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The Resilient Entrepreneur: Strategies for Embracing Uncertainty in Your Small Business

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In the ever-changing landscape of entrepreneurship, uncertainty is the only constant. As a small business owner, how can you survive and thrive in the face of unpredictable challenges? In a recent episode of “Build to Enough,” host Keila Hill-Trawick dives deep into the strategies and mindsets necessary for navigating uncertainty as a small business owner. From her accountant expertise and experience working with diverse clients, Keila shares invaluable insights on proactive preparation, adaptation, and leveraging external support.

The Importance of Proactive Financial Preparation

Small businesses face a myriad of uncertainties, each with its unique challenges. As Keila points out, “When we’re talking about uncertainty for small businesses, it can mean a variety of things, from economic downturns or changes in the economy that affect both you as a small business owner or your particular industry, to market volatility and other external factors like local changes or a pandemic.” Recognizing and anticipating these various types of uncertainty is the first step in developing a resilient business strategy.

One critical component of navigating uncertainty is proactive financial preparation. Keila emphasizes the importance of maintaining a 3-6 month expense cushion and accurate bookkeeping. “You want to make sure that you have a savings account that will cover you when and if there are any changes to your business income.” By taking these proactive measures, small business owners can create a financial safety net that allows them to weather unexpected challenges and maintain stability during times of uncertainty.

Strategic Adaptation: Staying Agile in the Face of Change

In addition to financial preparation, strategic adaptation is critical to building resilience as a small business owner. Keila stresses the importance of periodically reassessing services, target clients, and pricing to ensure value provision and adaptability:

“When we get into business, it can be easy to think we can set it and forget it… But the landscape is constantly changing,” Keila advises. “The ideas about what is good, right, and valuable for the people we serve are constantly in flux, and we can’t always keep up with all those changes. But what we can do is make a commitment to say at various points throughout the year, ‘I will check in and make sure that one, what I’m doing is what I want to be doing; two, that I’m serving the right clients within those services; and three, that I am pricing myself in a way that reflects the value that I am providing.’”

Keila shares an example of clients in the diversity and inclusion training industry who had to pivot when corporate priorities shifted. She explains that when D&I was a booming area, many of her clients in that industry were making significant profits. Corporations were investing in D&I initiatives and hiring trainers at competitive rates to come in and work with their companies.

However, this trend did not continue indefinitely. Keila notes that, perhaps unsurprisingly, many companies eventually slashed their D&I budgets or decided it was no longer a top priority. As a result, D&I trainers who had previously been thriving in this space would have lost money if they had not adapted their strategies.

This example highlights the importance of strategic adaptation in the face of changing market conditions and client priorities. It demonstrates how small businesses and entrepreneurs must remain agile and responsive to shifts in demand, even in areas that were once highly profitable. Small business owners can increase their resilience and ability to navigate uncertainty in their respective industries by being prepared to pivot their offerings or target new markets when necessary.

Leveraging External Support and Expertise

Navigating uncertainty doesn’t have to be a solo journey. Keila emphasizes seeking guidance from industry professionals, peers, and mentors when facing unpredictable challenges. She says, “Finding experts that know more than you, or just have access to resources that you might not have access to, is really a good way to prepare yourself against those uncertain times that are going to show up for you.”

Moreover, being part of a supportive community where members can offer mutual support during challenging times can be invaluable. Small business owners can gain new perspectives, insights, and strategies for navigating uncertainty by tapping into collective wisdom and resources.

Embracing Uncertainty as a Natural Part of Business

Ultimately, uncertainty is an inevitable part of the entrepreneurial journey. As Keila reminds us, “At the end of the day, uncertainty is a natural part of business. None of us know what’s going to happen, and our best-laid plans go to crap all the time because you just don’t know what’s going to happen around you.” 

Rather than avoiding uncertainty altogether, small business owners must embrace it as a natural part of the process and focus on developing the resilience and adaptability necessary to thrive in the face of change.

Tune in to “Build to Enough” to Learn More

Navigating uncertainty as a small business owner requires a multifaceted approach that includes proactive preparation, strategic adaptation, and leveraging external support. By developing financial stability, staying agile in the face of change, and tapping into the wisdom and resources of a supportive community, entrepreneurs can build the resilience necessary to survive and thrive in unpredictable challenges.

Tune in to this episode of “Build to Enough” to learn more about navigating uncertainty as a small business owner and discover practical strategies for proactive preparation, adaptation, and leveraging external support. With the right mindset and tools, you can build a meaningful and sustainable business that weathers any storm.

The Whistleblower’s Dilemma: Exposing the Truth in the Face of Adversity

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Whistleblowers play a crucial role in maintaining the integrity of financial markets. By exposing fraudulent practices and other misconduct, these brave individuals help protect investors, employees, and the public from the devastating consequences of corporate wrongdoing. However, as recent high-profile cases have shown, whistleblowers often face significant challenges and obstacles in their pursuit of justice.

One such case is that of Tony Menendez, a former employee of Halliburton who blew the whistle on the company’s improper revenue recognition practices. In a recent episode of the “Oh My Fraud” podcast, Menendez shared his experience and the lessons he learned from his ordeal.

High-profile whistleblower cases like Menendez’s reveal common challenges faced by those who speak out against wrongdoing in the accounting industry. These cases emphasize the need for stronger protections and more effective enforcement of existing laws to maintain public trust and ensure market integrity.

Notable Whistleblower Cases in the Accounting Industry

Menendez’s story began in 2005 when he joined Halliburton as a technical accounting expert. He soon discovered that the company was using “bill and hold” transactions to recognize revenue prematurely. Despite raising concerns with his superiors, Menendez was met with resistance and was told to stop looking into the issue.

“I drafted a memo saying, ‘Here’s what we’re doing, and this is what we should be doing.’ We spent months because we had to get this right,” Menendez recalled. “At this time, I also established a relationship with the auditor on the account, and I brought it to his attention. He’s like, ‘Yeah, this is a big freaking deal. This is how they recognize revenue all across the globe.'”

Menendez’s experience is not unique. Other high-profile whistleblower cases in the accounting industry, such as the Enron scandal and the WorldCom scandal, have exposed similar patterns of misconduct and retaliation against those who spoke out.

In the Enron case, Sherron Watkins, a vice president at the company, warned CEO Kenneth Lay about accounting irregularities. In the WorldCom case, internal auditor Cynthia Cooper uncovered billions of dollars in fraudulent accounting entries.

These cases had a profound impact on public perception of the accounting profession, eroding trust in the industry and increasing skepticism towards financial reporting.

Common Obstacles Faced by Whistleblowers

Whistleblowers in the accounting industry often face significant obstacles, including retaliation from their employers. In Menendez’s case, he experienced isolation and loss of job responsibilities after raising concerns about Halliburton’s accounting practices.

“My job was working with the auditors every day. That was my job and everybody else’s,” Menendez said. “All of a sudden, the auditors basically flat out told the company they would not communicate with me in any way. They would not attend any meetings if I was going to be in the meeting.”

The fear of losing one’s job or facing legal action is a common deterrent for potential whistleblowers. Additionally, a lack of support from regulatory bodies can make it even more challenging for whistleblowers to come forward.

In Menendez’s case, the Securities and Exchange Commission (SEC) failed to investigate his claims against Halliburton thoroughly. “The SEC just abdicated the responsibility,” Menendez said. “They didn’t do an investigation. They just turned around and said, ‘Hey, Halliburton, investigate yourself.'”

The role of political influence in deterring proper investigations cannot be overlooked. As Menendez’s attorney told him, “As long as Dick Cheney’s the vice president of the United States, there’s no way in hell they’re going to touch this case.”

Whistleblowing can also take a significant emotional and personal toll. The stress and anxiety of speaking out against one’s employer can impact personal relationships and mental health.

The Importance of Maintaining Market Integrity 

Maintaining market integrity is essential for the health of the global economy. Accurate financial reporting is crucial for maintaining investor confidence, and CPAs play a vital role in upholding ethical standards and reporting wrongdoing.

The consequences of failing to address improper accounting practices can be severe, including potential widespread economic damage and further erosion of public trust in the accounting profession.

Proposed Solutions to Improve Whistleblower Protections

Several solutions have been proposed to address the challenges faced by whistleblowers in the accounting industry. These include strengthening legal protections for whistleblowers, such as enhancing provisions of the Sarbanes-Oxley Act and increasing penalties for companies that retaliate against whistleblowers.

Improving enforcement of existing laws is also critical. This can be achieved by encouraging proactive investigations by regulatory bodies and allocating more resources to the SEC for whistleblower investigations.

Creating a supportive culture within the accounting profession is another key component of protecting whistleblowers. This involves encouraging open communication and reporting of unethical behavior, as well as providing resources and support for whistleblowers within the industry.

For More, Listen to Oh My Fraud

Whistleblowers play a crucial role in maintaining market integrity, but they often face significant challenges and obstacles. High-profile cases like Tony Menendez’s experience at Halliburton reveal the common challenges faced by whistleblowers in the accounting industry and emphasize the need for stronger protections and more effective enforcement of laws.

As CPAs, we are responsible for advocating for whistleblower protection within our organizations and supporting industry-wide efforts to improve whistleblower laws and regulations.

To learn more about Tony Menendez’s experience and the lessons it holds for the accounting profession, I encourage you to listen to the full “Oh My Fraud” podcast episode. His story serves as a powerful reminder of the importance of speaking out against wrongdoing and the need for robust whistleblower protections in our industry.

The Team of Three: How DBA’s Unique Structure Weathered an Unexpected Resignation

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Imagine receiving an email from a team member resigning effective immediately. How would your business cope with such an unexpected challenge?

In a recent episode of “Who’s Really the Boss,” Rachel and Marcus Dillon, the owners of DBA, a leading accounting firm, shared their experience of dealing with a team member’s abrupt resignation and the lessons they learned about building a resilient and adaptable team structure.

The Unexpected Resignation

Rachel and Marcus were caught off guard when they received an email from a team member resigning effective immediately, a first in DBA’s 13-year history.

“Any time you get a notice, like resigning effective immediately, you need to think, ‘Okay, something extreme has happened.’ And as a leader, can you do anything to help?” Rachel recalled.

This experience highlighted the importance of having a team structure that can handle unexpected turnover and the need for clear communication and swift action in such situations.

DBA’s Team of Three Model

One of the key factors that helped DBA navigate this challenge was its unique team structure, consisting of a Client Service Manager, Client Controller, and Client CFO.

Marcus explained, “So with that team of three model, there is always overlap. And that’s why we designed it that way. It’s very unlikely that all three people would leave the team at one time. If two people leave the team at one time, that’s drastic.” This model provides built-in redundancy and ensures smooth service delivery, even in the face of unexpected turnover.

The team of three model allowed DBA to redistribute responsibilities and maintain uninterrupted client service quickly. The Client Controller and Client CFO stepped up to initially cover the departing team member’s duties while the company searched for a replacement. This seamless transition demonstrated the resilience and adaptability of DBA’s team structure.

Capacity Planning and Lessons Learned

Proper capacity planning is another crucial aspect of building a resilient and adaptable team. Rachel and Marcus emphasized the importance of maintaining excess capacity to handle unexpected situations and opportunities.

“We’ve learned it the hard way. Whenever you burn out team members – and thankfully, some of those team members that burned out, they’ve stayed on the team. We’ve restructured their role. We restructured their client list to make it more appropriate for balance,” Marcus shared.

Overworking team members can lead to burnout and turnover, undermining the team’s resilience and adaptability. DBA learned this lesson and made conscious efforts to ensure their team members have a healthy work-life balance. They have removed blocks of annual tax clients and avoided filling up the team’s capacity with seasonal work, prioritizing long-term sustainability over short-term profits.

Navigating the Transition

When faced with the unexpected resignation, DBA took immediate action to ensure a smooth transition. They notified the leadership team, reassigned clients and responsibilities, and communicated with affected clients. The company’s well-defined offboarding and onboarding processes were crucial in navigating this challenge.

DBA’s offboarding process involved disconnecting the departing team member’s access to various systems, reassigning email and communication channels, and ensuring a seamless transition for clients. The company’s onboarding process, which includes training new team members on client-specific information and gradually introducing them to clients, allowed for a smooth integration of the replacement team member.

Having a pipeline of candidates and a structured hiring process also contributed to DBA’s ability to fill the vacancy quickly. Within two weeks of the resignation, the company had identified and onboarded a new Client Service Manager, minimizing disruption to client service.

The Importance of a Resilient and Adaptable Team

DBA’s experience highlights the importance of building a resilient and adaptable team structure in today’s fast-paced business environment. Handling unexpected challenges, such as a team member’s abrupt resignation, is crucial for maintaining client trust and ensuring long-term success and sustainability.

A well-designed team model, like DBA’s team of three, provides built-in redundancy and ensures smooth service delivery. Proper capacity planning and a focus on employee well-being contribute to the team’s resilience and adaptability. Well-defined processes for handling transitions, both offboarding and onboarding, allow businesses to navigate challenges smoothly and maintain client confidence.

Building a resilient and adaptable team requires a proactive approach and a commitment to continuous improvement. By learning from experiences like DBA’s unexpected turnover challenge, business owners can develop strategies to strengthen their teams and prepare for the unexpected.

Listen to the full episode of “Who’s Really the Boss” to learn more about how Rachel and Marcus Dillon, with the help of their team, navigated this challenge and the valuable lessons they learned along the way.

Mastering QuickBooks Lists: Tips from the Unofficial QuickBooks Accountants Podcast

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If you’re a QuickBooks user, you know how important it is to keep your lists organized and up-to-date. In a recent Unofficial QuickBooks Accountants Podcast episode, hosts Hector Garcia and Alicia Katz Pollack shared their expert insights on mastering list management in QuickBooks Online, particularly after converting from QuickBooks Desktop. Let’s dive into their top tips.

Chart of Accounts

First up: the Chart of Accounts. Hector and Alicia recommend using account numbers strategically to ensure optimal reporting layout rather than relying on alphabetical order. They also advise merging duplicate accounts and inactivating unused ones to keep your COA lean and clean. Be cautious when deleting accounts with balances, as this can impact your financial statements. Lastly, sub-accounts should be employed effectively to maintain an organized hierarchy.

Products and Services

Next, let’s talk about Products and Services. After completing your data cleanup, inactivate any unused products to streamline your list. Utilize product categories for better organization, and leverage custom fields like “Income Account” for precise mapping to your COA. These steps will make your bookkeeping more efficient and your reports more accurate.

Locations and Classes

Hector and Alicia have some great advice regarding location and class tracking. Use Locations to track performance by store, department, or other relevant segmentation. Understand the differences between Locations, Classes, and Projects in QBO, and recognize that QBO has some limitations on Classes compared to Desktop. Choose the right tracking tool to get the most meaningful insights.

For more QuickBooks tips, listen to the full episode

Other list management tips from the podcast include streamlining recurring transactions (and considering bank rules as an alternative), customizing invoice terms and payment methods to match client needs, optimizing custom form styles for a professional look, and managing attachments effectively within QBO.

The benefits of list cleanup are numerous. You’ll enjoy improved reporting accuracy and efficiency, time savings for your bookkeeping team and clients, and enhanced customization and scalability of QBO. A little bit of list maintenance goes a long way!

Mastering your QBO lists is key to making the most of this powerful accounting platform. By following the expert advice from Hector and Alicia, you’ll be well on your way to a cleaner, more organized QuickBooks Online company file. For even more insights, listen to the full podcast episode.

Alicia Katz Pollock’s Royalwise OWLS (On-Demand Web-based Learning Solutions) is the industry’s premier portal for top-notch QuickBooks Online training with CPE for accounting firms, bookkeepers, and small business owners. Visit Royalwise OWLS, where learning QBO is a HOOT!

A ProAdvisor’s Guide to the New Era of QuickBooks

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QuickBooks has consistently led the charge in the accounting tech world, evolving to cater to the diverse needs of small businesses and accounting professionals. On a recent episode of the Earmark Podcast, I had the opportunity to delve into the latest changes with Hector Garcia, a top QuickBooks ProAdvisor and educator. 

Our conversation highlighted the impact of Intuit’s QuickBooks Live Bookkeeping and Tax services on our community. Hector and I delved into whether Intuit is now competing with its ProAdvisors or is fostering a collaborative future. We also explored the challenges and opportunities for accounting firm owners.

Keep reading for the highlights of our discussion, or watch the full episode here:

Want to listen on the go? Find the link to the podcast version at the bottom of this article.

A Closer Look at Intuit’s Live Services

Intuit launched QuickBooks Live Bookkeeping in 2019. This year, they’re adding Live Tax, meaning that QuickBooks customers can now discover and purchase basic bookkeeping and business tax services directly from inside the product. Intuit is targeting these services to businesses that are not yet ready to hire a full-time accountant or bookkeeper but require professional help. Sounds a lot like our clients, doesn’t it?

The Accounting Community Reacts

The announcement was met with unease – to say the least – across the ProAdvisor community, sparking concerns about direct competition from Intuit’s vast resources. Hector put it bluntly, saying, “When this first thing launched, it was something that mostly accountants just hated.”

A Nuanced Impact: Analyzing the Effect on ProAdvisors

Many accountants feared Intuit’s “Live” services would compete directly with ProAdvisors, but the impact has been more positive than anticipated. Hector believes that the new services have increased awareness of professional bookkeeping and tax services among small businesses, resulting in a surge in demand for tailored and advanced advisory services that only ProAdvisors can provide. QuickBooks Live doesn’t compete with this.

Carving Out Opportunities for ProAdvisors

Intuit’s move has highlighted ProAdvisors’ value to their clients. Here are some ways Hector says ProAdvisors can distinguish themselves and expand their offerings:

  • Specialization: Develop expertise in niche markets or complex accounting needs, delivering a level of specialization that transcends Intuit’s offerings.
  • Advisory Services: Capitalize on the increasing demand for strategic financial guidance, budgeting, forecasting, and business planning—where your impact can be profound.
  • Technology Integration: Employ your deep understanding of the QuickBooks ecosystem to provide bespoke technology solutions, enhancing your clients’ operational efficiency.

Adapt and Thrive: Embracing the New Landscape

Hector says adapting to these changes involves embracing innovation and identifying ways to enhance Intuit’s services. Here are his suggestions for how to adapt and thrive:

  • Market Your Unique Value: Communicate the advantages of your services, emphasizing the personalized touch you offer beyond Intuit’s scope.
  • Embrace Technology: Harness the full potential of QuickBooks features and third-party apps to deliver state-of-the-art solutions.
  • Invest in Continuous Learning: Stay abreast of industry shifts and technological advances to offer forward-thinking services.

Transforming Challenges into Opportunities

Intuit’s introduction of Live Bookkeeping and Live Tax has undoubtedly prompted concerns about competition. Yet, it has also acted as a stimulus for innovation within our field.

“The essential lesson for ProAdvisors is to recognize the necessity of adapting and discovering new ways to distinguish their services,” Hector says. By focusing on areas where their expertise can outperform automated services, ProAdvisors can continue to deliver unparalleled value to their clients. Specialization, strategic advisory services, and advanced technological integration within the QuickBooks ecosystem are paths to enhancing your offerings and making yourself indispensable to clients.

Are you prepared to navigate these changes and seize the opportunities they present? To explore these topics more in-depth, tune into my conversation with Hector Garcia on the Earmark Podcast.