeeping:
Data Breach Risks: Cyber attacks can lead to unauthorized access to financial data, including client information and project records. System Downtime: Cyber outages can cause accounting and bookkeeping systems to go offline, halting critical financial operations. Financial Losses: Cyber attacks can result in direct financial losses, damage to your reputation, and legal liabilities.Lessons Learned and Better Practices:
1. Data security is paramount
The cyber outage underscores the critical importance of robust data security measures. Construction companies must prioritize the security of their financial data, including sensitive client information, to prevent unauthorized access and mitigate the risk of data breaches.
2. Backup and recovery plans
Construction firms should review and enhance their data backup and recovery plans. Regular, automated backups of financial records and bookkeeping data can help ensure that critical information is not lost during a cyber incident.
3. Vigilance in Vendor Management
Construction companies rely on external vendors and software providers for bookkeeping tools and platforms. To minimize the risk of potential disruptions due to cyber incidents, construction firms must assess their vendors' security protocols and resilience.
4. Employee training and awareness
Educating employees about cybersecurity best practices and potential threats is imperative. Construction businesses should invest in training programs to enhance employee awareness and establish protocols for identifying and responding to potential cyber threats.
5. Contingency planning
Comprehensive contingency plans for potential cyber outages are essential. Construction companies should establish clear protocols for maintaining critical financial operations during a disruption, ensuring minimal impact on day-to-day business activities.
A quick recap of actionable steps:
Implement robust cybersecurity measures, including firewalls, antivirus software, and intrusion detection systems. Conduct regular software updates and backups to ensure business continuity. Train staff on cybersecurity awareness and best practices. Use secure communication channels for sensitive financial data. Consider outsourcing accounting and bookkeeping to reputable, cyber-secure providers.FEA Cybersecurity
As an accounting firm, our client's privacy and security remain our top priorities. We continually look at ways to develop and evaluate our system to prevent breaches and network holes. We utilize Secure Socket Layer encryption, which ensures that all data passed between the web server and browsers remains private and integral. There are two levels of restrictions, and a password must be entered before you can access your data file.
At Fast Easy Accounting, Cloud Security is not an option—it is a fundamental requirement. We only use Intuit-approved commercial Hosting Services. We have taken steps to select the best to ensure that your data is as secure as that found for online banking and financial institutions. Their Cloud Security rests on U.S.-based servers, backups, data centers, and technical support. Not one aspect of our Cloud security relies on outsourced services or offshore locations.
Don't assume your construction business is safe from hackers because you run a small business or don't collect payment information. There is a lot of private information available that hackers and thieves can use to make money, and companies large and small are targets. Be aware of vulnerabilities in your system and take steps to address them before it's too late.
Online data protection is critical in providing contractors with reliable and professional-grade bookkeeping services. The cost of proper bookkeeping combined with secured cyber information is priceless. Clean, up-to-date bookkeeping records, accurate financial reports, and protected data make up for a good night's sleep. After all, security comes from setting up Structures and Systems in place so your construction company will run smoothly.
Conclusion:
The recent cyber outage serves as a wake-up call for construction contractors to prioritize cybersecurity in their accounting and bookkeeping practices. By implementing robust defenses and best practices, you can protect your business from cyber threats and ensure the integrity of your financial operations.
Stay vigilant and build a more solid security for your construction business. By addressing these key lessons, construction companies can better safeguard their financial data and minimize the impact of potential cyber incidents on their operations.
As a reminder:
Speaking of technology, have you made the switch yet?
QuickBooks plans to stop selling several versions to new U.S. subscribers. The deadline to purchase new subscriptions to the listed products has been extended from July 31, 2024, to Sept. 30, 2024.
QuickBooks Desktop Pro Plus QuickBooks Desktop Premier Plus QuickBooks Desktop Mac Plus QuickBooks Desktop Enhanced PayrollWe do our best to inform you of your options based on your construction company's needs and ensure you are alerted to fundamental software changes that may affect your construction business now or in the future. Although extended, we recommend checking and upgrading immediately to avoid service disruptions and workflow interruptions. Please plan accordingly or reach out if you need help.
We are here to help you achieve your definition of success, whether you would like to outsource your bookkeeping to us, buy and use our templates, or learn to do it independently.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 584, And It's About Discovering The Importance Of A Solid Business Plan For Your Contracting Company Starting a construction business without a plan is like setting sail without a compass. While you might eventually reach your destination, the journey will likely be longer and more challenging. A well-constructed business plan is essential for guiding your business toward success. Here's why It Clarifies Your Vision A business plan helps you articulate the vision for your enterprise. It forces you to think through every aspect of your business, including what you want to achieve and how you plan to get there. This clarity is crucial for communicating your vision to potential investors, partners, and employees. It Defines Your Goals And Objectives One of the primary purposes of a business plan is to set clear, measurable goals. Whether you aim to acquire a certain number of clients, reach a specific revenue target, or open new locations, having defined goals ensures you know exactly what success looks like for your business. It Helps You Understand The Market A solid business plan includes thorough market research. Understanding your target market, competitors, and industry trends is vital for positioning your construction business effectively. This research helps you identify opportunities and threats, allowing you to make informed decisions. It Guides Your Strategy With your goals in place, a business plan outlines the strategies you will use to achieve them. This includes marketing plans, sales tactics, operational procedures, and financial strategy. Having these strategies documented ensures that everyone involved knows the steps needed to move forward. It Allocates Resources Effectively A well-thought-out business plan helps you determine how to allocate your resources—time, money, and personnel—most efficiently. By identifying priorities, you can ensure that your resources are focused on activities that drive your business toward its goals. It Monitors Progress And Facilitates Adjustments A business plan is not a static document; it should evolve as your business grows. Regularly reviewing your plan allows you to track progress against your goals and make necessary adjustments. This ongoing analysis helps you stay adaptable and responsive to market or business environment changes. It Attracts Investors And Secures Funding If you need external funding, a business plan is indispensable. Investors and lenders want to see that you have a clear vision, defined goals, and a feasible strategy for achieving them. A comprehensive business plan demonstrates your commitment and capability, making securing the financial resources you need easier. It Reduces Risks A business plan helps mitigate risks by forcing you to think through potential challenges and develop contingency plans. This proactive approach lets you anticipate obstacles and devise solutions before they become critical. Creating a small business plan as a construction contractor, whether you have employees or a one-person company, is crucial for charting a path to success. A well-thought-out plan helps you set goals, identify your target market, and establish the direction for your business. Here's a guide on creating one: 1. Let's Get Started with an Executive Summary: Kick off your plan with a quick peek into your company, its mission, and the services you offer. Share a brief overview of your target market and a summary of your financial projections. 2. Company Description - Tell Your Story: In this section, share a detailed and friendly description of your small construction business. Share your company's story, the nature of your construction services, and what makes your business unique. Also, describe your target market and discuss the specific construction needs you aim to fulfill. 3. Market Analysis - Understanding Your Playground: Determine the construction industry in your target area. Here, you can identify market trends, assess the demand for construction services, and analyze your competitors. Understanding the market dynamics will help you position your business effectively and identify growth opportunities. 4. Organization and Management - Who's Who in Your Team: In this section, outline the friendly organizational structure of your small construction business. Define key team members' roles and responsibilities and discuss your expertise and experience in the construction industry. On your own? Highlight any strategic partnerships or key contractors you plan to collaborate with or professionals you outsourced to help with administrative work and financials. 5. Services and Products - Showcasing Your Specialties: Let's detail the range of construction services and products your business offers in a friendly tone. Give importance to any unique or specialized services that set your business apart. It's essential to show your services' value to clients and how they address specific construction needs. 6. Marketing and Sales Strategy - Spreading the Word: Develop a friendly marketing and sales strategy to reach potential clients and promote your construction services. Identify your target audience, outline promotional tactics, and define your pricing strategy. Additionally, describe the sales channels and distribution methods you will use to reach your clients. 7. Financial Projections - Let's Predict the Future: Include detailed financial projections for your small construction business. This should encompass your income statement, cash flow projections, and balance sheet. Outline your funding requirements and how you plan to finance your business. 8. Risk Analysis - Preparing for the Unexpected: Evaluate potential risks and challenges your small construction business may face. Identify strategies to overcome these risks and show your readiness to tackle the obstacles in the construction industry. 9. Implementation Plan - Let's Get It Done: Set measurable milestones and key performance indicators to track your progress. Additionally, detail your operational plan, including necessary resources, equipment, and technology. 10. Appendices - Supporting Cast: Include any additional information, such as resumes of key team members, legal documents, or supporting research that strengthens your business plan. In summary A business plan is a crucial tool for any entrepreneur. It provides a clear vision, sets measurable goals, guides strategy, allocates resources, monitors progress, attracts funding, and reduces risks. By carefully considering each aspect of your business and creating a clear roadmap for success, you can position your construction company for long-term growth and success. Remember that a well-crafted business plan not only serves as a guide for your business but it communicates your vision and professionalism to potential clients and stakeholders. We are here to assist you in creating a plan that sets your business up for profit and growth. Contact us today to learn how we can support your contracting journey.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 583, And It's About Building On Solid Ground: Your Construction Bookkeeping Foundation As a construction business owner, you must stay informed about your finances and financial situation. You do this through bookkeeping, the process of recording transactions in your business. This includes transactions, credit card charges, and any other economic activity within your company. Financial management can easily be overlooked when managing projects, dealing with subcontractors, and ensuring customer satisfaction. However, neglecting proper bookkeeping can significantly impact the growth and success of your construction business.
When your construction bookkeeping is set up right
It gives you insights into your income and expenses, such as:
How much money you've made How much money needs to be paid for bills or salaries How much money should be put away for taxes or other unexpected costsBookkeeping also helps keep track of all your business transactions. A good system will serve as an audit trail showing every transaction that has taken place within your company. This includes purchases from suppliers, sales made to customers, and bills paid out by suppliers or employees (like salaries).
This information will quickly become apparent if there are any irregularities, such as missing items on purchase orders. You get transparency into your business, a way to ensure you remain compliant with laws, and valuable insights to help you make smarter decisions.
While factors such as market trends, technological advancements, and customer demands undoubtedly play a significant role in shaping your business, financial insights are an often underestimated aspect that can substantially impact growth. Understanding the intricacies of your company's financial data and leveraging this insight effectively can be a powerful tool for driving growth in your construction business.
When to hire a construction bookkeeper
There are many scenarios where hiring a bookkeeper makes sense. These depend on your construction business setup and your abilities.
You should consider hiring a bookkeeper if you have
More than one employee Multiple business locations A complex business structure - yes, like a contracting business Concerns about making errors in your books that could lead to fines or penalties Too much work to do, and bookkeeping constantly gets pushed to the side A lack of experience with bookkeeping and still determining how to go about it, so you avoid it.What a Construction Bookkeeper can provide for you
1. Expertise
Construction bookkeepers are experts at managing, sorting, and recording your business's financial transactions. They've spent time developing their skills and experience. During that time, they've also seen and resolved bookkeeping-related issues that you may come up against. Their expertise makes them more efficient at managing those issues.
Beyond that, they understand business trends and challenges others in your industry face and can help you move through those. They also know what questions to ask to help you make important decisions and can share best practices with you.
2. Guidance
Your bookkeeper not only helps you maintain accurate records but also understands your financial circumstances. They help you assess how to make critical business decisions, such as whether now is an excellent time to grow or when you should hold back. They can also identify trends in your industry and help you take advantage of those opportunities.
Finally, they can assist you with budgeting and sticking to your budget. They'll help you develop a realistic financial plan that enables your business to grow while achieving short- and long-term goals.
3. Time savings
As a business owner, you likely have many activities to focus on. In bookkeeping alone, there are numerous tasks to be responsible for, such as:
Collecting and recording transaction data Sorting receipts Classifying expenses Invoicing customers Paying vendors Managing payrollBookkeepers take on those tasks, so you don't have to. It's not just about the energy you put into them; it's about the fact that unless you're a construction bookkeeping expert, it'll likely take you longer to complete these activities than a bookkeeper. That can add up to a lot of extra hours.
Hiring a Construction Bookkeeper frees up valuable time for other activities such as marketing, perfecting your products and services, or spending time with family.
4. Money savings
There's a time cost to doing your books, but there's also a potential money cost in the form of missed opportunities. The time you spend doing your books is time you could be out creating or taking advantage of new opportunities for your business. Your bookkeeper frees you up, giving you the time and energy to identify potential opportunities. They can also advise whether you're in an excellent financial position to jump on those possibilities.
Additionally, the expertise bookkeepers bring to their activities means they're likely to prevent costly mistakes that could affect your finances.
Final thoughts
Prioritizing better bookkeeping practices is fundamental to driving growth and sustainability in your construction business. By proactively managing your company's finances, you can gain a competitive edge, mitigate risks, and position your business for long-term success in the dynamic construction industry.
Remember, the success of your construction business depends not only on the quality of your work but also on the strength of your financial foundation. Embracing better bookkeeping practices can pave the way for sustained growth and profitability in your construction enterprise.
As a reminder:
QuickBooks plans to stop selling several versions to new U.S. subscribers. The deadline to purchase new subscriptions to the listed products has been extended from July 31, 2024, to Sept. 30, 2024.
QuickBooks Desktop Pro Plus QuickBooks Desktop Premier Plus QuickBooks Desktop Mac Plus QuickBooks Desktop Enhanced PayrollWe do our best to inform you of your options based on your construction company's needs and ensure you are alerted to fundamental software changes that may affect your construction business now or in the future. Although extended, we recommend checking and upgrading immediately to avoid service disruptions and workflow interruptions. Please plan accordingly or reach out if you need help.
We are here to help you achieve your definition of success, whether you would like to outsource your bookkeeping to us, buy and use our templates, or learn to do it independently.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 582, And It's About Dealing With Toxic Construction Employees In The Job Site Running a small construction business comes with unique challenges, and dealing with toxic employees is undoubtedly one of the trickiest. A single troublesome team member can disrupt productivity, affect team morale, and ultimately harm your business's success. These individuals can create a hostile work environment, lower morale, and reduce productivity. For the construction industry, where teamwork and safety are paramount, addressing and managing toxic employees is crucial. Knowing how to handle such situations effectively can turn things around. Let's look at the types of toxic actions, how to address them, and provide practical steps to manage these challenging situations. Read on to transform your workplace or job site into a harmonious and productive environment. To effectively deal with toxic employees, it's essential first to identify poisonous behavior. This can include constant negativity, gossiping, bullying, or undermining colleagues. In the construction industry, toxic behavior can manifest as disregarding safety protocols, cutting corners, or fostering a culture of non-compliance. Understanding troublesome conduct Intentional vs. unintentional Before you can tackle the issue, it's essential to understand whether the problematic actions are intentional or a result of the other problems. Intentional bad conduct often stems from personal grievances or a desire to undermine authority. On the other hand, unintentional actions might be due to personal struggles, misunderstandings, or lack of awareness. Understanding the root cause is crucial because it determines your response strategy. For example, intentional troublemaking might require firmer actions than unintentional issues, which might be resolved with support and guidance. Early recognition Early recognition of problematic conduct can prevent it from escalating. Look for signs such as frequent conflicts with colleagues, consistent underperformance, or a noticeable dip in team morale. Address these issues promptly to avoid long-term repercussions. Impact on team dynamics Toxic conduct doesn't just affect the individual involved; it can spread like wildfire, impacting the broader team. It can lead to increased stress, reduced collaboration, and higher turnover rates. Understanding the wider impact highlights the importance of addressing the issue head-on. Tackling the problem head-on Direct approach Avoiding the problem is never a good strategy. Instead, address the issue directly with the troublesome team member. Start by scheduling a private meeting to discuss specific concerns. Be clear about the actions that need to change and provide concrete examples. Clear communication Addressing toxic behavior often starts with open communication. Construction managers and supervisors must create a work culture where employees feel safe to voice their concerns. Encouraging open communication can help identify toxic behavior early on and prevent it from escalating. Open dialogue Engage in an open dialogue where the employee can share their perspective. Understanding their viewpoint can offer insights into potential solutions. Ensure the conversation remains respectful and focused on finding a resolution. Consistent follow-through Consistency is key when managing toxic workplace conduct. After the initial discussion, follow up regularly to monitor progress. This shows the employee that you're serious about making positive changes and are there to support them through the process. Detailing specific actions Communicate the issues clearly by detailing specific actions that are problematic. Vague feedback can lead to misunderstandings and may result in something other than the desired changes. Be precise about what needs to improve and why. Impact on the team and business as a whole Explain the impact of their conduct on the team and the business as a whole. Sometimes, employees are unaware of how their actions affect others. Highlighting the broader consequences can motivate them to change. Setting expectations Set clear expectations for conduct moving forward. This includes outlining the company's values, code of conduct, and expectations for teamwork and collaboration. By clearly defining unacceptable behavior, employees are less likely to engage in toxic conduct. Outline the standards you expect and the timeline for improvement. This gives the employee a clear roadmap to follow. Providing support Sometimes, toxic behavior can stem from underlying issues such as stress, burnout, or lack of training. Providing support for employees who may be struggling and offering training programs to develop their interpersonal and communication skills can help in addressing toxic behavior. Resources and training Ensure that the employee has the necessary resources and support to improve. This could include training sessions, mentoring programs, or adjustments to their workload. Providing these tools shows your commitment to their development. Mentoring and coaching Pair the employee with a mentor or coach who can offer guidance and support. This relationship can provide valuable insights and help employees develop new skills and attitudes. Adjusting workload Sometimes, problematic conduct stems from being overwhelmed. Assess the employee's workload and make necessary adjustments to ensure they can perform at their best without undue stress. Documenting everything Keeping detailed records Maintain detailed records of all interactions and steps taken to address the issue. Documentation is crucial if further action is needed and provides a clear history of your efforts to resolve the situation. Importance of transparency Be transparent with the employee about the documentation process. This will help build trust and ensure they understand the seriousness of the situation. Preparing for future actions Detailed records can be invaluable if the conduct doesn't improve and more serious actions are required. They provide a clear trail of your efforts and the employee's responses. Being prepared for tough decisions when enough is enough! Despite your best efforts, some employees may not improve. Acknowledging when enough is enough to protect your team's well-being and your business's success is essential. Making difficult choices When toxic behavior persists despite efforts to address it, decisive action may be necessary. This can include implementing disciplinary measures, reassigning responsibilities, or, in severe cases, terminating employment. Handling these situations with professionalism, empathy, and adherence to company policies and labor laws is essential. Be prepared to make difficult decisions; while potential termination is never an easy choice, sometimes it's necessary for the greater good of the business. Protecting team well-being Your primary responsibility is to ensure a healthy and productive work environment for all employees. Protecting the team's well-being should always be a top priority. In summary Dealing with toxic employees is a challenging but essential aspect of managing a small business. You can transform your workplace into a harmonious and productive environment by understanding the types of troublesome conduct, tackling issues head-on, communicating clearly, providing support, documenting everything, and being prepared for tough decisions. Remember, the key to success lies in consistent follow-through and a commitment to fostering a positive workplace culture. Recognizing and rewarding positive contributions, fostering a sense of teamwork and camaraderie, and leading by example can all contribute to creating a healthy work environment where toxic behavior is less likely to thrive. If you need more advice or support, reach out—we're here to advocate for you. Whether you need help with construction bookkeeping or want a listening ear, I am just a phone call or email away.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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This Podcast Is Episode 581, And It's About The Importance Of Having A Contingency Plan For Construction Contractors In the construction industry, unexpected challenges can arise at any moment. Numerous factors, from material delays to unforeseen weather conditions, can disrupt project timelines and budgets. From terrorism to fire, from extreme weather or earthquakes to cyber-attacks – how would your business cope if it was affected? Would your staff know what to do? Would you be able to keep working? That's why a contingency plan is crucial for construction contractors. It is not just a precaution but a necessity. Small construction businesses need to be prepared for a range of scenarios. Your company could avoid significant setbacks or closure with a solid contingency plan.
Why contingency planning is crucial
Contingency planning involves foreseeing potential risks and developing a strategic approach to mitigate their impact. For small business owners, this means safeguarding their assets, ensuring business continuity, and protecting their staff and customers.
A well-thought-out plan can differentiate between a temporary disruption and a permanent shutdown. It helps contractors mitigate risks and minimize the impact of unexpected events on their projects.
Here are a few reasons why having a contingency plan is essential for construction contractors:
1. Risk Management: A contingency plan enables contractors to identify potential risks and develop strategies to address them. By proactively planning for various scenarios, contractors can better protect their projects from cost overruns and delays.
2. Budget Protection: Unforeseen events can quickly eat into a project's budget. A contingency plan allows contractors to set aside funds specifically for addressing unexpected expenses, ensuring that the project stays on track financially.
3. Schedule Flexibility: Delays are not uncommon in the construction industry. A contingency plan allows contractors to adapt to unexpected schedule changes without derailing the project timeline.
4. Client Confidence: Clients appreciate contractors prepared for the unexpected. Demonstrating that you have a contingency plan can instill confidence in your clients and reassure them that you can manage unforeseen challenges.
5. Competitive Advantage: Navigating unexpected obstacles efficiently sets contractors apart in a competitive industry. A well-executed contingency plan can demonstrate a contractor's professionalism and commitment to delivering results, giving them a competitive edge in the market.
Emerging issues and regulation changes
Ever-evolving regulations demand greater transparency and accountability from small businesses. This is particularly relevant in preventing and addressing financial fraud, which remains a substantial risk. The increased scrutiny from regulatory bodies means companies must have robust monitoring systems and response strategies. Failure to comply not only puts your financial standing in jeopardy but also your business's reputation.
Practical steps to develop your contingency plan
Risk assessment: Identify all potential risks that could impact your business. This includes everything from natural disasters and cyber-attacks to key personnel suddenly becoming unavailable. Rank these risks based on their likelihood and potential impact.
Document everything: Put together an operational guide for your business, outlining everything you would need to know to keep it running, such as who your suppliers are, how and when they are paid, and everything else that happens on a daily/weekly/monthly basis. As part of the same process, outline the roles and responsibilities of every senior staff member and scope out the daily and weekly tasks so a replacement could easily assume those responsibilities.
Communication plan: Develop a communication plan to keep employees informed during and after a crisis. Consider using multiple channels such as email, phone calls, and social media to reach out to employees and customers.
Develop response strategies: For each identified risk, develop a response strategy. This could involve establishing a crisis management team, setting up temporary operational sites, or creating data backup protocols. Ensure these strategies are detailed and cover all critical aspects of your business operations.
Regular review and testing: A contingency plan is only effective if it's current and functional. Review and update your plan regularly, especially after significant changes in your business environment. Conduct drills and simulations to test your team's readiness and the effectiveness of your response strategies. Your contingency plan should be a living document that evolves with your business.
Construction Client's Story (edited for brevity):
On Sunday, July 27, 2008, around 6:30 p.m., my girlfriend and I had just returned from an overnight hiking trip.
When we arrived home, we discovered that we had been robbed. We immediately called 911.
As we walked through the house, we discovered that our computer and many other valuables were gone. The computer had all the company business on it.
QuickBooks, invoices, all the subcontractors' info, and everything to keep the company books. We were at a loss for what to do. But as luck would have it, we had Randal DeHart as our accountant. He had all our info on a backup system somewhere on a huge server.
So we called Randal to let him know that we would get a new computer as soon as the insurance company paid us.
Randal called us the next day, July 28, 2008, and told us to come to his office. To our surprise, he had gone to Office Depot, purchased a new computer, loaded it with QuickBooks, and restored all our business information.
We are so appreciative that Randal had our backs. We had told him that we would pay him for the computer as soon as possible, but you know what he said,
No thanks are necessary; if we just pay forward, that's all he asked."
How's that for a Good Accountant?
Also, as a reminder that could be helpful in your planning:
QuickBooks plans to stop selling several versions to new U.S. subscribers. The deadline to purchase new subscriptions to the listed products has been extended from July 31, 2024, to Sept. 30, 2024.
QuickBooks Desktop Pro Plus QuickBooks Desktop Premier Plus QuickBooks Desktop Mac Plus QuickBooks Desktop Enhanced PayrollWe do our best to inform you of your options based on your construction company's needs and ensure you are alerted to fundamental software changes that may affect your construction business now or in the future. Although extended, we recommend checking and upgrading immediately to avoid service disruptions and workflow interruptions. Please plan accordingly or reach out if you need help.
Final thoughts
As a business owner, a lot of critical information exists only in your head. As the founder, you always know what's happening and how to do things, but what would happen if you weren't there?
Developing a contingency plan is not just good practice; it's a critical component of your business strategy. By taking proactive steps today, you can secure the future of your small business.
Plus, having a plan gives you peace of mind that everything could continue in your absence or without crucial team members. It also makes for a better-run and more organized business. Forcing yourself to have everything documented centrally builds a greater awareness of roles and responsibilities across the organization while making holidays less challenging!
We could be a part of your contingency plan; let me know how I could help with yours.
PS
We offer free resources to help you save time and money that you can download and print now.About The Author:
Sharie DeHart, QPA, co-founded Business Consulting And Accounting in Lynnwood, Washington. She is the leading expert in managing outsourced construction bookkeeping and accounting services companies and cash management accounting for small construction companies across the USA. She encourages Contractors and Construction Company Owners to stay current on their tax obligations. She offers insights on managing the remaining cash flow to operate and grow their construction company sales and profits so they can put more money in the bank. Call 1-800-361-1770 or [email protected]
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