Since the story that I published last week, several colleagues and non-colleagues have shared their frustrations about the situation that professional services companies are facing in Greece. The problem goes far beyond the communications sector. It applies to all those who charge their creativity, professional intelligence and knowledge, service products and time, be it lawyers, business consultants, ICT advisers etc.
I don’t think it is useful to revert back to some events of the past week which showed exactly how difficult budgeting of professional services is – and how much unclear the process can be for an someone not familiar with the income and cost side of this business. Nor is it useful to think of restrictive market practices such as the lawyers have. Many of them would like to have the bar reference pricing gone as it limits competition.
What would be useful, however, is to think how we can better educate our own people, our clients and decision makers how we make or lose money. The better our business models are understood by those who buy our services (and us theirs likewise), the better the chances are that we are going to be able to make business that protects both sides’ interests and gives both the providers of services and the client better satisfaction over a long-term relationship. In this respect, professional services are like a real-life relationship. The better you know one, the more likely you are to make right choices.
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Below are some pointers to how we make money:
Hourly fees. We charge time – even when we give a client a project fee or a flat monthly retainer. Every level of seniority has a corresponding cost of time from a junior account executive to the Chairman of the company. These fees cover both the employment costs of the person, the rental and equipment, administrative costs (in most cases at least) and other professional third party costs that an office needs to be able to operate, such as lawyers, accountants etc. The fees also contain a small profit element.
Timesheets. We keep our time tracked by quarter of an hour. We don’t necessarily record every single hour that we think of our clients in the timesheets, but we should, because timesheets are not only a way to ensure accurate billing and profit/loss analysis for each account. When they are kept daily and can be found online, they also help in managing the workload of the whole agency.
Billable time. When we work for a client project, the time is marked for that client. In the end, however, it is the account director who decides if all the hours recorded can or should be billed – or get accounted for the profitability of the account.
Billing ratio. This is the percentage of time of any consultant that is billed to clients. It varies from the level of seniority so that the younger the professional, the more of his/her time should be billed. In practice, it varies from 80-90 % to 30-40 % of the top management of any agency who will spend time in management, business development, marketing etc. If you think that there are about 1,800 – 2,000 hours to be worked every year (grossly calculated), you get an idea how many hours a profitable consultant would be billing.
Costs. The biggest cost in professional services is the employment cost. Therefore, we should pay close attention to ensuring that we have stripped all the unnecessary other costs to be able to both pay fairly and attract stable and good staff. If we forget the cost and just guess the level of income needed, we either get ridiculous projects, unstable business and/or angry clients. In any of these cases, I don’t forecast a good future for the company doing it.
Now, let’s get to it and start doing the business as we should: on basis of a real economy where there are costs and income, profit and loss.