The Frustrated CFO

The Trade Finance Prison

Theoretically, you can imagine an international business operating without a trade finance facility - no letters of credit, document negotiations, confirmations, etc. Your suppliers would be more than happy if you always pay in advance. On the other side of the equation, there are some desperate for product customers that you may be able to coerce into pre-payment plans, but, if you want to grow your volume, you will most likely end up extending them unsecured credit terms instead.

Let's pretend for a minute that we don't see the elephant in the room - the cost of working capital, which, under this stretched cycle of paying way before the product is received and collecting long after, turns into a painful burden on the profit margin. Let's ignore it and agree that yes, it is possible to conduct business in this way, especially if the company is cash-rich. It's possible, but dangerous and stupid for reasons too numerous to elaborate in one blog post. I'd say that the top 5 hazards of such modus operandi are as follows:

1. Risk that a foreign supplier will not deliver the product at all.

2. Risk that he doesn't comply with the terms of the purchase contract and delivers wrong goods of unacceptable quality and origin, in random quantities, too late or too early.

3. The danger of not receiving sufficient and correct set of documents that would allow you to claim the ownership.

4. Customer non-payment risk, which is always there when you give open terms, but especially if the payment is anxiously expected to come from abroad.

5. The overwhelming difficulties and costs of international litigation to recover your losses.

To mitigate these risks you need instruments that will protect you and an intermediary that will defend your trading fort. And that's when the trade finance divisions of various banks and financial institutions come into the picture with their Letters of Credits and related services. They can step in and be your guardian against the risks.

A Letter of Credit defines all conditions of purchase/sale, including documentary requirements; and only if these conditions are met, or when discrepancies are accepted, the money will exchange hands. So, the reality is that, you can have $100 million of free cash on your operating account, but if your business has an international exposure, you will end up engaging in Trade Finance relationships one way or another.

The trouble is that the banks know you need them and their benefits come with a price and many strings attached. Even if you only accept your customers' LC's, the cost of advising and processing services may be as high as 0.5% of the transactional value. If you buy product with LC's, then the costs could be as high as 2% (banks love this lucrative business). Yet, that's not the most strenuous part of the arrangement.

When a bank issues a Letter of Credit on your behalf, it takes an obligation to pay to the supplier even if your company goes bankrupt. Therefore, trade finance facility is essentially a credit line (most are utilized by LC's and advances alike). Obviously, to obtain any sizable credit line you must go through a grueling due diligence and you have to pay for it too: field exam, the bank's and your own attorneys' charges, closing fees - $10-12 million facility may end up costing around $150-$175K.

And even that is not the most painful part of the deal. The trade finance Credit Agreements are full of covenants and conditions that restrict your capital distribution, debt acquisition, treasury, operational management, and even dictate how the business is conducted. The banks demand collaterals and guarantees, including personal pledges from owners and their spouses. There are strict and voluminous reporting requirements.

And yet, we work very hard to get ourselves into the Trade Finance prison in order to facilitate our employers' commercial activities. The only thing we can do to ease the pain is to bitch and moan about the banks - a regular exercise of international-business CFO's around the world.

Ten Reasons Why "CFO Techniques" Is a Must-Read for Small-Business CFOs

Reason #1.

"CFO Techniques" was NOT written from an academic perspective, such as of a typical university professor with a consulting-for-large-business on the side.

On the contrary, it WAS WRITTEN by your fellow CFO, who utilized her postgraduate degrees in the small-business trenches. During more than 20 years of this hands-on experience, with the last 18 in CFO and Controller positions, she was fortunate to gain exposure to all facets of financial management and organizational administration. Just like the most of you, she knows only too well what it means to wear many hats at the same time.

Reason #2.

Yet, the author did not loose a constructive touch of a theoretician. In writing the book, she employed her:

• in-depth knowledge of the fundamental principles that govern all areas of corporate accounting and finance,
• methodical approach to all tasks that compile ever-expanding scope of a CFO's responsibilities,
• and ability to dissect the cause and effect relationships of various concepts.

The result is the crystallization of the vast experience into a streamlined functional system, easily adaptable to various types of businesses and industries.

Reason #3.

"CFO Techniques" doesn't try to rehash official regulations, statistical information, bits of hot technology news, results of narrow studies, and such. The book's mission is to spotlight the most important areas of a CFO's or a controller's functionality:

Reason #4.

These professional cornerstones are broken down into crucial components described in bite-size, easily digestible chapters written in a fun and lithe language. The book presents the most complex financial and accounting concepts in comprehensive forms,  which can serve as introductory aids for those who just attained their first controllership appointment and as concise refreshers for seasoned professionals.

Reason #5.

It is an unfortunate truth that millions of small businesses struggle (and frequently fail) to survive not because they are neglected by owners and managers, but because these hard-working people simply have no clue what exactly is wrong with their companies, where are the weakest points, which areas require immediate improvements. Smaller enterprises suffer the most from the lack, even complete absence, of business intelligence and performance analytics. "CFO Techniques" is a part of the author's personal crusade to help small and mid-size businesses by providing them with survival tools (analytical, budgetary, procedural, etc.) that don't require expensive and complicated software.

Reason #6.

One of the most unique and valuable devices offered within the book is the proprietary  chart

INCOTERMS FOR ACCOUNTANTS.

Originally developed by Eclectic & Dynamic Controllership Consulting (E&D CC) specifically for businesses involved in buying and selling goods, it expands the definitions of standard Incoterms to include such accounting notions as title transfer rules and description of applicable source documents, thus accommodating needs of proper revenue, COGS, and inventory recognition.

 

Reason #7.

One of the main underlying themes of the book is the necessity for small-business CFO's and controllers to raise themselves above the bean-counting stereotype and become critical thinkers, indispensable members of the executive management team. "CFO Techniques" emphasizes this pressing demand throughout every section and accentuates the tasks that may facilitate such transformation.

Reason #8.

While shedding new light on the day-to-day routines and spinning conventional accounting and finance tasks as crucial and indispensable cogs in the business machine, the author's functional system gives equal rights to new categories of CFOs responsibilities, such as company-wide Information Technology Management, Risk Control, and Strategic Planning.

Reason #9.

The book takes a holistic approach to multi-faceted positions of CFOs and controllers and supplements specific structural guidelines and practical functional advices with discussions of more general topics applicable to any senior professional operating in private-business environment. Among others, it includes observations and suggestions on how to deal with people on different level of corporate hierarchy and what changes to expect in your future, even if at the moment you feel 100% secure.  

Reason #10.

Even if you don't learn anything new, or if you'll find the book not applicable to your specific professional niche, at the very least you can entertain yourself with the multitude of eclectic cultural references and business insights from the author's personal experience woven through the book's text.

Ten Reasons Why "CFO Techniques" Is a Must-Read for Entrepreneurs

Reason #1.

You are a part of a proud cohort of just a few millions of people who summoned their courage and said, "I will not work for the Man anymore! I will be my own boss!"

While your company is growing, it will need to keep its overhead lean. Meanwhile, you can use "CFO Techniques" as a surrogate for a seasoned executive that will provide you with clear guidelines for financial and administrative management.

Reason #2.

Don't let the title fool you. "CFO Techniques" is not a bean-counting manual. It's written with a view to achieving commercial success and places business considerations ahead of everything else.

Reason #3.

It will arm you with a flexible framework for structuring your business in a logical and sensible way.

Reason #4.

"CFO Techniques" is not an academic textbook either. It manages to shed new light on various aspects of finance and business in a fun and easy language. The book is organized into a bite-sized chapters sprinkled with familiar cultural references and illustrations from the author's professional life.

Reason #5.

Yet, it's packed with practical advice,

instructive suggestions, step-by-step guidelines,

checklists,

and visual examples.

Reason #6.

"CFO Techniques" will provide you with a comprehensive breakdown on acquisition of capital resources necessary to sustain and grow your business.

Reason #7.

An entire section of the book is devoted to assessment, reduction, and transfer of the internal and external risks your company may encounter in a normal course of business and in extraordinary circumstances.

Reason #8.

"CFO Techniques" will show you that one of the most critical determinants of whether your company will fail or prosper is the active attention to its performance. The book rejects the rigidity of the uniform approach to business intelligence and underscores the importance of selecting specific indicators that will have the most significant impact on your decision-making process.

Reason #9.

Anticipating your furture needs, the book describes the fundamental steps of strategic planning and basic techniques for explorting opportunities as well as diminishing external threats.

Reason #10.

And when you are looking to hire a CFO, a valuable member of your executive team, the book may serve you as a benchmark in evaluating the candidates' breadth of expertise and depth of knowledge.

Response to a Reader's Question: Take a Position Abroad or Stay Home?

One of my readers, a fellow female CFO, have sent me an email asking for an advice on the following dilemma she is trying to resolve for herself:

"Hi Frustrated CFO

Please advice.

I'm at a crossroad between choosing to work as a group cfo in overseas subsidiary in US or stay in home country (malaysia) and becomes a group cfo of a division.

Both has its merits and demerits but i'm a woman and study shows that most women do not end at top spot without sacrifice. My family and I would have to sacrifice more if i choose to go overseas. My husband need to put his business on hold and becomes a house husband for a while until we settle down. Its good for the kids as they will go to international school and gain mastery in english language.

Staying in home country is not bad either. I will be in a familiar condition, i will gain new exposure, nothing need to change and i can send my kids to good schools at a higher fee.

Most people will say that experience abroad will change how people perceive you as a leader and thus this will give you greater opportunities within or outside the group.

What do you reckon?

Thank you.

Rgds
Anonymous"

Honestly, it is apparent to me that deep in her heart Anonymous knows very well that, professionally speaking, the best thing to do is to take the job overseas. I always said that a career CFO or a Controller needs to view every job as a line on her resume. Nothing more and nothing less. And what can make a better resume entry than a position showing that your knowledge and expertise are viewed to be unmatchable by a local talent pool in a foreign location? This is a great stepping stone in anyone's career development.

Men don't even think twice about opportunities like that, family or not. But women are naturally more considerate creatures. Many of us try to achieve an impossible balance between professional careers and personal lives. This requires a lot of trade-offs - you cannot possibly have everything. You want spend more time with your kids than you can. You don't want to be too tired for your husband. But, at the same time, your career is a source of income and, more importantly, social independence. The last thing a strong woman wants is to give that up.

I am also a strong believer in exposing children to foreign cultures. It broadens their horizons and sets them apart. Most professional parents do it through traveling and student-exchange programs, but here is a fortunate opportunity of a complete immersion. It would be a shame to pass on that.

So, the only real difficulty is the husband. Is it fair to ask someone to put their business endeavors on hold for the sake of perpetuating your own career? It's really a very private issue that depends on individual personalities, and it can be blown into a very complex problem. However, in my opinion, at the end of the day, it comes down to two major considerations:

1. What will guarantee better financial future for your family as a whole? We are financial professionals - we know how to count. Estimate the future values of each possibility.

2. What will secure the psychological stability of your family? If you are excited about the overseas opportunity, but decide to stay home for the sake of your husband, will you subconsciously hold it against him? Will you let the resentment corrode your marriage?

If you can honestly answer these questions, it will ease your decision-making process. I promise.

I invite other readers to express their opinions on this subject in their comments.

Strategic Planning vs. Crisis Management

"Harry Potter and the Deathly Hallows: Part II" (written by Steve Kloves, based on a novel by J.K. Rowling's):

HARRY POTTER

We have to go there, now.

HERMIONE GRANGER

What? We can't do that! We've got to plan! We've got to figure out --

HARRY POTTER

Hermione! When have any of our plans ever worked? We plan, we get there, all hell breaks loose!

And that, my dear readers, in a nutshell, is the principal difference between the two action-plan extremists.

In the red corner, equipped by multipage projections with color graphs and tables, are those who believe that strategic planning is the only way of life and one must ponder and weigh every situational possibility before taking any step forward (or backward). In the blue corner, wearing their firefighting suits with confidence and valor, are those who are convinced that when the shit hits the fan they will be able to immediately assess the entire spectrum of life-threatening circumstances and successfully handle the crisis.

Any kind of extremism is bad, kids, m'kay? In religion, politics, personal views, and business management. Different situations require different approaches. Only a balanced combination of executive instruments, including long- and short-term plans as well as emergency-response methodology, can guarantee an enterprise's ability to efficiently evolve and weather any dangers that constantly arise in the volatile commercial environment.

In my book, "CFO Techniques", I have devoted an entire section (Part VIII) to strategies and planning as crucial components of CFOs' and controllers' functionality - the important responsibilities that change financial managers from bean-counters to CEOs' executive partners. Participating in analysis of opportunities and construction of well-devised action scenarios offers us a possibility to affect companies in the most significant way. Remember, that those executives who let companies run their course without looking into the future and carefully plotting their steps for further development, leave the businesses vulnerable in the face of the fast-advancing competition.

On the other hand, crisis management efforts applied in situations that present themselves without any warning are of extreme importance as well, particularly in small and midsize businesses, which are highly susceptible to the slightest deviations in market, financial, economic, and political environment. Moreover, these companies frequently have less than sufficient reserves to tide them over tough times. Implementation of a disaster-rescue mission requires high level of composure and rationalization. Those who've read my "About" note know that I consider my "fire-fighting" skills to be the most valuable to my employers and clients.

It is a mistake to think, though, that even a very experienced CFO can wing it without contemplating some sort of advance "what-if" scenarios. In fact, a crisis management policy is just another form of a strategic plan. On top of that, proper preparation for emergencies requires broader expertise and deeper knowledge of various commercial, marketing, technological, financial, legal, and organizational matters.

The truth is that a successful executive must be capable of devising a carefully-weighed and calculated strategic development plan with all visual bells and whistles her digital arsenal can afford, but in her special folder she always keeps a set of comprehensive tactical procedures for effective extinguishment of fires and post-disaster survival.

Trying to Impress by Talking Too Much? Ur Doin It Wrong.

Life screws with people: neglectful parents, inconsiderate spouses and partners, selfish children, boorish bosses, and disdainful co-workers create scores and scores of attention-deprived people desperately seeking approval.  Most frequent manifestation of this subconscious desire is excessive, out-of-place talking - lengthy stories with self-boosting subtext. 

This type of behavior is usually classified as social awkwardness.  I don't know a single person capable of keeping a grip on himself under any circumstances.  Once in a while certain conditions come together and something activates the stupid switch even in the most brilliant people.  I've seen some pretty impressive humans falling into this mode during lectures, important meetings, fundrasing parties, and social gatherings. 

During 2010 New York's World Science Fair, I attended a panel Consciousness: Explored and Explained with the screenwriter Charlie Kaufman (Being John Malkovich, Eternal Sunshine of the Spotless Mind, Adaptation) and the neuroscientist Giulio Tononi.  It was monitored by the actor and director Alan Alda (better known as Hawkeye Pierce of M*A*S*H) - a fairly smart guy who got close to popular science by hosting PBS's Scientific American Frontiers.  One concept that Giulio Tononi has described was too much for Mr. Alda to grasp.  He restated the scientist's words once, was corrected, then again, and again.  Finally, he realized that he wasn't getting it, but he couldn't help himself - he kept talking, and talking, and talking...  

Hey, sometimes I catch myself doing it and thinking, "What's going on?  Why am I relating my interpretation of A Streetcar Named Desire to this uninterested person?" But only very self-aware people are capable to recognize the symptoms and stop themselves.

Consequently, the degree of this affliction widely varies.  In some people it gets triggered by a selected audience (sometimes even one particular individual), or specific circumstances.  I had a sort of a paralyzing effect on my boss of two years ago.  He would be acting his aloof self around everybody else, but every time he would come to my office, he ended up ranting.  Eventually, I became wary of starting even super-important discussions with him.  It was always, "Let me tell you,.." and we would be off on an absolutely irrelevant tangent.  At one point he was telling me that he shares a surfing coach in East Hampton with Gwenyth Paltrow and Chris Martin.  I kept thinking to myself, "I am not impressed, dammit!"         

In many people this trait blows up to extreme proportions: people simply cannot stop themselves.  They don't need any special circumstances or triggers - they grab every chance they get to talk, even if they have nothing to say.  In public these people are usually extroverted, talking non-stop.   The overwhelming popularity of Facebook and Twitter is the testimony to the pandemic proportions of verbal diarrhea.

In social situations you can simply walk away, or turn your phone off to stop seeing three tweets per minute.  However, you cannot do the same at work.  You have to deal with it one way or another.  Ok, so not everyone can find the right way to tell their bosses to shut up.  And my advice - don't do it.  Even if it seems that you've done it in the mildest way possible, they never forget it.  And, as we all know, no one can hold the grudge as long as bosses do.  On the other hand, when it comes to your peers or subordinates, the issue must be addressed if it interferes (and it does) with the normal course of a meeting, an assignment, or a working day.

The best way to approach it is with a friendly private talk.  Most likely the person is not aware that what he is doing is an obvious display of insecurity, and that people recognize it as such.  Explain to the person that he achieves the exactly opposite results: while trying to impress and seeking approval, he gets co-workers and supervisors annoyed.  To earn this person's trust, you can share your own experience in similar situations (just like I did here).  Most importantly, tell them that the best way to make a difference and get appreciated is by doing the best job they can. 

Job Search: The Reality and Heartaches of Downshifting

Here is the testimony to the current job market condition: the necessity-driven "downshifting" (taking a position below your lever of qualifications) has become so prevalent that HR consultants start addressing the issue as a separate subject with specific advices on how to do it successfully.  There used to be times when some over-50 empty-nesters wanted to lighten their workload and spend more time at leisure, so CFO's switched to consulting, and stuff like that.  Now, we are talking about highly-experienced middle-aged financial executives unsuccessfully trying to get whatever jobs they can in order to put food on the table and continue to support their post-college children, who have no chance of getting a good job either.  It's heartbreaking!!!

I always had a problem with the concept of "overqualified" candidates.  It goes against all commercial, practical, and common sense - why would anybody say "No" to buying a diamond ring for a price of a cubic zirconia?  Why wouldn't employers want to benefit from high-level expert if he is willing (moreoever, eager) to take a much lower position and pay than the ones he used to have?

The official explanation (especially, if you talk to recruiters at Robert Half, or ExecuSearch, etc.) is always (it's like everything changes around us except for the stupid banalities) that employers don't want to take the risk of hiring someone, who will be immediately looking to leave for a better opportunity.  This outdated explanation begs three responses. 

First of all, nowadays the process of looking for a job is unbearably excruciating.  Anyone who finally finds one is so relieved and enthused, he wouldn't want to continue that struggle for sometime (especially, if his attempts may leak through the Internet and jeopardize the position he already got). 

Secondly,  where are those better opportunities? The whole point is that there are no opportunities.  I remember after the Internet bubble burst, let's say 2001-2002, an opening for a controller position could generate 300-350 good (not garbage) responses.  It was terrifying.  Today, there is a thousand of unemployed financial pros for every CFO, controller, director or VP ad. 

Finally (and most importantly), even if the person leaves soon, what about the cost/benefit analysis of the time he does spend in the company?  Why wouldn't an employer want to sponge a superior knowledge off of him at a lower price?  Is it because the company still uses the outrageously expensive recruiting services?  Well, then the agreement should be negotiated in such a way that no fees are paid until the break-even grace period passes.  And anyway, people should stop wasting their money on recruiters altogether.

But we know that this explanation is bullshit.  In reality, no matter how beneficial it is for the company, CEOs and existing CFO don't really want the brightest and the most knowledgeable person in the position.  They want the non-threatening and obedient, know-your-place employee.  Especially the CFO - what if the newcomer turns out to be better than the present loser (only losers feel threatened by someone strong; winners have nothing to fear).

Anyway, this issue is so prominent that on August 26 Finance Ladder published not one, but two career advice articles on the subject: Getting the Job When You're Overqualified and Packaging Yourself for a Smaller Role, both by Sean Gallagher.  Here is the best quote:

"...Finding a job – even one that pays significantly less, with less responsibility — is still a challenge."

There are some interesting observations and advices as well.  Nothing groundbreaking - most of it you can figure out yourself, but still it may be a useful reading not only for those who are looking now.  Because it is not going to get any better.  If you are employed now, it does not mean you will have a job tomorrow.

         

The Weakest Link in a Corporate Finance and Accounting System

Let’s say, as a CFO or Controller you have all policies outlined and procedures carefully designed.  Everything is properly documented and bound into books and manuals, which are readily available for orientation, training, and daily reference.  Through intensive internal audit program all components have been examined; everything have been tested in practice.  Whatever did not work well has been tweaked; cumbersome procedures were replaced with more straightforward ones; the inferior ones have been improved.

Finally it has been determined that the internal control system is both effective and efficient in accomplishing the company’s goals and the executive management’s objectives.  Is it reasonable at this point to expect that everything should be working like that expensive watch I keep mentioning as a model of a perfect mechanism?  Unfortunately, not. 

We don’t exist in the virtual world of The Matrix trilogy, where everyone is manipulated by the digital code.  In real life it is the other way around: our well designed systems and structures depend on being properly handled by people.  Their proficiency and diligence determine how well the policies and procedures are being performed.  The truth is that every task performed by an employee is vulnerable to occasional unintentional errors, consistent sloppiness, and even deliberate mishandling.

Any designer of functional systems, with frameworks that include people as key elements, knows that humans are the weakest links in the chain of actions.  Long time ago, when computers were so huge that a single unit occupied a hall the size of the New York Public Library’s Reading Room, all programs and data were coded on punch cards.  A punched out spot was read by the computer’s card reader as a character or a digit.  These cards were manually created by operators trained to use a keypunch machine.  Guess what?  Two separate people produced every card in duplicate.  No exceptions. If the cards did not match, they have to be re-punched.  Thus, the risk of human error was managed.

Such duplication of staff is unthinkable now.  Today, we rely on computer systems to reduce at least the most common of the risks.  The rest of flaws must be caught through vigorous and persistent scrutiny of performance quality.  Monitoring is the cornerstone of internal control and one of the most important responsibilities of a supervisor.  It brings the entire system together and assures that policies, procedures and people concur.  A series of timely and thoughtful tests should become a part of your, or your internal auditors’, routine.

Remember:   If not corrected, every mistake your employee makes will end up in financial data, documents and reports, for which you are ultimately responsible.  One erroneous entry may affect your bank’s collateral statement or a presentation to the board of directors.  Omissions will impair strategic decisions.  Communication mishaps can impact commercial relationships.  These flaws will most definitely be a poor reflection on your reputation as a financial leader.  You have to create filters that will catch the debris before they pollute the results of your hard work.

You can read about various practical techniques of reducing accounting and finance systems' vulnerability to human factor in my upcoming book "CFO Techniques" (Apress, 12/02/2011), now available for pre-order at Amazon and Barnes & Noble.    

My Book Is Now Available for Pre-Order

My book "CFO Techniques: A Hands-on Guide to Keeping Your Business Solvent and Successful" (Apress, December 2,2011) is now available for pre order at Amazon and Barnes & Noble:

• ISBN-10: 1430237562
• ISBN-13: 978-1430237563

New CFO's Essential Knowledge Prerequisites

When you start as a CFO, the first thing to do is to get your bearings - to assess your position relative to your surroundings.  As quickly as you can you must grasp general ideas about typical characteristics of your environment, your own role and purpose, expectations of others, as well as primary routes for channeling your talents and efforts.  But as soon as you are done with that, comes the time to get down to the level of firsthand details and study the specific aspects of the business.   You need to draw a detailed map that will help you on your journey as a financial leader.

This is a mandatory activity for a recently hired head of finance, new to the company.  It is a good idea for someone who has been with the company for a while in a lower position and just been promoted – new vantage point may provide you with the better vision of your company.  Even if you’ve held the top post for a few years, but never got around to do this and feel that incomplete picture prevents you from excelling, maybe now is a good time to go back to the drawing board.

This is your R&D stage, necessary for proper functional design.  Your research will help you to improve future performance.  Every CFO and controller must acquire an exhaustive understanding of his employer’s business. There is no doubt, that compilation of, what I call, the big picture is the key element in your strategic responsibilities. However, it is just as important for day-to-day hands-on management.  In the absence of thorough knowledge of all operational and organizational features, it is impossible to construct budgets, define tasks, or determine reporting requirements.

At the very least, your information-gathering activities should be focused in the following four areas:

Study of Corporate Structure

Economic complexity pushes businesses into multiple levels of diversification - wider product ranges, additional services, new geographical and demographic markets, related industries, outsourcing, foreign productions, etc, etc.  As companies pave new ways, their corporate structures adapt accordingly: branches are created, subsidiaries are formed, and satellite offices are opened.  Today, a $10 million service company may turned out to be a surprisingly complicated organism.  This affects nearly every accounting and financial function: local taxation, inter-company transactions, principles of consolidation, financial statements disclosures, banking facilities – just to name a few.

Study of Operational Flow and Value Chain

During your orientation stage this study has immediate practical applications.  It is a prerequisite to identifying accounting cycles, classifying assets and liabilities, pinpointing cost centers, determining analytical and financing needs, etc., etc.  There are transactions happening at every stage of the operational flow that give rise to accounting events.  Without full comprehension of the value chain you run a danger of oversights and errors.

Study of Organizational Chart and Functional Distribution

If the previous section is about processes, in this one we survey people and their positions.  I don’t have to convince anybody that it is important to figure out the chain of command and designation of responsibilities within your employer’s organization – you just need to know who’s who.  It goes beyond just knowing your peers with whom you discuss company-wide issues and inter-departmental relationships.  You have to know people along the value chain – those, who are in charge of cost and profit centers, have relationships with suppliers, vendors and customers, maintain your facilities and receive your mail.   

Study of Existing Policies and Procedures

If you became a CFO or a controller in a company that already has policies in writing and documented procedures in place, even if they are deficient, consider yourself very lucky.  You can study the existing papers, outline blind spots and pinpoint weak or erroneous steps. It is easier to enforce changes, if employees are already comfortable with an idea of adhering to a recorded set of rules.

On the other hand, you must be prepared to deal with a complete lack of anything in writing.  Important thing to remember is that it does not mean policies and procedures don’t exist.  They are there like an oral folklore of an ancient tribe, passed from generation to generation.  It would be a big mistake just to ignore the traditions and try to impose a new order.  You have to uncover and learn them first.   

Excerpted from my forthcoming book "CFO Techniques: A Hands-on Guide to Keeping Your Business Solvent and Successful" (Apress, December 2011)