Maximising Success: The Power of KPIs in Small Business Growth

Maximising Success: The Power of KPIs in Small Business Growth

Entrepreneurs constantly seek ways to gain a competitive edge and drive sustainable growth in their business. One invaluable tool that has emerged as a game-changer is using Key Performance Indicators (KPIs) strategically. These metrics serve as a compass, guiding small businesses toward success by providing critical insights into their operations’ financial and non-financial aspects.

The Significance of Financial KPIs

Financial KPIs are paramount for businesses as they serve as a compass, guiding strategic decision-making and ensuring sustained economic health. These metrics offer quantitative insights into a company’s fiscal performance. Understanding and optimising financial KPIs is crucial for a business to thrive and grow. These metrics provide a snapshot of current financial standing and aid in forecasting, budgeting, and resource allocation. They enable businesses to identify areas of inefficiency, refine pricing strategies, and allocate resources effectively, ultimately contributing to increased profitability and long-term financial sustainability.

Examples of Financial KPIs include: 

Revenue Growth Rate

One of the fundamental financial KPIs for small businesses is the Revenue Growth Rate. This metric assesses the percentage increase in revenue over a specific period. For small enterprises, tracking this KPI is essential for understanding the effectiveness of their sales and marketing efforts. It enables businesses to identify successful strategies, allocate resources wisely, and make informed decisions to drive further growth.

Profit Margins

Profit Margins are crucial indicators of a small business’s financial health. By calculating the profit percentage derived from sales, entrepreneurs gain insights into their operational efficiency and pricing strategies. Monitoring gross, operating, and net profit margins allow businesses to adjust their cost structures and pricing models to maximise profitability.

Cash Flow

Small businesses often face cash flow challenges that can hinder their day-to-day operations. Keeping a close eye on Cash Flow KPIs is imperative to ensure sufficient liquidity for meeting expenses, paying suppliers, and investing in growth opportunities. Businesses can implement proactive measures to maintain financial stability by identifying patterns and potential cash flow bottlenecks.

Return on Investment (ROI)

ROI is a critical financial KPI that measures the profitability of investments made in various business activities. Whether it’s marketing campaigns, technology upgrades, or employee training, understanding the return on these investments helps small businesses allocate resources to initiatives that yield the highest returns, thus optimising their overall performance.

Beyond the Balance Sheet: Non-Financial KPIs

Non-financial KPIs play an equally crucial role, offering a holistic perspective on a business’s overall performance beyond the balance sheet. They can provide qualitative insights that are equally vital for success. Tracking non-financial KPIs allows businesses to understand the intricacies of customer experience, employee satisfaction, and market responsiveness, fostering a comprehensive strategy for sustained growth and competitive advantage. Both financial and non-financial KPIs are indispensable tools for businesses aiming not just to survive but to thrive in an ever-evolving business landscape.

Examples of non-financial KPIs include: 

Customer Satisfaction

Happy customers are more likely to become repeat buyers and brand advocates, contributing significantly to a small business’s long-term success. Regularly assessing customer satisfaction through surveys, feedback, and reviews provides actionable insights for improving products, services, and overall customer experience.

Employee Productivity and Engagement

Small businesses thrive when their teams are engaged, motivated, and productive. Employee Productivity and Engagement KPIs help entrepreneurs gauge the efficiency of their workforce. Tracking project completion rates, employee satisfaction surveys, and turnover rates empowers businesses to create a positive work environment, enhance productivity, and retain valuable talent.

For some practical tips on boosting staff productivity, check out our article.

Website Traffic and Conversion Rates

In the digital age, an online presence is indispensable for small businesses. Monitoring Website Traffic and Conversion Rates provides insights into the effectiveness of online marketing efforts. By analysing user behaviour, small businesses can refine their digital strategies, optimise their websites, and convert more visitors into customers.


For small businesses, agility is often a critical competitive advantage. Time-to-market KPIs measure the speed at which a product or service is brought to market. Rapid innovation and quick response to market demands enable small businesses to stay ahead of the competition, capture new opportunities, and adapt to changing customer preferences.

Implementing a Successful KPI Strategy

Businesses must adopt a systematic approach to harness KPIs’ full potential.  

Identify Relevant KPIs

Not all KPIs are created equal. Small businesses should carefully select KPIs that align with their goals and objectives. Whether financial or non-financial, each chosen metric should provide actionable insights into critical aspects of the business.

Set Clear Goals and Targets

Establishing clear goals and targets is essential for KPI effectiveness. Small businesses should define what success looks like and set measurable targets for each selected KPI. This ensures that the metrics are aligned with the overall business strategy.

Utilise Technology for Tracking

Leverage technology and analytics tools to automate the tracking and monitoring of KPIs. This saves time and provides real-time data that can be invaluable for making timely and informed decisions.

Regularly Review and Adjust

Business environments are dynamic, and small businesses must adapt to changes swiftly. Regularly reviewing KPIs allows entrepreneurs to identify trends, make informed decisions, and adjust strategies to stay on course towards their goals.

We have compiled a list of more examples of both financial and non-financial KPIs that you could use in your business in our Know Your Numbers workbook. Get your copy here.

The strategic use of Key Performance Indicators is a powerful tool that goes beyond mere financial tracking. By incorporating financial and non-financial KPIs into their decision-making processes, entrepreneurs can gain a holistic view of their operations, optimise performance, and foster sustainable growth. As small businesses continue to navigate the complexities of the modern marketplace, embracing the power of KPIs is not just a choice but a strategic imperative for success.

Unlocking Business Success: The Importance of Strategic Planning and Budgeting

Unlocking Business Success: The Importance of Strategic Planning and Budgeting

Strategic planning is pivotal in determining long-term success in the fast-paced and competitive business world. By setting clear goals and developing actionable strategies, businesses can navigate challenges, seize opportunities, and drive growth. 

The Power of Strategic Planning

Strategic planning defines a company’s vision, objectives, and actions to achieve them. It provides businesses with a roadmap, guiding their decisions and ensuring alignment with long-term goals. We believe strategic planning is crucial for the following:

Direction and Focus

A well-defined strategic plan sets the path for the business. It clarifies the company’s purpose, values, and desired outcomes, keeping everyone focused on a shared vision. With a clear direction, businesses can make informed decisions and allocate resources effectively.

Anticipating Change

Strategic planning enables businesses to anticipate and adapt to changes in the market, technology, and consumer behaviour. Businesses can identify potential threats and capitalise on emerging opportunities by conducting thorough market research and analysing industry and business trends.

Resource Optimisation

Effective strategic planning helps businesses optimise their resources. By aligning objectives with available resources, companies can allocate funds, personnel, and time more efficiently. This ensures that resources are utilised in the areas that provide the greatest value and support achieving strategic goals.

Risk Mitigation

Strategic planning involves assessing potential risks and developing contingency plans. By identifying vulnerabilities and implementing risk mitigation strategies, businesses can proactively address challenges and minimise their impact on operations and profitability.

The Role of 3-Way Budgeting in Strategic Planning

An essential component of strategic planning is 3-way budgeting. We believe that 3-way budgets underpin strategic plans:

Financial Visibility

3-way budgeting provides a comprehensive view of a business’s financial health. Businesses gain insights into their financial performance by integrating revenue projections, expense forecasts, and cash flow estimates. This visibility enables informed decision-making and facilitates allocating resources to support strategic objectives.

Goal Alignment

3-way budgeting ensures financial goals align with strategic objectives. By integrating financial targets into the planning process, businesses can evaluate the economic feasibility of their strategies. It helps identify the financial impact of various initiatives, such as product development, market expansion, or cost optimisation.

Performance Evaluation

3-way budgeting allows businesses to monitor and evaluate their financial performance against established targets. By regularly comparing actual results with budgeted figures, businesses can identify areas of improvement, adjust their strategies, and make informed decisions to stay on track towards their goals.

Failing to plan is planning to fail

Benjamin Franklin

These wise words from Benjamin Franklin are a powerful reminder of the significance of planning in achieving success. By taking the time to strategise, set goals, and create actionable plans, businesses can position themselves for growth and overcome obstacles.

Strategic planning is integral to building a successful business in the Australian market. It provides direction, anticipates change, optimises resources, and mitigates risks. Additionally, 3-way budgeting underpins strategic plans by offering financial visibility, aligning goals, and evaluating performance. So, remember the wise words of Franklin and prioritise strategic planning to unlock your business’s full potential and thrive in today’s competitive landscape.

Book a discovery call today if you need help with your strategic plan and/or 3-way budgets.

You can also read more bout setting goals here.

A rock-solid marketing strategy for success

A rock-solid marketing strategy for success

This is a guest blog bought to us by Laura Higgins, the Creative Director at The Inspired Hive.

Bamboozled by the mere idea of a marketing strategy? What even is that and why do you need one for your business?

Truth is, once you’ve got a good ‘un,  you’ll wonder what took you so long to sort that sensational marketing strategy and activate it as a kickass plan. 

A marketing strategy is your road map.  Your destination?  Business success. Like any map worth its salt, it shows you:

  • Where you are and where you’re headed
    So you can position your business and set cracking good goals. 
  • How to get there
    So you can focus and refine your messages to find and appeal to your ideal audience. 

A gosh-wow marketing strategy helps get your business vision out of your head or off the page. It gives it a super strong pulse, a serious pair of legs, loads of momentum and heaps of endurance. 

In short, a sensational strategy gives your marketing direction, structure and style. And this dear reader kills overwhelm and anxiety stone dead.

A spot-on marketing strategy kills overwhelm and anxiety stone dead

Most clients coming to me for marketing mentoring or strategy-making are a little (or a lot) dazed and confused. They’ve had it with jumping on random marketing activities to try to get quick wins. They’ve tried to follow the latest hot trend and ended up with a hot mess. They’re sick of flops and feel defeated.

They’re desperate to make things work, and they do! We start with a solid strategy to get clear on:

  • What they want to achieve 
  • Who they want to sell to

Then, based on their strategy,  we plan and create content (aka all the stuff on social media and everywhere else) that talks to their ideal customers in lively, engaging, authentic ways.

 Because as accomplished business strategist Brian Tracy (more on him in a minute) says,

‘Every minute you spend in planning saves 10 minutes in execution; this gives you a 1,000 percent Return on Energy!

The result of strategising and planning? You get to swap overwhelm and angst for showing up in style in places your once and future customers can find you. 

Four foundations of a great marketing strategy

Bryan Tracy’s best-selling book Eat That Frog sets out the following four foundations for building a solid marketing strategy.

Specialisation – what’s your secret sauce?

You can’t be everything to everyone. How can you offer a specialised service or product that packs a punch like no other? Put simply,  who are your customers?  What tailored, transformative service or product can you offer them? 

For example:

Sparkling and super-talented photographer Fiona Sexton has a health background and works with allied health professionals to capture the human body and movement in exquisite images that convey health, movement and mindfulness.

Visit Fiona’s site

Differential – how can you be better?

Or, as I like to say, how can you go the extra mile for your customers? Can you offer short time frames or give your time generously? Can you support business humans who might otherwise struggle to access your levels of expertise and experience?    

For example:

Marvellous Mary Cameron, aka The Wrinkly Writer, invests oodles of time and energy in creating faff-free, quirky copy for small businesses with hearts and smarts.

Visit Mary’s site

Segmentation – different strokes for different folks

Maybe your product or service meets the needs of very different sets of customers. That’s completely OK, as long as you understand each group’s beliefs, goals, and drivers.

For example:

 I work with

  • CEOs of Adult Community Education providers to develop marketing strategies that inform and engage adult learners and give them the confidence to explore and follow new paths
  • Small business owners across multiple sectors to show them how to use socials to turn their curious followers into contented customers. 

Concentration – where are your people?

Who needs your products and service the most? Your answer will set the tone and target for your messaging (what you say and to whom) and point to the platforms where your people hang out. Just as you can’t be all things to everyone, you can’t be everywhere. Do your research and decide if Instagram, Facebook, LinkedIn (or somewhere else entirely) will work best for your business.

Focus your marketing efforts where your ideal customers are likely to find you.
Need help to figure out who, where, and how to do that?
Book a chat with Laura at The Inspired Hive.  

You can follow The Inspired Hive on Instagram, Facebook and LinkedIn for more helpful tips.

What is a virtual CFO and how can they help your business?

What is a virtual CFO and how can they help your business?

Are you looking for a way to optimise your business’s financial management and strategy? Look no further than a Virtual CFO.

What is a virtual CFO?

A Virtual CFO, similar to a traditional CFO, provides businesses with expert financial management and strategic planning services. However, Virtual CFOs offer added flexibility and cost-effectiveness. They can work with businesses of any size on a part-time, full-time, or project basis, allowing the business to choose the support level they require and scale the services as needed. Additionally, by working with a Virtual CFO, businesses can save money on salaries and other expenses associated with in-house employees.

How can a virtual CFO help your business?

What exactly can a Virtual CFO do for your business?

  1. Financial planning and forecasting: Virtual CFOs can aid in developing short and long-term financial plans and forecasting future cash flows. They can also assist in setting financial goals and developing strategies to help you achieve them.
  2. Budgeting and cost management: Virtual CFOs can help create and maintain budgets, which is essential for controlling costs and maximising profitability. They can also identify areas of improvement within the business and suggest ways to achieve cost reduction and increased value.
  3. Compliance and risk management: Virtual CFOs can ensure compliance with all relevant laws and regulations, protecting the business from legal issues. They can also aid in identifying and managing potential financial or operational risks.
  4. Strategic guidance: Virtual CFOs can provide strategic guidance, analyse company financial data and suggest ways to improve efficiency, increase profits, and achieve business goals.
  5. Performance tracking and improvement: Virtual CFOs can track the business’s financial performance and identify areas for improvement. They can provide regular financial reports and analysis and aid in implementing systems and processes to improve financial management and decision-making.

Virtual CFO Association

GAP Advisors is a member of the Virtual CFO Association, an elite peer network made up of experienced professional accountants with extensive backgrounds in commerce and various industries. We draw strength from combining our members’ industry vertical knowledge with our capacity to collaborate with each other.

As Australia’s strongest association representing these specialist professionals, we set the standard within the accounting profession.

Don’t let a lack of in-house resources hold your business back. A Virtual CFO can provide valuable financial expertise and guidance without the commitment of a full-time employee. Whether you’re a small startup or an established company, a Virtual CFO can work with you and your existing finance team to make informed financial decisions and achieve your business goals.

Don’t miss out on the opportunity to take your business to the next level! Schedule a discovery call today and see how we can help you optimise your finances, streamline your operations, and reach your financial goals. Click here to book your call now!

Top tips and methods for setting goals

Top tips and methods for setting goals

Setting goals is essential in life and business as they provide you with direction.  Several people lately have said that they struggle with setting goals, so we have put together a list of our top tips and methods for setting goals.  

Method 1 – SMART Goals

smart goals

The SMART criteria has been around since the early 1980s and is the optimal way to set goals.  

Specific – A specific goal should answer questions like what needs to be accomplished?  Who is responsible for it?  

Measurable – Quantifying your goal, it allows you to track your progress and give you a measure of success.  

Achievable – Is your goal achievable?  Goals should be a challenge or a stretch from where you currently are but they also should be attainable.  

Realistic – Is your goal realistic?  Having unrealistic goals can create unwanted stress and frustration.

Timely – In what time period are you going to achieve your goal? 

An example of a weak goal is “I want to increase my monthly customer retention rates”.  However this can be made into a SMART goal “I want to increase my monthly customer retention rate by 10% in the 6 months from February”.  

Method 2 – PACT goals

PACT goals focus more on the output.  Some people have found that PACT goals allow them to track progress towards achieving a goal and creating new habits. The PACT technique works especially well for long-term, ambitious goals because they are focused on continuous growth.

pact goals

Purpose – A purposeful intent speaks to your values and vision for the future.  

Actionable – Your goals should have outcomes that you can focus on now.  Actionable steps allow you to be present and not just planning to do in the future. 

Continuous – This is where you can focus on continuous growth and improvement towards your goals. By using repeatable and straightforward routines, it helps you to avoid analysis paralysis and build healthy habits.  

Trackable – This is more of a “yes” or “no” approach – tracking whether or not you’ve completed the actions you needed in order to achieve your goal.

An example of a PACT goal is “I am going to email 15 and call 5 existing customers each week for 6 months with the specials to increase the monthly customer retention rate by at least 10% from February.  

Tip 1 – Write your goals down

Writing your goal down helps you clarify them, particularly if you are following one of the methods above.  A US study showed that you are 42% more likely to achieve your goals if you write them down.

But don’t write them in a notebook that you’ll never look at again.  Keep them handy and refer to them regularly.  Your goals should influence your decision-making.  

Tip 2 – Break down the steps

If you have used the SMART methodology, you may need to break your goal down into steps or even subgoals to allow you to achieve it.  For example, if you want to run a marathon you don’t just go out and run one.  You need to break down the steps first.  The steps could be hiring a running coach, buying new shoes, eating a particular diet, running 5 days a week, and competing in a 10K race.  All of these are steps that are going to allow you to run a marathon.  

Business goals are exactly the same.  Your goal could be that you want to achieve a million dollars in sales for the year.  Some of the steps you may need to complete could include preparing a budget (read why every business should have a budget here) and a marketing plan, reviewing your manufacturing processes, hiring a new team member etc.  

These steps can be both internally focused as well as customer or externally focused, but they all should be helping you to achieve your overall goal.

If you need some help with your business goals, book a discovery call with us.