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Planning and preparing for a potentially catastrophic working capital crunch is something you should be prepared for. First off, ensure your accountant brings your books up to date, so you have full visibility of your balance sheet to accurately have a position on cash, accounts receivables and accounts payables. You can build a cash flow projection for the next two quarters, projecting a base case and worst-case projection which you can consider.
The projections will highlight categories where you may be able to cost control. In general, we would recommend you cut back on all non-essential business expenditure, such as training, entertainment or upgrades, i.e. halt all expenditure on ‘nice to haves’ and keep ‘must haves. This includes a potential hiring and capital expenditure freeze. Next is speaking to everyone who can help.
Open and Raise All Lines of Communication
Strategies of burying your head in the sand will lead to anxiety of the unknown, and whilst things will eventually blow over, this is a pivotal moment for business owners to show true leadership grit in the face of adversity.
By communicating to your customers, supplier and employees, this will show all stakeholders that you are taking your responsibility as a director or owner of a business seriously which will result in attaining their best responses, support and outcomes. However through increased exposure of decisions directors are making, it can make it more likely for a stakeholder to bring a claim personally against a director for a decision or action, in this case you might want to consider Director’s liability insurance to provide adequate protection against the increased communication exposure.
Collections
Ensure you reach out to all your clients and tell them you are open for business and require payment on amounts overdue to support. Where appropriate, look to offer incentives to encourage immediate payment, even if you have to take a small haircut.
Accounts Payable
Ensure you reach out to you key suppliers as you may be able to enter agreements to spread the amounts due over a longer period to keep the supply chain moving, or even offer immediate payment if a discount is offered and accepted.
Management should take this opportunity to reassess old standard deals and pricing from suppliers and try to leverage and capitalise off past goodwill. It is the perfect time to reevaluate all suppliers and renegotiate more competitive deals primarily in the short term but also lock in more favourable longer-term pricing. It is also a good time to check the insurance coverage as you do not need any further uncertainty at this time. Review each policy to ensure, not only are they current but the cover captures all the exposure of your trading activities.
Funding and Financing
On March 10, 2020, the Bank of England has already reacted by voting unanimously to reduce the Bank Rate by 50 basis points to 0.25%. This will help to avert a crisis to support the economy and business owners to reduce their cost of borrowing. It is recommended you discuss ideas with your bankers to see how they can help. Whilst the mechanics are currently not clear, the banks have signalling their intention support business by opening lines of credit as an when required.
Therefore, in order to secure this potential funding without delay, it will be vital to get your books and records up to date and have the necessary information to hand. Be patient and prepared for a lengthy detailed discussion with your bankers as their support will undoubtedly be key to your business survival.
If the business is backed by private equity or venture capital, it is important to keep your portfolio manager informed, he or she will be having to report up to the Board, and will be getting a number of request for financial support or cash calls from all businesses within the portfolio. Therefore, you want to be at the front of the queue, demonstrate your competence and have all you financial and operating information ready to ensure they will be confident to continue their funding program.
Reducing Employee and Contractor Costs
Your employees will be concerned about their own family’s health and finances at this time. There should be a calm but frank discussion about the liquidity of your business and what your plans are to mitigate any risks. Most employees will understand that this situation is completely outside your control, however they also would be relieved to know there is thought and a plan in place to navigate through the next 4 to 8 weeks.
This leadership is critical at time, as employees in turn will have to go home to explain the situation to their own families with the same level of detail and importance. Ideally a risk analysis of the company’s operation, workplace practices and processes should be reviewed to look cut the spread of any virus and further identify any areas where the business could become lean via a headcount reduction.
It is also a good opportunity for team building events to reinforce that all employees are part of one team, and they should pull together and recognise their actions are important for the greater good of their colleagues, and ultimately the company and the local community. In times of crisis a strong clan and dedicated team will stand a better chance of survival against the competition.
Liquidation
In the event your business has already been struggling, loss making or thinly capitalised to the point where creditors are already nearing the front door, it may be time to consider a member’s voluntary liquidation (MVL). Considering a potential working capital crunch is likely for many businesses, owners may find themselves in a situation where the only option is to enter administration or liquidation. There of course is no shame in this, its business after all, and when the market is presenting a set of exceptional circumstances, you need to remain resolute by removing emotion and act fast – an MVL costs can start from GBP 5,000.
In general, it is recommended that you take some control of this situation by rapidly arranging your team and financial affairs in the effort to best manage and avert any potential crisis. Seek help from your accountants and business advisers to ensure a practical plan is put in place early to best manage any eventuality.
