Following on from my message earlier about the error I made at my clients, I wanted to ask you about a few issues. The engineering company I have worked for since July 2001 are extremely disorganised, when I first joined it was a complete mess and took a lot of work (and high accountants bills) to sort out. I have set up computerised payroll there, designed forms and stationery and put measures in place.
The error I made on the parts worries me a little more as there are quite a few old debts in this company. The problem is, they sell goods to people who they have never dealt with before, then these people dont pay up and they then wonder why the debt is so old. I try calling regaurly and sending statements. I dont know what more I can do about this, I dont want to go to a debt collection agency without consulting the Md's , so i do this and the md just dithers about and wont give me an answer, then a few weeks later wonders why the debt is still there.
The order books I work from are terrible, they dont fill out prices or customer addresses a lot, so I spend so much time chasing for this information, then the md gets funny as the customer wants to know why he hasnt received his invoice. I say Ive been trying to get this info and he just says 'well you must really nag us' but Im only there every Monday and Tuesday, so quite often the query drops into the following week, and so on and so on, till ultimately the customer is invoiced months late.
I get so frustrated and dont like to appear that Im inefficient, Im not and thats why I get so frustrated at the lack of information!! I have had many customers moan about late invoicing, but what can I do if they dont supply me with the info?
I guess Im worrying a but here as the error I made compounded with the old debts and some customers saying about old invoices is too much.
Weve had several customers who have got away without paying because this company give them the goods and then forget to get their address or phone number! Thats happened so many times now. The bad debts look terrible.
I need your honest views again, please.
Many Thanks
lynne willerton
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Replies (5)
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It depends
Lynne
Whether it is "your fault" depends on your seniority or degree of assigned responsibility. If you are an employee this would depend on your job description. If you are self employed this would depend on your letter or engagement.
I suspect you find yourself in a loose arrangement, hence the uncertainty and worry.
If poss. then it would be a good idea to agree responsibilities in writing with the MD. But be sure the MD gives you sufficient power (ie his backing) to go with each responsibility - otherwise politely decline to take them on. And this would be a good time to ensure that your pay is in line with whatever responsibilites are agreed.
A final thought - just to give you an additional perspective to ponder on. All of us in this game, whether in professional practice with a portfolio of clients - each of which has its own "management" problem, or doing the books of a single company - we all are dealing with the same challenge of persuading those about us to assist with the smooth running of the operation for the good of the whole.
Yes, the occasional grumble about the uselessness of others is bound to surface at stressful times. But generally it is best to focus on what can you do to help others to understand / appreciate your dilemma, and how by helping you they will also help themselves in the long run. Sometimes you just have to keep plugging away until change comes about.
It would be tremendously satisfying if in a year's time, by virtue of your persistence, your colleages gave you the occasional congratulation for forcing them to transform the way things are done there. Of course the real trick is getting paid for making such a valuable contribution. But looking at it positively, how often do we get the chance of making quite such a difference somewhere.
Good luck!
Bite the bullet
It sounds to me as though you need to TELL the MD what YOU are going to do and ask if he has any problems with your proposals.
Then write to the MD confirming what was said and the agreed course of action.
In that memo you will also tell him that you confirm acceptance of the post of Financial Controller at an increased salary of £10,000 plus company car so you can visit customers and wave the flag.
What you DON'T do is meekly accept the situation as it is because inevitably you will be retiring early or taking indefinite sick leave suffering from acute stress.
Show your mettle. Solve the problems and then demand a seat on the board and 25% of the shares.
Lynne, it possibly is your fault.
By the sound of things, it seems to me that you are running that place almost single-handedly. The other staff and MD look up to you and respect you, and also depend on you a great deal.
They are waiting for you to give them a good kick up the backside to help them get their act together.
You have to be more forceful with these people. Forget about these meetings with the director. You have to take the situation by the scruff of the neck and sort things out.
Let them know who is boss.
Good luck and keep us posted.
Best regards
TK
Please do!!
Lynne,
Please follow Simon's suggestion and let us know what happens!
(If you do you have more nerve than me!!)
Alternatively, good luck in kicking [***], I have a similar client (not great business sense etc), and I can appreciate how frustrating it can be!
Keep smiling ;)
Jenni
Write a helpful memo
Tempted to suggest you look for another place to work, given the unreasonable environment you describe. Trying to be positive I suggest this.
Put your observations / concerns into a concise Memo. Identify the problems, the cost of these problems and possible solutions.
Take the Memo to the MD and explain that you are keen to change some of the current practices to ensure better performance (better profits) etc. Leave the Memo with him and request an hour in his diary in a weeks time to run through the points and agree an action plan. The plan will need his authority because presumably a lot of people will have to change the way they do things.
Oops. Just used the c-word (change). Conventional wisdom states that people won't change unless they think it was their idea. So maybe the best outcome to aim for would be to get the MD's permission for you to go round the departments or whatever and get everyone's ideas about "how we could all improve things". Then put some sort of systems / procedures notes together - which might well look like the "forms and stationery" you have already prepared.
Of course the MD should be driving this already, but........