How we became an ace pilot with gibbs & partners the blue rocket story.
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The document summarizes Blue Rocket Accounting's journey from an unstructured accounting firm to a highly efficient and scalable business with Gibbs & Partners' help. Gibbs & Partners provided clarity by defining Blue Rocket's value proposition and processes for attracting clients (WIN), serving clients (SERVE), and running the business (RUN). This included capturing all roles, activities, and resources. As a result, Blue Rocket is now a highly profitable, compliant, and expandable business positioned for continued growth.
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How we became an ace pilot with gibbs & partners the blue rocket story.
- 1. How we became an Ace Pilot The Blue Rocket Story
- 2. You’ve always known where you wanted to be… …and the old spaceship had got you a long way, but wasn’t quite up to the job any more… Blue Rocket Accounting So, we’ve streamlined it; redesigned it to work more efficiently; made it more fuel efficient; clarified Crew member roles and responsibilities, and now everything works like clockwork… Blue Rocket Accounting Blue Rocket Accounting Blue Rocket Accounting …and you’re ready to conquer new worlds! It’s been a delight to work with you. Kirsten
- 3. Where we were…. • Julie had recently taken over the business and very much wanted to make it her own, delivering the services the way she had envisaged for years. • We were going through a re-branding and marketing exercise. • We are very creative, highly customer focused and never afraid to do brave things or take action. When we started work with Kirsten we had just won “Accountancy Firm of the Year” and a Customer Service award from AVN. • We’ve always known ‘systems’ are important, but had never found the right tools to do the job so that it could all be communicated easily and actually followed. We had a set of ‘instructions’ that were so detailed and hard to follow that of course, hardly anyone did. • Things weren’t happening consistently the way we wanted. People were doing things their own way instead of ‘the Blue Rocket way’. • “I was promising things that I couldn’t be sure would actually happen that way, if at all, which made me worry when taking on new clients”
- 4. Where we are now... • The Monday after we finished, we became the first ever firm to achieve AVN Excellence 6-star status. • We have a big picture of how everything fits together to win clients, serve those clients and run the Blue Rocket business around them. • Everything is defined in one place, online and easily usable. We have process manuals for Win, Serve and Run, plus a playbook for useful techniques, tips and tricks that everyone can share. • We have clearly defined roles and responsibilities and a clear and exhaustive map of all our business processes that Gibbs & Partners will look after for us on an ongoing basis. We’re now officially Investors in People too. • We’ve simplified and clarified our product offerings, and streamlined the way we charge. • We’ve stopped measuring ourselves on turnover. Now we measure ourselves on how well we’re delivering to the customer and the turnover takes care of itself. In fact it’s up 30%. • We can share with our prospects and clients just how much we do for them – which means we can attract the businesses we want and charge the right price for what we do. • We’ve opened the door to expansion. We can add new people and new offices easily, knowing that the Blue Rocket Way of doing things will be preserved to continue delighting our clients.
- 5. How Gibbs & Partners helped us get there 1. CLARITY • Kirsten pulled together the work we had already done on values, our existing marketing materials and what she could see herself into a ‘Promise of Value’ statement. • Kirsten helped us simplify and clarify our offerings to make it easier to buy from us.
- 6. How We Behave Caring Capable Knowledgeable Different Clear-thinking Above board Resourceful Proud Fun Systematic Personal FriendlyExpert Accurate Happy Supportive There Honest Easy Efficient Organised Innovative Simple Likeable Prompt On time Fair Proactive What We Do Help you get the most from your business Cover everything Empower growth Help you get it right Keep you in control Hold your hand while you get going Talk your language Save unnecessary taxes Support you through growth Help you use your numbers to drive your business growth Help you act on the numbers Keep you on course Fire-proof your business Re-kindle enthusiasm for your business Make running your business enjoyable Watch out for asteroids What We Are Houston to your Apollo mission Your accounting infrastructure The right support Your financial dashboard Your ground control New boosters The business you've always wanted A rocket up your bum Your back- up radar The way to the stars The Blue Rocket Accounting Promise of Value Copyright © 2014 Blue Rocket Accounting 6 “We put honest, professional and committed business owners firmly on course to reach their business goals with a tailored programme of accounting support that gives them the critical information they need to build the business they always wanted”
- 7. Copyright © 2014 Blue Rocket Accounting 7 Blast Off – BENEFITS We talk your language, not ours We hold your hand while you get going We help you get it right We fire-proof your business The right support for you right now – just what you need to get going and keep on track So you can enjoy getting started in business Friendly Caring Fun Personal Above board Supportive Knowledgeable
- 8. Copyright © 2014 Blue Rocket Accounting 8 Maintain Orbit – BENEFITS We talk your language, not ours We keep you on course and in control We help you get it right We fire-proof your business The right support for you right now – just what you need to stay in a comfortable orbit for as long as you want to. So you can enjoy the lifestyle your business creates for you Friendly Personal Above board Knowledgeable We save you unnecessary taxes Capable Efficient We cover everything We make things simple
- 9. Copyright © 2014 Blue Rocket Accounting 9 Expand Orbit – BENEFITS So you can use the numbers to drive your growth We give you new boosters We give you a financial dashboard The right support for you right now – just what you need to take your business into a bigger orbit So you can enjoy running the dynamic growing business you've always wanted. Clear thinking Above board Knowledgeable Innovative Efficient We become your financial infrastructure – you don't have to think about it PromptExpert And rekindle your enthusiasm for your business Resourceful We save you unnecessary taxes so you can fuel growth
- 10. Copyright © 2014 Blue Rocket Accounting 10 Reach for the Stars – BENEFITS So you can use the numbers to keep on track and drive your growth We give you new boosters - and a plan We give you a financial dashboard and a Finance Director The right support for you right now – just what you need to take your business out of this world So you can enjoy growing the business empire you've always dreamed of. Clear thinking Above board Knowledgeable Innovative Efficient We're Houston to your moon landing – a proactive financial infrastructure you don't have to think about Prompt Expert And rekindle your enthusiasm for your business Resourceful We save you unnecessary taxes so you can fuel growth We watch out for asteroids
- 11. How Gibbs & Partners helped us get there 2. PROCESS - WIN • Kirsten drafted a process for attracting prospects and converting them to clients, based on what we were already doing, her knowledge of how people buy, and the Dale Carnegie Sales Advantage process. • Kirsten sent Miguel on the Dale Carnegie Sales Advantage course too. • We’ve refined this to suit our business, and now have a complete and fully documented WIN process that shows how we identify, attract and convert prospects:
- 12. Copyright © 2014 Blue Rocket Accounting 12 Blue Rocket Win – Overview Deliver Taster Respond to Enquiry Agree Service Research Prospect Deliver Service BUYSEE BONDQUALIFY TRY Promote Blue Rocket Receive Introducer Referral Release Client SERVEWIN Receive Client Referral Back to Run Blue Rocket Day Nurture Client Schedule Monthly Marketing Plan Annual Marketing Set Up Blue Rocket One-page Plan Plan Resources Adjust Resources Hold Monthly Target Update
- 13. Copyright © 2014 Blue Rocket Accounting Promote Blue Rocket – Overview Run Direct Campaign SEE QUALIFY TRY Nurture Introducer Exhibit Blue Rocket Enter Business Award Publish Blue Rocket Article Network Schedule Monthly Marketing Give to Opportunity Identify Opportunity Receive Introducer Referral Deliver Taster Respond to Enquiry 13 Back to WIN
- 14. How Gibbs & Partners helped us get there 2. PROCESS - SERVE • Kirsten captured everything we do to serve our clients once we have won them – as Julie and Miguel want it to be rather than as it actually is. • Often that meant questioning why we were doing certain things or suggesting alternatives, or encouraging us to come up with new ideas. This was a mammoth task, and the Wednesday afternoons spent thinking hard and reviewing what Kirsten produced were the hardest part of the project for us. • We now have a complete, fully documented SERVE process that shows how we all work together to deliver an amazing service to our clients, and we’ve already put a lot of it into action.
- 15. Deliver Blast Off Deliver Maintain Orbit Deliver Expand Orbit Deliver Reach for the Stars Serve - Overview Release Client Set Up Client Back to Run Blue Rocket Day Copyright © 2014 Blue Rocket Accounting 15 Deliver Personal Tax Service Deliver Self Employed Service Sign Up Client (WIN) Transfer Client Records Book Transfer Take Transfer Delivery Review Family Tax Deliver Landlord Service Collect Transferred Records
- 16. Copyright © 2014 Blue Rocket Accounting 16 Deliver Expand Orbit – Overview Set Up Client Hold Draft Accounts Meeting Send Draft Accounts Reminder Set up Draft Accounts Meeting Receive Visitor Arrange Draft Accounts Meeting Draft End of Year Accounts Approve End of Year Accounts File End of Year Accounts Handle Enquiry (WIN) Adjust End of Year Accounts Update Accounts File VAT File P11D File Monthly Payroll File Annual Return File CIS Deliver Fast Accounts Set Up Registered Office Set Up Asteroid Protection File Director Tax File Director Payroll File Weekly Payroll Set Up Director Payroll Set Up Weekly Payroll Plan Tax Deliver KashFlow Training Introduce Team Add Service Sign Up Client (WIN) Back to Serve Handle Asteroid Set Up One-page Plan Review One-page Plan Introduce Team Introduce Team
- 17. How Gibbs & Partners helped us get there 2. PROCESS - RUN • Finally, Kirsten captured everything we do to run the Blue Rocket business to support the Win and Serve process. • That means everything from Team Huddles to recruiting training and appraising staff; from opening the office to paying the bills and collecting fees – and of course to updating our processes.. • We now have a complete, fully documented RUN process that shows how we all work together to keep Blue Rocket functioning smoothly and profitably – so we have time and space to make it fun too.
- 18. Copyright © 2014 Blue Rocket Accounting Run Blue Rocket Day - Overview Hold Team Huddle Close Office Win Serve Open Office Finish Working Day Hold Production Meeting Start Working Day Run Blue Rocket Reach For the Stars 18
- 19. Copyright © 2014 Blue Rocket Accounting 19 Blue Rocket Reach for the Stars – Overview Review Blue Rocket One-page Plan Draft Blue Rocket End of Year Accounts Approve Blue Rocket End of Year Accounts File Blue Rocket End of Year Accounts Update Blue Rocket Accounts File Blue Rocket VAT File Blue Rocket P11D Run Blue Rocket Payroll File Blue Rocket Annual Return File Blue Rocket Director Tax Plan Blue Rocket Tax Review Performance Collect Client Payment Pay Supplier Hold Monthly Target Update Schedule Monthly Marketing Plan Annual Marketing Plan Resources Adjust Resources Acquire Resources Set Up Blue Rocket One-page Plan Back to Run Blue Rocket Day Invoice Asteroid Protector
- 20. What’s behind the bubbles? • Sometimes more bubbles….
- 21. Copyright © 2014 Blue Rocket Accounting 21 File VAT - Overview Produce VAT Return File VAT Return Notify Client Adjust Books Back to Maintain Orbit Back to Expand Orbit Back to RFTS
- 22. What’s behind the bubbles? • Eventually a sketch of what needs to be done to complete an Activity:
- 23. Copyright © 2014 Blue Rocket Accounting 23 Produce VAT Return - Roles Back To File VAT Flight Dynamics Officer
- 24. Copyright © 2014 Blue Rocket Accounting 24 Produce VAT Return - Props KashFlow VAT Return Accounts System VAT Report Back To File VAT
- 25. Produce VAT Return 1 –Generate VAT Report Copyright © 2014 Blue Rocket Accounting 25 • 1 day after Update Accounts, in the month following the end of the VAT quarter for this Client: • From the Client’s account System, generate a VAT Report for the last VAT Quarter - in KashFlow this is called the VAT Calculation, in other systems it is usually called a VAT Detail Report. • Generate the VAT return for the last VAT Quarter. Diary VAT Return VAT Report Accounts System Flight Dynamics Officer Back To File VAT
- 26. Produce VAT Return 2 – Log Documents Copyright © 2014 Blue Rocket Accounting 26 • Log the VAT Report and the VAT Return against this Client in IRIS. IRIS VAT Report VAT Return Flight Dynamics Officer Back To File VAT
- 27. Flight Dynamics Officer Copyright © 2014 Blue Rocket Accounting 27 • THIS IS WHAT I DO: • I look after my own set of Blue Rocket Clients. • I do whatever I can to help my clients to get want they want from their business. • I ensure my Clients' accounts are always compliant and up to date with the current tax regime • I keep up to date with legislation and regulation that will affect their ability to achieve what they want. • I keep abreast of resources that my be of use to them. • I proactively warn them of upcoming dangers. • I am there for them whenever they need help. • I prepare their accounts. • I benchmark them against their competitors. • I suggest improvements and changes to keep them on track. • I put them in touch with trusted suppliers who can help them. • I look out for ways to help them more with other Blue Rocket services. Back To File VAT
- 28. Flight Dynamics Officer • THIS IS WHAT I AM RESPONSIBLE FOR: • Making sure my Clients get all the help they need to achieve their business goals • Making sure my Clients get all the advice and help they need to stay compliant with relevant legislation. • Preparing my Clients' accounts • Benchmarking my Clients against competitors • Managing Client meetings Copyright © 2014 Blue Rocket Accounting 28 Back to FDO
- 29. Flight Dynamics Officer runs these Serve Processes: Copyright © 2014 Blue Rocket Accounting 29 • Collect Transferred Records • Deliver Self Employed Service • Deliver Personal Tax Service • Deliver Landlord Service • Deliver Tax Credit Service • Deliver Blast-Off • Deliver Maintain Orbit • Deliver Expand Orbit • Deliver Reach for the Stars Back to FDO
- 30. Now where? • Now we have everything packaged for Blue Rocket we can: • Grow our team • Open new offices • Franchise if we want to • The sky’s the limit • And Julie gets to spend more time on holiday with her family!
- 31. Do you know anyone who would like to work towards becoming an Ace Pilot? • Gibbs & Partners can do this for any business: • DogKnows (a dog walking business – now a franchise) • Simply Dancing Partners (a virtual dance school) • Recruitment Genius (online recruitment - now with an office in Scotland) • Bailey Ahmad (Insolvency and turnaround – more profitable than ever). • Blue Rocket Accounting (an award winning accountancy - poised for growth). With clarity and process you can build profitability, scalability and value in your business so you can sell it for more or leave it as a sustainable legacy after you’ve gone.
- 32. We are now an Ace Pilot!