Using Your Business Plan Monitor and guide the growth of your business

Using Your Business Plan Monitor and guide the growth of your business more effectively

Learning Objectives At the end of this module, you will be able to: – Use your Business Plan as a blueprint to manage your business. – Identify factors that may impede your success. – Use your Business Plan to interpret actual results against your baseline. Using Your Business Plan 2

About FDIC Small Business Resource Effort The Federal Deposit Insurance Corporation (“FDIC”) recognizes the important contributions made by small, veteran, and minority and women-owned businesses to our economy. For that reason, we strive to provide small businesses with opportunities to contract with the FDIC. In furtherance of this goal, the FDIC has initiated the FDIC Small Business Resource Effort to assist the small vendors that provide products, services, and solutions to the FDIC. The objective of the Small Business Resource Effort is to provide information and the tools small vendors need to become better positioned to compete for contracts and subcontracts at the FDIC. To achieve this objective, the Small Business Resource Effort references outside resources critical for qualified vendors, leverages technology to provide education according to perceived needs, and offers connectivity through resourcing, accessibility, counseling, coaching, and guidance where applicable. This product was developed by the FDIC Office of Minority and Women Inclusion (OMWI). OMWI has responsibility for oversight of the Small Business Resource Effort. Using Your Business Plan 3

Executive Summary A Business Plan can help you monitor your performance and spot disaster before it occurs. A Business Plan is not a stagnant document; it is an evolving guide that you should refer to throughout the life of your business. By comparing plan projections with actual results, you can understand the business pressure points and the operational components that most affect results. Using Your Business Plan 4

Monitoring Business Activity Monitoring business activity as compared with the road map outlined in your Business Plan leads to better understanding of performance and provides a foundation for improvement. Monitor your business activity by: – – – – – Ensuring that you have the right systems. Ensuring that you establish and apply the appropriate metrics. Ensuring that you gather the correct information and feedback data. Ensuring that information and feedback data is accurate and timely. Ensuring that information and feedback data is usable and has value. Using Your Business Plan 5

Keeping Records Keeping records is important when planning and maintaining a business. Your Business Plan can serve as a framework for record keeping in the following areas: – Sales and Marketing Track customer purchases and location. Track advertising and promotional leads. Track business trends. – Operations Track utilization. Track product development and service delivery times. – Human Capital Track productivity. Track accession and retention. – Finance Track monthly/ annual costs. Track margins and other ratios. Using Your Business Plan 6

Watching for Warning Signs Carefully compare projections in the Business Plan with actual results when you see warning signs. These steps will help in this process: – Spot trouble early. Watch for commoditization of your product or services, and/or declining sales, margins, or profits. – Understand pressure points. Look for rising fixed costs, hiring talented resources, and partnering for growth. – Update your plan. Check assumptions, validate numbers, and recalculate projections. Using Your Business Plan 7

Using Business Ratios (Slide 1 of 2) A Business Ratio takes a single number from your financial statements and compares it with other figures. The ratio allows you to view a single number in the context of the whole picture. – For example, your income statement may show a net profit of 50,000—which sounds quite good. – A business ratio will look at your profit in the context of whether you needed 250,000 or 1,000,000 in sales to make that 50,000 profit. – This ratio of profit to sales give you a more realistic picture against which to evaluate that 50,000 net profit. Using Your Business Plan 8

Using Business Ratios (Slide 2 of 2) Compare changes in your business ratios from period to period, or with other similar businesses, to determine areas for improving your performance or avoiding developing problems. Compile data from a number of sources, including trade or business associations and organizations. Research or utilize professionals (accountants, bankers, university professors, etc.) to determine how your business compares to similar ones in your particular market. The ratios fall into four categories: 1. 2. 3. 4. Liquidity Efficiency Profitability Solvency Using Your Business Plan 9

Business Ratio 1: Liquidity Liquidity ratios are sometimes called working capital ratios. Liquidity ratios are commonly reviewed by banks in evaluating a loan application. Most importantly, banks are interested in: – Current Ratio. The ratio between all current assets and all current liabilities. – Quick Ratio. The ratio between all assets quickly convertible into cash and all current liabilities. Once you obtain the loan, your lender may also require that you continue to maintain a certain minimum ratio, as part of the loan agreement. Using Your Business Plan 10

Business Ratio 2: Efficiency Efficiency ratios demonstrate how efficiently your business uses its assets and where improvements can be made. The following are commonly used efficiency ratios: – Days in Receivables. The average number of days to collect your accounts receivable. – Days in Inventory. The average number of days to sell your inventory. – Inventory Turnover. The number of times inventory turns during the year. – Sales to Total Assets. How efficiently your business generates sales on each dollar of assets. – Days in Accounts Payable. The average length of time your trade payables are outstanding before they are paid. – Accounts Payable Turnover. The number of times trade payables turn uring the year. Using Your Business Plan 11

Business Ratio 3: Profitability Profitability ratios show how profitable your business is and indicate changes in profit performance. Profitability ratios demonstrate the performance and growth potential of your business, especially for investors. The following are commonly used profitability ratios: Return on Equity: Determines the rate of return on your investment in the business. Net Profit Margin: Shows how much profit comes from every dollar of sales. COGS to Sales: Shows percentage of sales that pay for direct sales expenses. Return on Assets: Measures how effectively assets are used to generate a return. Gross Profit Margin: Indicates how much profit is earned on your products without considering selling and administration costs. SG&A to Sales: Shows percentage of selling, general, and administrative costs to sales. Sales Growth: Shows percentage of change ( /-) in sales between two time periods. Using Your Business Plan 12

Business Ratio 4: Solvency Solvency ratios help you measure the degree of financial risk that your business faces. Financial risk, in this context, means the extent to which you have debt obligations that must be met, regardless of your cash flow. By using these ratios, you can assess your level of debt and decide whether this level is appropriate for your company’s sustainability. The following are commonly used solvency ratios: – Debt to Equity. Shows the ratio between capital invested by the owners and the funds provided by lenders. – Debt to Assets. Measures the percentage of business assets financed by debt. – Debt Coverage. Indicates how well your cash flow covers debt and your business’s capacity to take on additional debt. – Interest Coverage. Shows the ratio of your operating income and interest expense to demonstrate your ability to make interest payments. Using Your Business Plan 13

What Can Happen? To effectively utilize Business Plan, monitor: – When things go according to plan. – When things go better than planned. – When things go wrong. When you are running your own business, pay attention to: – Burn rate: How much money you are burning per unit time. – Fume rate: When will you run out of money. – Hit rate: Rate at which you convert proposals to contracts. Using Your Business Plan 14

When Things Go According to Plan Your performance measurement system generates data that shows if you are meeting the goals and objectives in your Business Plan. You should: – Extend your planning horizon. Firm up the numbers for periods beyond the initial planning window. Fine tune the plan to get a better picture of where you're heading. Keep the plan current. – Look for ways to improve on what you've done. Build a track record of success. Think about opportunity to expand, refine, and innovate. Consider the long-term future of your business. – Consider what you will have if your business stays on track for the next five years. Using Your Business Plan 15

When Things Go Better Than Planned Feel great when you succeed better than you had planned. Success means two additional jobs for you: 1. Examine your original assumptions and projections, and find out why your business is doing better than expected. 2. Assess the impact this success has had on your business by considering these issues: Can you meet the demand and maintain service levels? Does the better-than-expected business require that you adjust your marketing plan by changing your price structure, your promotional or advertising plans, or sales force? Are there new opportunities open to you that were not available before? Using Your Business Plan 16

When Things Go Wrong Despite your best efforts, sometimes your business does not go the way you expected. At this point, review your Business Plan: – Review the contingencies in your Business Plan. They should have identified and evaluated the factors likely to have a negative impact on your business. – Unless something new and unexpected has arisen, you already have potentially identified the problem. – Use the Business Plan to assess the adverse results and determine the best way to respond. Using Your Business Plan 17

When Should You Update Your Business Plan? Always. Update your Business Plan whenever you have a change— progressive or disruptive. Update: – When you lose a long standing customer or acquire a new customer unexpectedly. – When you acquire new skills, technology or partner-up or divest. – When you market to a new geography or demographic. – When you add new management or additional funding requirements. Make minor, as well as major, changes to your Business Plan. Remember that all Business Plans are forward looking; so there are inherent risks of incorrect assumptions. Using Your Business Plan 18

Key Takeaways from This Module Monitoring business activity helps you identify early signs of progress or distress. Putting the right systems in place allows you to monitor the right things at the right time. Regularly monitoring business ratios will inform you if things are going according to plan, going better, or going wrong. Continually updating your Business Plan helps you better develop and adjust your expectations and projections. Don’t leave your Business Plan on the shelf - use it, monitor it, and keep it current. Using Your Business Plan 19

Sources and Citations Small Business Administration, Business Planning, Developing a Business Plan Entrepreneur.com, Small Business Encyclopedia, Business Plans AllBusiness, A D&B Company, Ten Reasons Why You Need a Business Plan Small Business Notes, Small Business Administration Business Plan Outline Shirleen Glasin, ProSidian Consulting, Using Your Business Plan Business Owners Toolkit, Total Know-How for Small Businesses About.com, Small Business Information, Critical Steps to Writing a Business Plan Using Your Business Plan 20