0151: Why Successful Contractors Use Professional Bookkeeping Services

This Podcast Is Episode 626, And It's About From Chaos To Clarity: The Right Construction Job Management System Running a business involves countless moving parts, which can feel overwhelming. From managing projects and keeping the team on the same page to ensuring profitability. Have you ever sent an email about a critical update only to find that team members missed it? With a job management system, those headaches disappear.    Given the industry's complexity and unique challenges, effective job management is crucial for construction contractors. Managing multiple projects, coordinating teams, tracking budgets, and ensuring timely completion are just a few daily demands. A well-implemented job management system can be a game changer, streamlining operations and improving efficiency.    But how do you know if a job management system is right for you? And if it is, how do you select the one that best suits your needs? Let's break it down. The key benefits of using a Job Management System Investing in a job management system doesn't just make tasks easier—it helps your business thrive. Here are the top benefits of implementing one into your workflow: 1. Centralized Project Management A job management system allows contractors to manage all projects from a single platform. This central hub provides easy access to project timelines, tasks, and milestones, ensuring everyone knows their responsibilities and deadlines. 2. Enhanced Communication Clear communication is vital on construction sites. Job management systems facilitate real-time updates and notifications, reducing the likelihood of miscommunication between team members, subcontractors, and clients. 3. Efficient Resource Allocation Construction projects often require careful scheduling and resource allocation. Job management tools help track materials, labor hours, and equipment, ensuring that resources are used efficiently and reducing downtime on-site.  4. Real-time Reporting and Tracking These systems provide real-time updates on project progress, budget adherence, and timelines. This visibility enables contractors to make informed decisions and adjustments as needed, minimizing delays and cost overruns. 5. Financial Management Keeping construction projects within budget is critical. Job management systems help track expenses against budgets, providing insights into profit margins and alerting contractors to any financial discrepancies before they escalate. 6. Compliance and Documentation The construction industry is heavily regulated, and keeping track of permits, safety regulations, and compliance documents can be overwhelming. A job management system helps streamline this documentation, ensuring everything is up-to-date and easily accessible. How to Choose the Right Job Management System for Construction Contractors   1. Focus on your business needs Ask yourself, "What are my top priorities right now?" You may need better tracking for resource allocation. Your focus may be on speed or improving client communication. Write down what matters most—this will guide your decision. Determine your key requirements as a construction contractor. Consider factors like project size, number of team members, and specific functionalities you need, such as scheduling, budget tracking, or safety compliance. 2. Consider your budget Some systems offer all the bells and whistles, but they may strain your budget. Be realistic about what you're willing to spend. Remember, it's okay to focus on features that align with your goals and accept trade-offs for secondary needs. While investing in a robust solution is essential, ensure you find one that offers the features you need without overspending. 3. Understand your team and client needs Your team will use the system daily; in some cases, so will your clients. Choose intuitive and user-friendly software, especially if your team or clients have varying levels of comfort with technology. Given the diverse tech proficiency of team members, a user-friendly interface can enhance adoption and minimize training time. 4. Evaluate core strengths Every job management system has strengths. Some excel in scheduling and resource management, while others shine in reporting or integration with other apps. Research each tool's strengths and match them with your specific demands. Evaluate features tailored specifically for construction, such as Gantt charts for scheduling, bid management, and mobile accessibility for on-site updates. 5. Think beyond your industry Focusing on software marketed exclusively to your industry is tempting, but don't limit yourself. Tools designed for other sectors often have features that better align with your company's unique needs. Broaden your search to explore all options. Opt for a system that integrates well with other software you're using, such as accounting tools or design software. This can streamline processes and maintain data consistency across platforms. 6. Plan for implementation Even the best systems won't work unless they're properly implemented. Consider how much time and effort it will take to onboard your team, migrate data, and integrate the software into your operations. Look for providers that offer support or training to make this process smooth. Consider providers that offer solid customer support and training resources. Transitioning to a new job management system requires time and effort, so having assistance available can ensure a smoother onboarding process. Final thoughts A job management system can transform your business, helping you work smarter, not harder. It fosters better teamwork, provides real-time insights, and saves you from labor-intensive manual work—all while keeping your bottom line in check. A robust job management system can significantly enhance the efficiency and effectiveness of construction contractors. These tools can facilitate better project outcomes and increased profitability by providing streamlined communication, real-time data, and improved resource management. When selecting a system, focus on your specific needs, budget constraints, and the usability for your team. With the right job management solution, construction contractors can minimize chaos and focus on delivering quality results more efficiently. The right choice isn't solely about features; it's about finding something that aligns with your goals and empowers everyone, the team, and clients, to succeed. Let's chat today, and let me know if you need help choosing the right system for your 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 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 sharie@fasteasyaccounting.com

2 Mai 11min

This Podcast Is Episode 624, And It's About Trading For Sales Vs. Trading For Profit In the Construction Business Times were tough, so Remodeler John decided to lower prices below those of his competitors. He promoted a charge-out rate 20% below the industry average, explaining that his overheads were lower than those of larger companies.   The turning point came after advice from his mentor. "You're selling yourself short, John," said the mentor. "With your qualifications and experience, you should charge at least as much as other businesses – if not more. I understand your marketing strategy, but I don't think clients see it that way. They are more likely to interpret lower costs as lower value and quality. In your industry, confidence goes a long way, so you shouldn't be afraid of marketing yourself at a price that reflects your expertise and experience."   Then came the call from his accountant. "Aren't the sales figures great?" said John, getting his bit in first. "Yes," said the accountant, "impressive sales indeed. That's the good news. The bad news is that the business has actually lost money over the last quarter."   This was how John learned that trading for sales and trading for profit could be different. Chasing sales revenue is fine, provided your prices give you a sustainable profit. John hadn't checked his costs for some time, so the unwelcome news from the accountant came as a shock.   In the construction industry, business strategies can vary significantly, particularly regarding the goals of trading for sales versus trading for profit. Understanding the distinctions between these two approaches is essential for contractors and construction businesses aiming for long-term success.   Trading For Sales   Trading for sales focuses primarily on generating revenue and increasing the volume of work undertaken. Businesses adopting this approach often prioritize:   1. Volume Over Margin: The goal is to secure as many contracts as possible, even accepting lower profit margins. This strategy can be beneficial for establishing a market presence and building a portfolio of work.   2. Winning More Contracts: Construction companies may aggressively bid to win contracts, often underestimating costs to make their proposals more attractive. This can lead to an immediate revenue influx but risks squeezing profit margins.   3. Short-Term Focus: While generating sales volume can provide immediate cash flow relief, it may divert attention from long-term sustainability and profitability.   4. Increased Risk: Accepting low-margin projects can expose businesses to more significant risks, especially if unforeseen costs arise or projects exceed budgets.   Trading For Profit   In contrast, trading for profit emphasizes the importance of maintaining healthy profit margins and sustainable business practices. Key aspects of this approach include:   1. Cost Analysis: This strategy involves thorough cost assessments to ensure all expenses are covered, and a reasonable profit margin is included in pricing. It prioritizes profitability over sheer sales volume.   2. Selective Contracting: Businesses may focus on projects that align with their capabilities and offer the best profit potential rather than simply accepting every available job.   3. Building Long-Term Relationships: Trading for profit often emphasizes forming relationships with clients based on trust and quality of work, leading to repeat business and referrals rather than one-off contracts.   4. Investment in Quality: By prioritizing profit, companies can invest in high-quality materials and skilled labor, enhancing their reputation and leading to better long-term outcomes.   Finding the Balance   While the two strategies may seem mutually exclusive, many successful construction businesses find a balance between trading for sales and trading for profit. Here are some strategies to consider:   1. Diversified Projects: Secure a mix of contract types—some aimed at building sales volume while others focus on profitability. This allows for stability and growth.   2. Efficient Operations: Improve operational efficiency to reduce costs without sacrificing quality. This can help improve profit margins while still being competitive in bidding.   3. Data-Driven Decisions: Utilize accurate bookkeeping and financial analytics to guide decisions. Understanding past project performance can help inform future bids and strategies.   4. Building Value: Shift client perceptions by emphasizing the value of your work rather than just the cost. Clients who recognize quality and reliability may be willing to pay a premium.   How Construction Bookkeeping Can Help You Avoid Selling Yourself Short And Price Your Services Competitively   Accurate bookkeeping can distinguish between thriving and surviving in the competitive construction world. Many contractors struggle with pricing their services correctly, often leading to undervalued projects and lost profits. Here's how effective construction bookkeeping can help you avoid selling yourself short and ensure you price your services competitively.   Understanding Your Costs   One of the primary benefits of bookkeeping is gaining a clear understanding of your costs. This includes direct costs such as materials and labor, and indirect costs like insurance, permits, and overhead. By tracking these expenses meticulously, you can gain insightful data about your actual costs, allowing you to create a pricing strategy that accurately reflects the value of your services.   Improved Project Costing   Construction bookkeeping involves detailed project costing, which enables you to evaluate how much time and resources are spent on each project. Analyzing past projects can identify cost overruns or savings trends that inform your future bids. Knowing the real costs helps ensure you're not underbidding your work, allowing you to set prices that fairly compensate you for your effort and expertise.   Cash Flow Management   Effective bookkeeping helps you manage your cash flow effectively. By keeping tabs on income and expenses, you can avoid the pitfalls of cash flow shortages that often plague contractors. A healthy cash flow allows you to invest in quality materials, hire skilled labor, and cover unexpected expenses without compromising future projects. This financial stability strengthens your position when pricing your services.   Competitive Pricing Strategy   With accurate financial data at your disposal, you can analyze what competitors are charging for similar services. Understanding the market rate allows you to adjust your pricing strategy accordingly. Comprehensive bookkeeping gives insights into deciding whether you compete on price, quality, or unique services.   Financial Insights for Growth   Detailed financial records provide insights not just for pricing but also for long-term growth. By assessing the profitability of different services or projects, you can strategically focus on the most lucrative areas of your business. This means you can price your services to reflect the value of your unique expertise and position yourself competitively in the marketplace.   Final thoughts   The trade-off between sales and profit is a critical consideration in the construction business. While generating sales volume can boost short-term revenues, focusing on profitability ensures long-term sustainability and growth. Striking a balance between these two approaches allows your construction company to thrive in a competitive market, optimizing revenue and profitability for lasting success.   Accurate construction bookkeeping is vital for ensuring you don't sell yourself short. Offering a clearer picture of your costs, optimizing project bids, managing cash flow, and formulating a competitive pricing strategy empowers you to price your services competitively.  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 sharie@fasteasyaccounting.com

18 Apr 12min

This Podcast Is Episode 623, And It's About The Art Of Giving And Receiving Constructive Criticism In Construction Think about the last time you gave or received feedback. Did it inspire growth and improvement or leave someone feeling deflated? When done right, constructive feedback is a powerful tool for driving success. But it's a fine line – getting it wrong can do more harm than good.   For business owners, managers, and team leaders, effectively giving and receiving constructive feedback isn't just a nice skill; it's a necessity. Feedback shapes stronger teams, builds trust, and moves companies forward.    In the construction industry, where projects are often complex and involve numerous stakeholders, giving and receiving constructive criticism is essential for success. Feedback can significantly impact safety, quality, and project timelines, making it crucial to foster a culture where constructive feedback is the norm rather than the exception.   Understanding Constructive Criticism Constructive criticism in construction focuses on performance, processes, and safety rather than personal attributes. It aims to highlight areas for improvement while providing actionable suggestions to enhance skills and procedures. This feedback cultivates a transparent work environment where team members feel empowered to address challenges without fear of personal confrontation. Constructive Feedback vs. Destructive Criticism Not all feedback is created equal. Constructive feedback is designed to promote growth. It's specific, actionable, and focuses on behavior or outcomes, not personal traits. Destructive criticism, on the other hand, often comes off as judgmental and unhelpful, targeting the person rather than the problem. Consider these examples: Constructive Criticism: I noticed a few inconsistencies in the framing of the last project. Let's review the measurements to improve them for the next build and ensure we're aligned. I believe this will help enhance the overall quality of the work and avoid any potential issues during inspections. Destructive Criticism: The framing on that last job was terrible. You need to get it right, or this line of work isn't for you. In the first example, the feedback focuses on improving the work and offers support, while the second example is judgmental and demoralizing, focusing solely on the individual's shortcomings. Constructive feedback opens the door to improvement, while destructive criticism shuts down. By aligning feedback with a growth mindset, businesses can foster trust, encourage professional development, and build an environment where individuals and teams thrive. Why Constructive Feedback Matters Great feedback isn't just about pointing out mistakes – it's a catalyst for growth. Here's how constructive feedback benefits construction businesses: Improves employee performance: Identifies strengths, weaknesses, and areas for improvement. Enhances team dynamics: Encourages open communication and collaboration. Builds trust and engagement: Employees feel valued when their growth is a priority. Fosters continuous learning: Positioned as a tool for development, feedback encourages individuals to keep improving. Drives business success: Growth at the individual level contributes directly to company goals. Employees need to know their work matters, and constructive feedback signals that their success is tied to the business. How to give constructive feedback effectively: Providing great feedback takes preparation, empathy, and a strategic approach. Here's a breakdown of how to deliver it successfully: 1. Choose the right time and place Deliver feedback privately where the person feels comfortable and safe to discuss openly. Avoid giving feedback in the heat of the moment; instead, allow emotions to settle so the conversation remains productive. 2. Be specific and focused Vague feedback like "You need to do better" isn't helpful. Instead, reference specific situations and actions. For example, say, "During yesterday's client call, I noticed some confusion about the project timeline. Preparing a detailed overview beforehand might help in future calls." 3. Use "I" statements Frame feedback with "I" statements to avoid sounding accusatory. For example: Instead of "You're always interrupting me," say, "I felt interrupted during our meeting, and it made it difficult for me to express my points." 4. Balance positives and negatives Use the feedback sandwich technique: Start with a positive comment. Address the area for improvement with actionable suggestions. End with encouragement. For example Positive Comment: The team did an excellent job with the safety protocols on the last project. Everyone was vigilant about wearing helmets and harnesses, which helped create a safe work environment. Area for Improvement: However, I noticed a few delays in material deliveries that could have been better managed. For future projects, let's improve our communication with suppliers to make sure everything gets on time, as this will help keep us on schedule. Encouragement: Overall, I'm really impressed with everyone's dedication. If we can tighten up the logistics of material deliveries, we'll see even greater success on our projects. Keep up the great work! This structure helps maintain morale while addressing areas for improvement, fostering a constructive atmosphere for the team. 5. Offer solutions and support Feedback shouldn't just point out issues – it needs to provide solutions. For instance, suggest additional training, offer to share the workload, or brainstorm ideas together. This shows a commitment to the person's growth. 6. Follow up Check in after the feedback conversation to see how the individual applies the advice. This shows that your feedback wasn't a one-off critique but part of an ongoing growth process. Receiving constructive feedback positively: Feedback is a two-way street. Learning to receive it with an open mind is just as crucial. Here's how to ensure you're extracting the most value from feedback: 1. Listen actively When receiving feedback, focus on understanding rather than responding. Avoid interrupting or dismissing the feedback outright. Instead, paraphrase to confirm understanding, e.g., "I'm hearing that I should work on communicating deadlines more thoroughly. Is that correct?" 2. Avoid defensiveness It can be tempting to explain away criticism, but doing so may make you seem resistant to growth. Accept feedback with humility and thank the individual for pointing out opportunities for improvement. 3. Reflect on the information Take time to process the feedback before acting on it. Ask yourself: What specific actions can I take to improve? Is there a pattern in the feedback I've received? How can I use this information to grow? 4. View feedback as an opportunity Having a growth mindset is key. Look at feedback not as criticism but as an investment in your potential. 5. Implement changes Feedback without action benefits no one. Develop a clear plan to address areas of improvement and track your progress. Building A Feedback-Positive Environment To truly unlock the power of feedback, create a culture where feedback is valued, sought after, and given freely. Here's how: To make feedback a regular part of your business culture, hold routine one-on-ones, team debriefs, or anonymous surveys. Celebrate employees who both give and act on constructive feedback. This reinforces its value and shows that it's a tool for growth, not punishment. When leaders seek and act on feedback, it sets the tone for the entire business. An open and transparent leadership style fosters a safe environment for feedback. Equip managers and team members with the skills to give and receive feedback effectively. Training in conflict resolution, active listening, and emotional intelligence can be game-changing. Final thoughts By prioritizing constructive criticism, the construction industry can improve individual performances and enhance overall project outcomes, ensuring that teams work more effectively together and that projects are completed safely and on time. Constructive feedback is more than a tool – it's a mindset. It encourages growth, builds trust, and empowers you to achieve your full potential. Whether you're delivering it to your team or receiving it from others, the key lies in empathy, clarity, and a focus on solutions. Here's your actionable takeaway: Start small. Use the strategies in this blog to have one meaningful feedback conversation this week. Observe the impact, refine your approach, and make feedback a regular part of your leadership toolkit. The benefits will cascade beyond your expectations – for your people and construction business. 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 sharie@fasteasyaccounting.com

11 Apr 14min

This Podcast Is Episode 622, And It's About Identifying Gaps To Improve Your Construction Business Marketing Visibility is essential for your handyman or contracting business for several key reasons. Effective marketing helps your company stand out in a competitive market, and promoting your services can help you reach a wider audience and become known in your community.   Potential customers are more likely to hire someone they have heard about or seen advertised. This credibility is crucial for a service-based business like yours, where customers rely on reputation. Sharing content like the project "before and after," tips, and how-to guides can demonstrate your expertise and help you connect with your target audience.   Many construction businesses are vying for the same residents and homeowners, but active marketing helps you stay relevant, ensuring your company remains top-of-mind for potential clients.    Remember that adaptability is also essential when assessing gaps in your construction marketing. The marketplace is continually evolving, so adjust your strategies according to changing consumer needs, trends, or new services you may offer.   Don't have a whole marketing team? Invest your time and resources wisely. Consider the following areas first: ask yourself these questions, and start tracking and analyzing your results to see what's working and what isn't.    1. Am I identifying and understanding my target audience?  If your messaging doesn't resonate with your ideal clients, it might not be effective.   2. Is my website optimized for search engines, mobile-friendly, and up-to-date? A lack of an engaging online presence can significantly limit your reach.   3. Am I consistently creating and sharing valuable content that showcases my expertise?  Gaps in content marketing can lead to missed opportunities for engagement and brand building.   4. Am I actively engaging with my audience on social media platforms?  If you're not leveraging these channels effectively, you may be missing out on building relationships and community.   5. Are my methods for generating leads diversified?  Relying too heavily on one method can leave you vulnerable if that channel dries up.   6. Am I actively seeking and promoting customer testimonials?  A lack of social proof can hinder potential clients' trust in your services.   7. Am I attending industry events or networking with other professionals? This can be crucial for building connections and referrals.   8. Am I tracking my marketing efforts effectively?  Without analysis, it's challenging to determine what's working and what needs improvement.   By identifying and addressing these gaps, you can develop a more robust construction marketing strategy and build a better foundation of systems and processes that can drive better results. However, time constraints make it challenging to market your services, especially when you're a one-person company.    Many contractors are directly involved in on-site operations, leading to long hours and physical exhaustion. As a result, marketing tasks often get pushed aside. Also, not everyone has the skills to create effective strategies, understand digital tools, or navigate social media.    If you're still following along, the good news is that you've already taken the initiative. Answering the questions earlier is an excellent start. If you haven't done so, learn the marketing basics relevant to your construction business. Online courses and resources can provide valuable insights without requiring extensive time commitments.   First, establish specific, measurable marketing goals to help prioritize efforts. Having a clear focus can streamline decision-making and resource allocation.   Since you might need to invest in professional help in these key areas and high-impact tasks, check which ones you can do and the ones that you need to outsource:   1. Brand Development Establishing a strong brand identity is vital. You need a compelling logo, a brand messaging, and a consistent visual presence across all marketing materials.   2. Website Optimization Many solo construction business owners lack a professional, user-friendly website. Assistance in designing and optimizing a website for SEO can help your website attract more visitors and convert them into leads.   3. Social Media Strategy Navigating social media platforms can be overwhelming. You may need help defining your target audience, choosing the right platforms, and creating engaging content that resonates with your potential clients.   4. Content Marketing Creating informative blog posts, videos, and case studies that showcase expertise can be challenging. You may require support generating relevant content highlighting your projects and industry knowledge.   5. Search Engine Optimization (SEO) Understanding how to rank higher in search engine results is crucial. Assistance with local SEO strategies to ensure you appear in searches within your service areas will do wonders for your marketing.   6. Lead Generation Finding effective ways to generate high-quality leads can be difficult. Look for guidance on using online advertising, networking events, and referrals to attract new clients.   7. Email Marketing Developing an email marketing strategy to stay in touch with past clients and nurture leads is often overlooked. Consider creating effective email campaigns that engage your audience and drive repeat business.   8. Reputation Management Building and maintaining a positive reputation is essential. You may need help managing online reviews, responding to feedback, and leveraging testimonials to build trust with potential clients.   9. Competitive Analysis Understanding the competitive landscape helps contractors like you with positioning. Analyzing competitors' marketing strategies to identify opportunities and threats will set you apart and drive your construction business forward.   10. Networking and Partnerships Collaborating with other industry professionals can lead to new opportunities. For mutual referrals, you may require support building relationships with suppliers, architects, or real estate agents.   What you can do right now? Start small. Implement small marketing initiatives that require minimal time and resources but can still deliver results—for example, posting a project update on social media or scheduling marketing activities in advance using a content calendar. This helps keep marketing efforts organized and ensures content is consistently shared.   Final thoughts   Addressing these gaps can enhance your visibility, attract new clients, and ultimately grow your business. Rather than spreading resources too thin, focus on marketing activities that yield the highest returns, such as building a strong online presence or generating referral networks.   Invest in professional help. If budget allows, consider hiring freelancers or marketing agencies to handle tasks like website design, SEO, or social media management.    We support contractors like you with Marketing, Accounting, and Production. Whether you're just starting or a seasoned veteran, we are here to help. 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 sharie@fasteasyaccounting.com

4 Apr 12min

This Podcast Is Episode 621, And It's About Transforming Your Construction Team Through Support And Collaboration Being a construction manager and a business owner requires a unique blend of skills and attributes essential for effectively leading a crew. Leadership is at the forefront of this role, as a construction manager must inspire and motivate their team to achieve project goals while maintaining safety and quality standards. This involves clear communication, conflict resolution, and a collaborative team environment.   Responsibility is another key element. A construction manager oversees the site's day-to-day operations and bears the weight of financial and legal obligations associated with the business. This includes managing budgets, ensuring compliance with regulations, and maintaining client relationships. Making informed decisions under pressure is crucial, as any misstep can have significant consequences.   Handling a problematic construction contractor on a job site can also add to your work challenges, but adopting a proactive and positive approach can help you manage the situation effectively.   Here are some strategies to consider: 1. Communication is Key Open lines of communication are essential. Hold regular meetings to discuss progress, challenges, and expectations. Encourage your crew members to voice their concerns and suggestions, which can help foster a collaborative environment. 2. Understand Their Perspective Take time to listen and understand the reasons behind your crew's difficulties. Whether it's workload stress, unclear instructions, or personal issues, knowing the root cause can help you address their concerns more effectively. 3. Set Clear Expectations Ensure that all crew members understand their roles and the project's goals. Clearly defined tasks and responsibilities can reduce confusion and help everyone focus on their objectives. 4. Provide Support Offer help through additional resources, training, or simply being available to answer questions. Showing that you care about their success can boost morale and productivity. 5. Stay Professional Remaining calm and composed is essential, even when tensions rise. Responding to negativity professionally and respectfully can help de-escalate conflicts and maintain a positive work atmosphere. 6. Conflict Resolution When conflicts arise, address them promptly. Use a calm approach to mediate disputes, focusing on finding a solution for everyone involved. Avoid taking sides to maintain fairness. 7. Recognize Achievements Acknowledge your crew's good work, no matter how small the accomplishments may seem. Recognition can boost morale and motivate the team to overcome challenges together. 8. Lead by Example Demonstrate the work ethic and attitude you want to see in your crew. Your leadership style can set the tone for the entire work environment, influencing how the crew interacts and handles difficulties. 9. Be Flexible Construction projects often come with unexpected challenges. Flexibility and openness to adjustments can help you navigate these situations and maintain team morale. 10. Seek Feedback After resolving issues, seek feedback from the crew on the process. This can lead to valuable insights and improvements for future projects. We settled for a different approach. In all our construction companies, we use a process to encourage innovation and optimize production at three specific times during the day: morning, noon, and afternoon.  Morning —We provided light snacks, pastries, fruit, bottled water, juice, coffee, and tea. We begin the day by informing the team about the legal requirements and end with a sheet of paper listing the goals for the day for each crew, which the superintendent/foreman/lead person, whatever title you use, keeps in their portfolio. Noon—Lunch is also provided. Each person gives a morning progress report and afternoon target, which are updated on a paper sheet listing the day's goals. Afternoon—Work stops ten minutes before everyone is due to clock out, and everyone gives an afternoon progress report and next-day target, which is updated on a sheet of paper listing the goals for the day. Why Provide Snacks And Meals? Three Reasons - PROFIT! PROFIT! PROFIT! Your construction workers may or may not have a hearty breakfast before coming to work, depending on various factors outside your and their control. Well-fed construction workers produce more work in less time with fewer mistakes, which saves you time and money on labor, materials, warranty work, and other costs. After a few hours of intense construction work, they could be dehydrated. Having burned several calories, their stomachs could be sending essential messages regarding food. This usually results in them slowing down a little bit, costing your company some profit dollars.  You should notice steady increases in production because everyone's needs are met, and each member of your crew—Journeymen, Apprentices, and Laborers—has a voice. This fosters a positive atmosphere. Additionally, you can expect substantial increases in innovation as an ongoing process, all while maintaining uninterrupted production. In addition, a successful construction manager and business owner must possess a multifaceted skill set. This includes technical knowledge of construction methods and materials, project management expertise, and a deep understanding of industry regulations. Additionally, proficiency in risk management, scheduling, and resource allocation is vital in navigating the complexities of each project. Adaptability is essential, as construction projects often face unforeseen challenges. A construction manager must be able to think on their feet and adjust plans as necessary to keep projects on track, demanding technical skills and a strong sense of judgment and creativity. Final thoughts The role of a construction manager and business owner is rewarding and demanding. It involves a delicate balance of leadership, responsibility, and diverse skill sets, all of which converge to ensure that projects are completed successfully, on time, and within budget. Leading your crew effectively involves not just managing tasks but inspiring and developing your team to meet project goals while fostering a positive and productive work environment. 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 sharie@fasteasyaccounting.com

28 Mar 12min

This Podcast Is Episode 620, And It's About Overcoming Challenges In Construction Project Estimates And Submissions In the bidding process, contractors prepare detailed proposals that outline their approach, costs, and timelines for a project. This involves thoroughly understanding the project specifications, assessing the site conditions, and determining the resources needed. Competitive bidding requires a balance between offering a competitive price and ensuring the proposal reflects the quality and reliability of the work.   Negotiation plays a key role after bids are submitted. You must communicate effectively with clients and address any questions or concerns. Flexibility can be crucial during talks; you may need to adjust your terms or pricing to meet client budgets without compromising quality.   Here are some of the primary challenges you (or most small construction business owners) face when estimating and submitting bids:   1. Inaccurate Cost Estimates   Estimating costs accurately is one of the most significant hurdles. Accurately pricing materials, labor, and overhead can be complex, especially in fluctuating markets. You may also lack access to comprehensive data or historical project information, leading to potential underbidding or overbidding. Both scenarios can have adverse effects—underbidding can result in losses while overbidding might drive clients to competitors.   2. Limited Resources   Many small construction businesses operate with limited resources, challenging the bidding process. You may not have dedicated staff to handle estimates and bids, increasing workloads for you and your existing employees. If bids are not well-prepared, this can lead to rushed estimates, higher chances of error, and ultimately, lost opportunities.   3. Competition with Larger Firms   You often compete with larger firms that can leverage economies of scale to provide lower bids due to their established supply chains and resources. These larger companies may also have more significant marketing budgets and brand recognition, making it difficult to stand out despite offering superior quality or personalized service.   4. Time Constraints   The bidding process can be time-consuming, and you often juggle multiple responsibilities, including project management, client communications, and on-site work. As deadlines approach, there's pressure to submit bids quickly, which can lead to less thorough estimates and oversights. Balancing time constraints with the desire to create a comprehensive, well-researched bid can be a significant challenge.   5. Changing Regulations and Standards   The construction industry is subject to various regulations and codes varying by location and project type. You must stay updated on these requirements, and failing to consider them in bids can lead to costly mistakes later. Navigating these regulations while preparing estimates adds another layer of complexity and can be daunting for businesses with limited experience in regulatory compliance.   6. Market Volatility   The construction industry can be impacted by market volatility, including fluctuating material costs, labor availability, and service demand. Small business owners must factor these uncertainties into their estimates, which can be difficult. Sudden increases in material prices or labor shortages can erode profit margins if not anticipated in the bidding process.   7. Client Expectations and Changes   Clients often have specific expectations and preferences that can change throughout the bidding process or even after the bid is submitted. Managing these expectations while preparing an accurate bid can be challenging. If clients request significant changes after the bid is submitted, it can complicate the scope of work and impact overall project costs and timelines.   8. Health and Safety Regulations   Compliance with health and safety regulations is critical in the construction industry. Small business owners must factor in potential costs to meet safety standards. This requires thorough knowledge of rules and can complicate cost estimates and bids, particularly for projects with stringent safety requirements.   Winning bids means new opportunities for income and growth, but negotiating effectively can be challenging. Here are some strategies to help you successfully navigate the bidding process and enhance your chances of securing contracts:   1. Understand the Project   Before starting the bidding process, take the time to understand the project requirements fully. Review the plans, specs, and any additional documents the client provides. If any details are unclear, ask the client or project manager questions. This knowledge helps you prepare a competitive bid and demonstrates your commitment to the project.   2. Do Your Homework   Research the client and their past projects. Understanding their preferences, standards, and feedback from past contractors can give you an edge. Additionally, analyze the market rates for similar projects in your area. This information will allow you to submit a competitive yet profitable bid.   3. Prepare a Detailed Bid   A well-structured bid should outline your approach, including timelines, costs, and resources. Be transparent about your pricing and ensure that your estimates cover all aspects of the project — from labor and materials to overhead and contingencies. Highlight your unique selling points, such as your experience, quality of work, or commitment to safety, to set your bid apart from competitors.   4. Build Relationships   Bidding isn't just about numbers; it's also about relationships. Take the time to develop rapport with potential clients and stakeholders. Attend pre-bid meetings, engage in conversations, and express genuine interest in their goals. A positive relationship can improve trust and influence their decision when selecting a contractor.   5. Be Flexible and Open to Negotiation   Once bids are turned in, be prepared for negotiation. Clients may have concerns or budget constraints that require adjustments to your initial proposal. Approach these discussions with flexibility. Consider offering alternative solutions or revised pricing structures that can help meet the client's needs while protecting your margins.   6. Highlight Your Value   During negotiations, focus on your value, not just the cost. Discuss the quality of materials, your construction methods, and your team's expertise. If you have previous work that showcases your successes or testimonials from satisfied clients, use these as evidence of your reliability and skill.   7. Document Everything   Once negotiations reach a satisfactory conclusion, ensure that all agreements are documented. Clear contracts outlining the scope, cost, deadlines, and expectations protect both parties and serve as a reference point throughout the project. It helps prevent misunderstandings and can be vital if disputes arise during construction.   8. Follow Up   After submitting a bid, if you don't hear back within a reasonable time frame, don't hesitate to follow up. A polite inquiry shows your continued interest and engagement. If your bid was unsuccessful, asking for feedback can provide valuable insights for future submissions.   Final thoughts   For small construction businesses, the bidding process is often a double-edged sword. While it presents opportunities for growth and profit, it also comes with numerous challenges that can be daunting. Accurately estimating costs and creating competitive bids is a skill that can take years to develop, and the complexity of each project can make the process even more demanding.    Practical accounting and bookkeeping play a vital role in streamlining the process of estimating and submitting bids. Accurate financial management helps ensure your bids reflect project costs and enhance overall business efficiency. We are here to help. Enlisting our services means access to correct reports and invaluable insights on pricing strategies, market conditions, and competitive analysis. This guidance can be instrumental in crafting compelling bids that meet client expectations and profitability goals.   Remember that each bid is an opportunity to learn and improve for the next. Stay persistent, and with time, your efforts will pay off through successful projects and business growth. 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 sharie@fasteasyaccounting.com

21 Mar 14min

This Podcast Is Episode 619, And It's About Building Connections - Offline Marketing In The Construction Industry n a rapidly evolving digital landscape, it's easy for construction business owners to overlook the power of offline marketing. However, effective offline strategies remain crucial in building relationships, enhancing brand visibility, and generating leads. In this digital age, offline marketing often creates more meaningful connections than digital efforts. Whether you're a small contractor or a more prominent construction firm, understanding and implementing these strategies can help you establish a strong community presence and a loyal customer base.   As a construction professional, you hold the key to unlocking the potential of offline marketing. From networking events and local advertising to engaging community initiatives, these strategies empower you to create meaningful connections that digital efforts often cannot.   In this context, we will explore a variety of effective offline marketing tactics tailored for you, enabling you to elevate your business and gain a competitive edge in the industry.   1. Networking Events   For instance, a construction firm could sponsor a local home improvement seminar, which positions them as an expert in the field and allows them to connect directly with potential clients. Another example could be a direct mail campaign targeting neighborhoods with a high potential for home renovations. Participating in local trade shows, industry conferences, and community gatherings is a valuable strategy for connecting with potential clients, suppliers, and partners. Establishing and nurturing these relationships can significantly enhance your chances of receiving referrals and discovering new business opportunities. Engaging in networking events expands your professional circle and strengthens your presence within the industry.   2. Print Advertising   Utilize local newspapers, industry magazines, and community bulletins for advertising. A strategically placed ad can effectively reach your target audience in the area, fostering a sense of community and engagement.   3. Direct Mail Campaigns   Implement direct mail campaigns by sending postcards or brochures to specific neighborhoods or businesses. This personal touch emphasizes your services, including special offers or promotions, making your audience feel valued and important.   4. Sponsorships   Consider sponsoring local events, sports teams, or community initiatives to enhance your visibility and position as a business focused on the community.   5. Flyers and Brochures   Distribute informative flyers or brochures to local businesses, community centers, and home improvement stores. Include precise details about your services and contact information.   6. Vehicle Branding   Use your company vehicles as mobile advertisements by displaying your logo, contact information, and a brief description of your services on the vehicle's exterior.   7. Word of Mouth   Encourage satisfied clients to share their positive experiences with friends and family. Consider implementing a referral program that rewards customers for bringing in new business.   8. Business Cards   Always have business cards on hand to distribute at events or during meetings. Ensure they include all necessary contact information and a brief description of your services.   9. Community Involvement   Get involved with local charities, volunteer for community projects, and participate in neighborhood improvement programs. This can enhance your reputation and offer networking opportunities.   10. Home Improvement Seminars   Host informational workshops or seminars on home improvement topics. This positions you as an expert and lets you connect directly with potential clients.   11. Cold Calling   Reach out to potential commercial clients directly. Customize your pitch to demonstrate how your services can address their specific needs.   12. Partnerships with Local Businesses   Establish partnerships with real estate agents, interior designers, or landscaping companies so you can refer clients to each other, boosting mutual business.   Measuring Progress   As we've said before, what you can measure, you can manage. Several specific metrics can be used to measure the effectiveness of your offline marketing strategies. These include tracking the number of leads generated from your offline campaigns, measuring the response rate from your direct mail campaigns, and gathering client feedback on how they heard about your construction business. Additionally, monitoring changes in brand awareness through surveys before and after your campaigns can provide insights into effectiveness.   To effectively integrate offline marketing with existing digital marketing efforts, construction business owners like you can ensure consistent messaging across both channels. This includes using similar branding, slogans, and promotional messages. Additionally, you can direct offline audiences to online platforms—like social media or websites—by including QR codes on print materials or encouraging event attendees to follow your online presence.   We can support your offline marketing strategies in several ways:   1. Budget Management - ensures you clearly understand your marketing budget. You can see which efforts yield the best return on investment by tracking expenses related to offline campaigns, such as print ads, event sponsorships, or direct mail.   2. Analyzing Marketing Costs and Monitoring ROI - We can help you analyze the costs associated with offline marketing strategies. Understanding these costs can inform decisions about where to allocate resources for maximum impact.   We can help track the effectiveness of your offline campaigns by measuring the revenue generated from leads acquired through these efforts. We can set up systems to link financial results to specific marketing activities, providing valuable insights into what works.   3. Creating Reports - Regularly generating financial reports related to marketing activities allows you to monitor progress and adjust your strategies as needed. This data can inform future campaigns and improve decision-making.   4. Supporting Networking Events -  If you sponsor or attend networking events, we, as your bookkeeper, can manage the financial details, ensuring all invoices and payments are processed efficiently. We can also help keep track of expenses related to these events.   5. Integration with Online Efforts—We can help ensure that offline marketing strategies complement your online efforts by tracking overall marketing spending and performance metrics, helping you maintain a cohesive marketing strategy.   By effectively managing the financial aspects of your offline marketing, we can enable you to focus on building meaningful connections, fostering community relationships, and driving growth for your business.   In conclusion   Incorporating offline marketing strategies is essential for construction business owners like you, who aim to enhance their visibility and reach potential clients. By engaging with the community through events, print media, and direct outreach, you can build strong relationships and trust within your target market. Ultimately, a well-rounded marketing approach that combines both online and offline efforts can lead to sustained growth and increased success in the competitive construction industry. 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 sharie@fasteasyaccounting.com

14 Mar 11min

This Podcast Is Episode 618, And It's About A Deep Dive Into Gross Profit Margin For Construction Contractors Understanding and managing your gross profit margin is crucial to ensuring the sustainability and profitability of your business as a construction contractor. This key financial metric not only reflects your company's financial health but also helps guide your pricing strategies, project management decisions, and overall strategic planning. Profit is the money left in your business after all your expenses have been paid. An income statement (also referred to as a profit and loss report) reveals what profit your construction company made last month or last quarter. Your profits are detailed in two figures, namely: Gross profit is what's left from sales after deducting the costs of goods sold or services provided. Net profit is left from gross profit after operating expenses (your business overheads) are deducted. Note that net profit isn't the final 'bottom line' profit until all taxes have been paid. Gaining more significant profits depends on accomplishing all the little things better rather than making one huge change. What is Gross Profit Margin? Gross profit margin is calculated by subtracting the cost of goods sold (COGS) from total revenue and dividing that figure by total revenue. The formula looks like this: Gross Profit Margin (%) = (Net Sales – Cost of Goods Sold) ÷ Net Sales x 100 Breaking it down: Net Sales: This is your total revenue after subtracting returns, discounts, and allowances. Cost of Goods Sold (COGS): For construction contractors, COGS typically includes direct costs associated with a project, such as materials, labor, and subcontractor fees. This margin provides insight into how efficiently a contractor manages these costs relative to their revenue. For example, your small construction business earns $50,000 monthly in net sales, and your COGS totals $20,000. To calculate:  Gross Profit Margin = ($50,000 – $20,000) ÷ $50,000 x 100 = 60% This means 60% of your revenue contributes to covering overheads, like rent and salaries, and eventually becomes profit. Why is Gross Profit Margin Important? 1. Financial Health Indicator: A robust gross profit margin indicates that contractors can cover operating expenses and generate profit. Contractors with thin margins may struggle to survive during economic downturns or project disputes. 2. Pricing Strategy: Understanding your gross profit margin promotes better pricing strategies. If the margins are too low, it may be time to reevaluate how you bid on projects or manage costs. 3. Operational Efficiency: Analyzing gross profit margins can help identify inefficiencies in project management. If specific projects consistently yield low margins, it may indicate underlying issues that need addressing, such as waste or mismanagement of resources. 4. Benchmarking: Comparing your gross profit margins to industry standards can offer insights into your competitive position. While margins vary based on project type and geographical location, knowing where you stand can help identify areas for improvement. What is a Good Gross Profit Margin? In the construction industry, gross profit margins generally range from 10% to 20%. However, this can vary based on the type of projects (residential vs. commercial), market conditions, and geographic area. High-demand markets allow for higher margins, whereas competitive bidding environments push margins lower. Reevaluate Your Gross Profit Percentage - Another area most construction company owners let fall between the cracks is gross profit on the material. Gross profit is the difference ­between revenue and the cost of the material before overhead. Here Are Some Thoughts On Gross Profits: Lower prices do not always equate to increased sales. Sales resulting from lower prices will require you to sell more to maintain the same level of profitability. Generally speaking, raising your gross profit on materials by 1% would require a 4% increase in overall sales to realize the same gain. Increasing sales is always desirable, but, in reality, you have more control over your estimating and pricing than you do over sales or potential sales. People who buy from you solely due to pricing are customers, not clients; they belong to whoever has the lowest prices in the marketplace. How to Improve Your Gross Profit Margin 1. Accurate Estimation: Invest time in accurately estimating project costs. Underestimating costs can lead to lower margins and financial strain. 2. Increase your prices: If your products or services are underpriced, gradually increase prices. Outline the value you provide so clients understand what they're paying for. 3. Reduce your COGS Source raw materials strategically: Negotiate with suppliers for discounts or bulk deals. Lower manufacturing costs: Consider automating manual processes to reduce labor costs in the long term. 4. Regular Financial Reviews: Conduct regular reviews of your financials to identify trends and areas for improvement. Analyzing project performance can highlight where margins can be improved. 5. Effective Resource Management: Ensure labor and materials are allocated efficiently. Reducing waste and improving productivity can have a direct positive impact on margins. 6. Negotiate Better Rates: Cultivate strong relationships with suppliers and subcontractors. Negotiating better rates can directly affect your COGS and improve your margins. 7. Invest in Technology: Utilize project management software to streamline operations, improve communication, and enhance budgeting. These tools can help manage costs more effectively and keep projects on track. Gross Profit Margin isn't just an abstract financial concept – it's a powerful tool. It provides insights into your business's efficiency and profitability and helps guide critical pricing, cost management, and scalability decisions.  Don't underestimate the impact of regularly tracking your Gross Profit Margin – it can help you adapt to challenges, make smarter decisions, and ultimately achieve long-term success. Conclusion Gross profit margin is a vital metric for construction contractors, influencing everything from financial health to pricing and project management. By understanding and actively managing this figure, contractors like you can enhance operational efficiency, boost profitability, and ensure long-term success. Keep assessing your projects, refining your estimates, and adapting to market changes to maintain a healthy gross profit margin and drive your construction business forward. 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 sharie@fasteasyaccounting.com

7 Mar 11min