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Hi and welcome to Be The Flagship with our podcast host Jeff Parsons.

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This is where we tackle the day-to-day talent management challenges you face.

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And now over to our host.

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Take it away, Jeff.

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Hello and welcome to Be The Flagship.

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I'm your host Jeff Parsons and today is episode two of our series Finance and Operations where

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we discuss the role of finance in supporting the operational excellence and business success

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for organizations and continuing our discussion today with our guest speaker Jeff Smith.

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So Jeff, thank you for joining us again today and for continuing our discussion on the role

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of finance and operations.

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Glad to be back.

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So Jeff, in last week's episode we talked about the importance of financial education

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in organizations.

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We talked about the role of finance and how finance adds value to organizations and contributes

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to organizational excellence.

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We talked about budgeting and forecasting and some of the critical things to keep in

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mind there.

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We had a discussion on cost management, on financial metrics, on capital allocation and

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we left off there.

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And so what I'd like to do is pick up our discussion this week and start with the role

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of finance in risk mitigation.

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Tell me about risk management.

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You hear the term.

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There may be some listeners or operational leaders out there who really don't know exactly

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what risk management is.

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So from your perspective as a finance guru, tell me about risk management.

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What is it and what's the role of finance in identifying and mitigating operational risks?

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Yeah.

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So risk management again is on several different levels.

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And so from a direct accounting perspective, we put controls in place to mitigate risk.

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And so things like having a sign off on your expense report is a control process to mitigate

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the risk of employees going and spending like drunken sailors.

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And spending on the wrong things.

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Having purchase orders in place is a control that mitigates the risk of buying too much

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inventory at a price that's not good for the company or buying the wrong materials.

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So you have controls in place to mitigate risk.

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And one of our jobs as accounting people is to make sure that the controls make sense

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to the risk that's involved.

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And so biggest risk is in cash.

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Every business needs to control their cash, make sure they reconcile their bank accounts

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on a monthly basis.

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Make sure that their cash is safe because that is the heart and soul of the organization,

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right?

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Right.

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Whereas things like pens and paper and lower value items don't need as much control.

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And so we have to make sure that the cost of the control is relative to the risk that's

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involved, right?

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So do I need to have a purchase order that's signed by multiple levels to order stationary

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supplies or could I just put it on a purchasing card, right?

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And so is the cost of the control relevant to the risk that's involved?

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But there's other types of risk.

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There's overall business risk that's covered by insurance.

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One of the clients that I worked for, we had to assess a worm farm because-

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Hey, wait a minute.

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Wait a minute.

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Worm farm.

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Yes.

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Yes.

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So it was a soil blender.

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Okay.

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One of the inputs is worm castings, which is worm poop.

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But what would happen if their entire population of worms died, right?

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Yeah, right.

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They would have to change their operation until they could reestablish that population

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of worms.

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And so we assessed the insurance risk of that and we assessed how much insurance that we

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needed to carry in the event that something catastrophic happened.

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So how difficult is it to get worm insurance?

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It's a form of business interruption insurance.

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Yeah, right.

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You know, something that we all carry in businesses.

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So that's another form of risk.

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And then the other form of risk that we talk about is from a project basis is identifying

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a risk register.

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And in many respects, budgeting and forecasting is a type of project, right?

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So you look at the overall project, you say, okay, if everything goes perfect, this is

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what's going to happen, right?

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Right.

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We all know that we work in an imperfect world and so things will happen.

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And so you develop this list of, okay, what could go wrong with my operation?

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And so then you identify, well, what can I do to mitigate those risks?

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And so you have this risk register and this mitigation plan, right?

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And I've seen that applied in businesses where you have several different business units

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all reporting up into a parent company.

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The parent company takes the aggregate total of all those budgets of the business units

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that are reporting up into it and then it applies this risk register of not all my business

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units are going to operate exactly as they've budgeted.

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And so they put a contingency in place so that when they're reporting to the shareholders,

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they're reporting something that's different than just the aggregate of all those business

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units budgets.

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Interesting.

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I still, I can't get this picture out of my head of a guy in overalls farming worms.

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I just, you know, I know.

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It's really interesting because the beauty of what I do is that we've talked about people,

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product and process.

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So I've worked in heavy goods manufacturing, I work in high tech and I've worked in dirt.

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And it's fascinating because you can learn so much about every business.

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So that's right.

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Again, yeah, I have similar experience in various industries and learning from those

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industries so very interesting and a great example.

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So Jeff, while I try to get worm farming out of my mind, let's take a quick break.

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At Flagship Talent, we work with our clients to find and place the right talent.

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What do we mean by the right talent?

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We mean we find talent who will commit to your organizational goals and align with your

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values and behavior expectations.

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Talent who will perform to your expectations.

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Talent who will stay and grow with your organization.

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How are we different from our competitors?

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We offer the lowest fee structure in the industry.

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We offer the best talent guarantee in the industry.

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We provide selection and interviewing support to our clients at no additional fee.

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We want to save you money, deliver high quality talent, become an extension of your organization

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and be your preferred provider of talent acquisition solutions.

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To learn more, contact Jeff Parsons by email at jeff at FlagshipTalent.com or by phone

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at 1-800-530-4189, extension 101.

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All right.

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We're back with Jeff Smith.

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So in organizations that operate on a JIT or a just-in-time approach, I would imagine

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risk management is really super important because if you have a supplier, they have

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a piece of equipment go down and they can't deliver to you when you need to deliver it

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to your customer, then you're going to shut that customer down.

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And so you have to have a plan B, maybe a plan C to make sure that doesn't happen.

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There's that trickle down effect of inventory is one of our biggest risks.

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You have so much that can go wrong with it.

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You can forget to order.

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You can have a supplier that runs out of stock.

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You can have things that are delayed in customs or you can have a quality issue, a bad batch

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of product.

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All those things can go wrong with your inventory.

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And so it's not infrequent for companies to have safety stock, especially on their critical

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pieces of inventory, because if they're missing a deadline, either the customer is going to

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go somewhere else or something catastrophic is going to happen with the customer and you're

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going to have to pay penalties.

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Yeah.

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One of the interesting things I learned earlier in my career in operations is that, and it

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certainly surfaced in the education I was providing to supervisors and their bosses

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and how cash moves through manufacturing organization is that there's a difference between generating

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cash and generating revenue.

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You can generate revenue, but again, going back to your processes and being efficient

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you've talked about earlier in the discussion, if you're receivables, if you're not receiving

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the cash, then you can have a cashflow problem.

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So you could be a successful business, but if you have a cashflow problem, you can't

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make your payroll and you can't pay your bills, you can't do those things and companies go

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under because of cashflow issues.

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Although it was a successful business as it relates to sales and that sort of thing, but

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they had a cashflow problem.

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Yeah.

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Yeah.

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Very, very true.

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And one of the measures that I didn't mention before that I really love is what's called

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the cash conversion cycle.

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Basically what it is is if I take an investment of a dollar, how long is it going to take

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me to get that dollar back?

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If you think about your three major things, your accounts receivable, your inventory and

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your accounts payable, right?

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I buy inventory and on the day that I get it, I incur accounts payable, right?

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If it takes me 30 days to take that inventory and turn it into a saleable product and then

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I sell it and then it takes me 45 days to collect down it, I'm getting from day zero,

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I'm getting 75 days to when I collect on my investment, right?

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But I've got accounts payable and say I've negotiated 45 day payments on my accounts

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receivable.

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Right.

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And now from the time that I actually paid my accounts payable to the time I collected

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on my accounts receivable is 30 days.

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Right.

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And it makes a significant tremendous impact on the business.

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It does.

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It does.

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And so if I'm in growth mode and I've got increasing sales, that means I have increasing

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inventory and increasing accounts payable, that 30 day period is going to be a huge impact

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on the business.

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So managing your cash conversion cycle and understanding how much money I'm going to

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need at my projected rates in order to fund that 30 days is really important.

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Yeah.

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Good discussion.

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You spoke about lean, you referenced lean earlier in discussion, operational efficiency.

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So in what ways can financial analysis contribute to improving operational efficiencies?

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Yeah.

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So we talked about controls before, we talked about risk management.

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One of the biggest part of the balance sheet for a lot of manufacturing companies is their

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inventory.

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And so accounting can have a direct impact on the operational efficiency of a business

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just by the way that they contribute to the controls of the inventory.

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Okay.

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In the past, accounting would shut down operations for the annual physical inventory.

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Yeah.

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A bunch of people would count all the inventory, they would input it into the business system.

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And typically those things would be wrong.

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They would introduce error into the inventory population.

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Right.

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So the key to good inventory management is knowing what you have and knowing where it

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is.

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So not only do you have to have it in stock, you have to be able to find it.

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And so when you do the annual physical inventory, things get all messed up and you don't know

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what shelf it's on and all that sort of stuff.

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It might as well not even have the inventory.

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Right?

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So a good cycle counting system can help to prevent the annual physical inventory.

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Gotcha.

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If we can put in place a cycle counting process in which you're counting your A items 12 times

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a year, your B items four times a year, your C items once a year, and you're just counting

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a small percentage of the population every day, finding the error in the inventory, identifying

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the root cause of it and correcting the root cause, you're now pushing your error out of

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your inventory.

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If you can demonstrate that your inventory is accurate through your cycle counting process,

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you can get the auditors to buy off on eliminating that annual physical inventory.

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Now you don't have the disruption of the operations.

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Now you don't have the inaccuracy that the annual physical introduces into the system.

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So now you can find your product every time and you're pushing the error out because you're

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investigating and correcting the upstream processes that are introducing errors into

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your inventory.

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That's interesting.

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I do remember the days of being on the inventory count proof.

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Been there, done that.

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War stories.

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It wasn't a coveted role at the time.

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So as I mentioned earlier, finance and accounting groups are support groups for operations.

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They support the success of operations.

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In order to do that most effectively, there has to be some degree, and you've referenced

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it several times in our discussion, there really needs to be a certain level of partnering

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and collaboration with the operational staff and team.

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I can tell from your earlier discussion that you really value being a part of the operations

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process and not just over in the corner doing bin counting and that sort of thing.

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You like to be engaged in the process and learn the process and that sort of thing.

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So how important is it really to collaborate?

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And I know it sounds like an obvious answer to it between finance and operations department.

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So how important is it in your experience and how effective has it been for you?

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And then what are some best practices for fostering collaboration?

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So A, it's absolutely fundamental to what I do.

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Not everybody goes about accounting the way that I do it, but in my mind, I understand

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financial results better if I can understand the upstream processes.

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Okay.

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I love to go out on the shop floor and I love to watch the process.

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I love to be able to touch and feel and understand what's going on so that when I look at the

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financial results, I can tell the story behind the financial statements.

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So it helps me, but I also view operations as my customer.

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So when I led accounting departments, I encouraged all of my staff, the accounts payable person,

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the accounts receivable person, the cost accountants, the entire staff, I encouraged them to always

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have a pair of steel toe shoes under their desk because I wanted them to go out on the

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shop floor.

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If they had a question about something, I wanted them to go out on the shop floor and

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ask the question out on the shop floor because that would help them to understand what they're

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doing.

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Whether it's accounts payable where they're looking at a bunch of invoices and what's

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this widget?

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Right.

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Right.

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You're understanding what it is so that they can understand is $10 per unit a reasonable

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price or should I be questioning this?

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Or if it's the cost accountant and trying to understand why we have this variance, go

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out and understand it.

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And so by doing so and treating our operations people as if they're our customers, we're

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providing a valuable service to them.

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And then when we're looking at the senior leadership team, we're able to tell a good

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story about what's actually happening in the operations and not just a bunch of numbers

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on a page, but the things that contributed to those numbers.

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Yeah.

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You know, the trick is to create good relationships and a sense of collaboration, a sense of partnership

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because sometimes it's easy to fall into a more adversarial relationship and HR has the

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same challenge.

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Sometimes in HR we forget that we're not the customer.

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We have our customers, but we're not the customer.

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And sometimes the other administrative areas sort of fall into that trap sometimes too.

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You give me this and you give me that as opposed to I'm going to go out here and work with

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them.

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My job is to make your life a little easier, make better decisions and things.

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Right?

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Yeah.

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Okay.

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Let's take a final break and then we'll be back to wrap up our discussion with Jeff Smith.

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At Flagship Talent, we work with our clients to find and place the right talent.

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What do we mean by the right talent?

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We mean we find talent who will commit to your organizational goals and align with your

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values and behavior expectations.

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Talent who will perform to your expectations.

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Talent who will stay and grow with your organization.

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How are we different from our competitors?

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We offer the lowest fee structure in the industry.

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We offer the best talent guarantee in the industry.

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We provide selection and interviewing support to our clients at no additional fee.

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We want to save you money, deliver high quality talent, become an extension of your organization

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and be your preferred provider of talent acquisition solutions.

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To learn more, contact Jeff Parsons by email at jeff at FlagshipTalent.com or by phone

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at 1-800-530-4189, extension 101.

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All right.

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We're back.

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And Jeff, thank you so much for your contribution.

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We really appreciate what you're bringing to this series on finance and operations.

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Thanks, Jeff.

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And Jeff will be joining us again next week in episode three of this series on how finance

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supports operational excellence, helps achieve business success.

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So join us again next week with Jeff Smith.

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I'm looking forward to it.

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I am as well, Jeff.

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But in the meantime, should any of our listeners want to contact Jeff, you can do so via email

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at jeff.smith.com.

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Jeff.smith.com.

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Until next time, work hard to become the flagship.

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Thank you.

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Bye.

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Thank you for listening to this episode of Be the Flagship with Jeff Parsons.

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We hope you enjoyed it.

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If you did like it, please subscribe and share with others.

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Until next time, take the step to become the flagship in your marketplace.

