As the deadline for ambitious agencies to enter this year’s MiAwards draws closer, MiNetwork has invited MiAwards judge and former vice president of DDB Worldwide Noel Penrose to offer some insights into how agency owners can manage for profit.
Penrose now works with many agency owners, through his own consultancy Juniper2 Advisory, to help them maximise efficiencies, build agency profit, manage agency growth and create an exit strategy.
Managing for profit is a key responsibility of a maturing agency. Profit enables important business decisions to be made with greater confidence. Profit rewards shareholders, pays for taxes, provides for investment in systems & equipment and funds new talent and resources. Profit is the demonstration of leadership's ability to manage the business effectively and defines good financial management. The following 10 elements are consistent among agencies that deliver sustained high-margin performance.
1. The Principle of Planned Profit
Every agency needs to embrace the management principle of planned profit. Profit as a goal, not a consequence. Profit is not the chance outcome of doing other things well. Profit does not just happen; profit must be anticipated and planned for. Baking profit responsibility into the DNA of your business is challenging, but once it is there, the benefits are strong.
2. Accountability, ownership and responsibility for profit
The profit imperative has to be relevant to all senior staff and client directors should be accountable for profit delivery on client work as well as quality and service levels. Responsibility for profit delivery should not rest solely with a small team of CEO and CFO.
3. Setting Goals & Benchmarking
What can be measured can be managed and you should find ways to benchmark your financial and operating performance and evaluate and compare key metrics against the competition. Dashboards are valuable tools to help recognise soft areas that require attention and provide important early-warning signals of potential future profit pressure.
4. Managing, tracking & reporting new business
The lifeblood of growth requires a structured approach to identifying new opportunities and winning them over as clients. Qualification criteria to screen unsuitable leads can save wasted investment and a strategy for both new client potential and existing client development from both inbound and outbound perspectives is essential. Tracking and reporting new business performance to identify trends, set targets and measure achievement is also key. What you do, how you do it and how you measure results are the core elements of a strong new business infrastructure.
5. Forecasting revenue with confidence
Developing a reliable and customised tracker tool to predict with high confidence the probable revenue you will generate and recognise in the short-term, medium-term and over the course of the year is critical to maintaining a strong margin. Early warning of weakness in revenue confidence can enable decisions to be made more quickly and prompt changes in direction (stimulate the need for marketing, develop incentives to convert prospects, review the cost base).
6. Aligning your bill rates to your business model
Pricing is a challenging area for all agencies, but those who set their bill rates based on their own cost of servicing the work rather than basing pricing on competitor rates or market sensitivities are able to make conscious decisions to offer pricing concessions with full knowledge and awareness of the financial impact on profit. My recommendation is for agencies to have three rate levels; standard rate, preferred rate for clients who give something significant in return and blended rate that reflects the average cost per hour / day for the agency overall.
7. Managing time as a resource
The major area for measurement and analysis is Payroll. What percentage of Gross Profit is spent on employing your entire workforce? How much of the working hours capacity available within the business is actually spent on client-related activity? How much of that client-related activity is actually billed? How much of the time worked on client business is classified as over-servicing? What is the value of client time that the agency has written off in a year? Why does all of this happen, and how can it be better controlled? Agencies who understand this fare much better!
8. Client profitability analysis
Understanding where you make (and lose) money, and on which client relationships, is essential. A simple Value of Time analysis should be completed as a minimum comparing the fee against the standard value of time spent on the work to identify realisation gains or losses for each client. The whole client portfolio may take on a completely different perspective when you realise which clients are draining agency resources and profitability; and should impact how you service the business.
9. Recognising your Star Performers
Categorising your talent base into those who are coasters, those who are drivers and those who are solid citizens is important for many reasons; to ensure you identify, recognise, reward and retain your star performers and identify for development those coasters who need to be retrained, refocused, re-directed. 80% of your cost base is represented by your employees. How will you ensure the investment in salaries, rewards, bonus and other compensation is made in the right way and in the right areas?
10. Unity and Clarity
Agencies that share their plans, goals, objectives and performance achievement with their staff manage to get everyone facing the same direction at the same time. Agencies that communicate performance are able to engage the whole organisation in the challenges of growth and profitable performance, and find ways of sharing success with the teams.
All MiNetwork members get TWO FREE ENTRIES to MiAwards and the deadline for entry into his year's MiAwards is Friday 13th September. The gala dinner takes place in Manchester on Thursday 14th November. For more details on MiAwards, categories and how to enter please visit the website www.miawards.me or contact Nikki Gillies on 0141 559 6076 or by email.