Project Management Cost Control

10 tactics to control costs A guide which provides you the tools for cost reduction When I was head of finance, we were facing a challenge: → How to reduce our hourly rate to stay competitive This became my number one priority to help the business And we succeeded to decrease our hourly rate by 3% while inflation was up! Today I am sharing the tactics to reduce costs: 1. Budgeting and Forecasting: • Importance: Plan and estimate costs, revenue, and expenses. This is where you can get your team to commit on cost reduction. • Focus: Use accurate data and update budgets regularly. 2. Variance Analysis: • Importance: Compare actual performance with budgets to identify deviations. If you found a variation, there is a big chance that you have a topic to explore to reduce costs. • Focus: Investigate significant variances for improved accuracy. 3. Cost Allocation: • Importance: Distribute indirect costs for accurate pricing and control. • Focus: Maintain fair and updated allocation methods. 4. Activity-Based Costing: • Importance: Assign costs to specific activities for better resource allocation. • Focus: Identify and measure cost-driving activities accurately. 5. Zero-Based Budgeting: • Importance: Justify every expense to optimize resource allocation. • Focus: Balance rigor with operational continuity. 6. Cost-Benefit Analysis: • Importance: Compare project costs with expected benefits. • Focus: Consider tangible and intangible factors. 7. Cost-Volume-Profit Analysis: • Importance: Understand how sales, costs, and pricing impact profitability. • Focus: Validate fixed and variable cost assumptions. 8. Inventory Management: • Importance: Optimize inventory levels to reduce costs. • Focus: Use EOQ and JIT techniques for efficiency. 9. Vendor Management: • Importance: Evaluate and maintain supplier relationships. • Focus: Assess performance and diversify suppliers. 10. Procurement Management: • Importance: Acquire goods at the best cost with quality. • Focus: Establish clear procurement processes and collaboration. 👉 What is your favorite method to find cost reductions?

💡 Stop Starving Your Venture — But Don’t Feed It a Buffet. One of the biggest myths in corporate venture building is that you either: A) Throw chump change at a new idea (and watch it crawl), or B) Burn mountains of cash and hope for a miracle. Both miss the mark. The real play? Metered, milestone-based funding. 🔑 How it works: Fund the next riskiest assumption, not the whole roadmap. Release cash only when evidence proves traction (LOIs, paid pilots, usage metrics). If proof stalls, pause or pivot. If proof pops, double down. This isn’t “spend big.” It’s “spend right to learn fast.” Think of it like fuel stops in a race: too little and you sputter out, too much and you carry dead weight. The art is topping up just in time to stay in front. 👀 Questions to ask before writing the next cheque: - What’s the single learning we’ll unlock with this tranche? - How will we know (within weeks, not years) if it worked? - What’s the kill-switch if it doesn’t? Fund with intention, validate in sprints, scale what wins. That’s not reckless spending — that’s disciplined growth. #CorporateVenturing #Innovation #MilestoneFunding #GrowthStrategy

𝐏𝐫𝐢𝐜𝐞 𝐚𝐧𝐝 𝐂𝐨𝐬𝐭 𝐀𝐧𝐚𝐥𝐲𝐬𝐢𝐬 𝐢𝐧 𝐏𝐫𝐨𝐜𝐮𝐫𝐞𝐦𝐞𝐧𝐭 In procurement, cost analysis and price analysis are two distinct evaluation methods used to assess the value of a product or service. Here's a breakdown of each: 𝐂𝐨𝐬𝐭 𝐀𝐧𝐚𝐥𝐲𝐬𝐢𝐬 1. It evaluates the total cost of ownership, including:  a) Acquisition cost  b) Operating costs  c) Maintenance costs  d) Replacement costs  e) Life-cycle costs 2. Considers both tangible and intangible costs 3. Helps determine the overall value for money 𝐏𝐫𝐢𝐜𝐞 𝐀𝐧𝐚𝐥𝐲𝐬𝐢𝐬 1. Focuses solely on the purchase price or bid price 2. Compares prices from different suppliers or bids 3. Evaluates the reasonableness of the price of the market 4. Does not consider other costs beyond the purchase price 𝐓𝐡𝐞 𝐤𝐞𝐲 𝐝𝐢𝐟𝐟𝐞𝐫𝐞𝐧𝐜𝐞 1. Cost analysis looks at the broader picture, considering all costs associated with the product or service over its life cycle. 2. Price analysis is a narrower evaluation, focusing only on the upfront cost. 𝐂𝐨𝐧𝐜𝐥𝐮𝐬𝐢𝐨𝐧: - By conducting both cost and price analyses, procurement professionals can make informed decisions that balance cost-effectiveness with overall value.

"Should we hire or should we cut?" is a question I'm hearing often from small business owners right now, which is fair given the mixed economic signals. Some clients are seeing their best quarters ever. Others are watching pipelines thin out. Everyone seems to be asking, "How do we plan for what we can't predict?" This is where scenario planning becomes your survival tool; not just hoping for the best, but modeling the reality of different futures. Here's what we walk our clients through: 🌳 The Growth Scenario: For example, if revenue is expected to be up, we’re looking at potential team expansion and higher overhead. Looking at what that does for cash flow given the changes to expected expense changes. 🌱 The Steady Scenario: Where flat growth is expected and we plan to maintain current team, we’ll want to optimize margins and prepare for inevitable per team member increases. There will likely be some percentage increase YOY but we expect the core costs to stay the same. 🍃 The Contraction Scenario: On the other hand, if revenue is expected to go down, we want to look at strategic cuts that allow the team to run efficiently while preserving cash. For our clients, this is usually a mix of team, professional services, and travel. We also want to ensure that the resources kept are used efficiently. Each scenario gets its own financial mode where we map out cash flow, runway, and break-even points for 3, 6, and 12 months ahead. The command center for this? Fathom. We've been using Fathom since the beginning of Little Fish Accounting and it lets us build the scenarios in real-time with clients, showing exactly how each decision ripples through their financials. No more spreadsheet gymnastics or gut-feeling guesses. Ultimately, the founders who survive uncertainty aren't the ones with crystal balls—they're the ones with clear models and decisive action plans. And we're glad to be the builders 🧱

Most startups play defense when discussing pricing with customers. They dance between asking for too little, leaving money on the table, and asking for too much, only to lose the customer’s interest. The very best companies lead their customers in that dance. They use pricing as an offensive tool to reinforce their product’s value and underscore the company’s core marketing message. For many founding teams, pricing is one of the most difficult and complex decisions for the business. Startups operate in newer markets where pricing standards haven’t been set. In addition, these new markets evolve very quickly, and consequently, so must pricing. But throughout this turmoil, startups must adopt a process to craft a good pricing strategy, and re-evaluate prices periodically, at least once per year. The Three Core Pricing Strategies There are only three pricing strategies startups should pursue: Maximization, Penetration and Skimming. They prioritize revenue growth, market share and profit maximization differently. Maximization (Revenue Growth) - maximize revenue growth in the short term. Startups should pursue maximization when there are no clear differences in customer segments’ willingness to pay, and when the optimal short term and long term prices are equal. Many mid-market software companies price with the goal of revenue maximization, negotiating for the highest possible price in each sale. Penetration (Market Share) - price the product at a low price to win dominant market share. A bottoms-up strategy lends itself to penetration pricing. Price low to minimize adoption friction, grow quickly, and then move up-market after developing broad adoption. Penetration pricing leads to land-and-expand sales tactics. Expensify, Netsuite, New Relic, Slack follow this model. Penetration prioritizes market share. Skimming (Profit Maximization) - start with a high price and systematically broaden the product offering to address more of the customer base at lower prices. Skimming is widespread in consumer hardware. Apple sells the latest iPhones at the highest prices, and repackages older models at lower prices to address different customer segments. As Madhavan Ramanujam tells it, Steve Jobs was both a product genius and pricing genius. By pairing the two skills, he led Apple to record-breaking profits quarter after quarter. Skimming is less common in the software world because few startups develop a product at launch that will be accepted by the most sophisticated customers (and those willing to pay prices that generate the greatest margin). There are exceptions: Oracle’s database, Tanium’s security product, Workday’s human capital management software. Read the full post here : https://lnkd.in/g-mxQiV9

Gartner emphasizes that successful CIOs transition from reactive to proactive cost management by implementing IT smart spending strategies. This involves continuously rationalizing expenditures, optimizing underutilized assets, and reinvesting in high-performing technologies to maximize business value. To achieve this, CIOs should: - Embrace Smart Spending: Develop a strategic cost optimization discipline within IT to maximize business value and minimize spend. - Establish Financial Transparency: Track spending at the outcome level to better understand its value to the organization. - Set Targets and Benchmarks: Examine how your spending compares with that of your peers through external benchmarking. - Establish Accountability: Run cost optimization as an ongoing discipline with your business unit leaders and infuse it into your organization’s culture. - Use Savings to Drive Enterprise Strategy: Reduce and optimize where possible to help fund new initiatives to drive the strategy of the organization. By adopting these practices, CIOs can ensure that IT investments are strategically aligned with business objectives, fostering sustainable growth and innovation. #CIO #ITStrategy #SmartSpending

Navigating the world of grants, prizes, and funding mechanisms can be a game-changer for startups. But where do you begin? Let me break it down for you. Identify Your Needs Before you dive into applications, get clear on what you need the funds for. - Is it for R&D? - Scaling operations? - Maybe marketing? Knowing this will help you target the right opportunities. Research Grant Databases There are numerous databases out there, but here are a few worth your time: - Grants.gov: A comprehensive source for federal grants. - SBIR.gov: Focuses on small businesses engaging in R&D. - Foundation Center: A go-to for nonprofit and for-profit grants. Leverage Industry Specific Opportunities For those in renewable energy and sustainability, there are niche opportunities: -American Made Network - Department of Energy (DOE) grants. -The Green Climate Fund. - Private foundations like the Bill & Melinda Gates Foundation. Partner Up - Collaborations can open doors to otherwise inaccessible funding. - Team up with universities for joint research projects. - Partner with larger corporations for innovation grants. Participate in Competitions Competitions offer both funding and exposure. - AMN SolarPrize 8. - Shell Energy Challenge. - XPRIZE competitions. Angel Investors and VCs Don't underestimate the power of private investors. - Look for investors aligned with your mission. - Pitch at industry events and forums. Craft a Stellar Application A well crafted application can set you apart. - Be clear and concise. - Highlight your impact and scalability. - Show your team’s capability. Follow Up Persistence pays off. - Follow up on applications. - Network with grant officers. - Keep refining your pitch and approach. Remember, securing funding is not just about the money. It’s about the relationships you build and the credibility you gain. What's been your most successful approach to securing funding? Comment below and let’s share some best practices! #AJPerkins #MicrogirdMentor

A few weeks ago, I sat down with a friend who runs a mid-sized software agency. He’d just wrapped up a fixed-price project for a client. At first, everything seemed perfect: - The contract was neat. - The price was set. - The scope was clear. But halfway through, cracks began to show. The client wanted new features. “Just a small addition,” they said. Then another. Before long, the project scope looked nothing like the original plan. But the price? That stayed the same. My friend tried to manage the changes, but his hands were tied. The fixed-price contract didn’t allow flexibility. So, he had two choices: 1. Absorb the extra work and take the financial hit. 2. Push back and risk souring the client relationship. Both options were painful. By the end of it, he’d burned time, money, and trust—without turning a profit. On paper, fixed pricing sounds perfect: • Predictable costs • Simplicity • A sense of control But here’s the truth: Tech projects are rarely predictable. Scope changes, new requirements, and unexpected challenges are inevitable. A fixed-price contract locks in your costs—but it also locks in your flexibility. When the project evolves (and it will evolve), you’re left with three bad options: • Cut corners • Absorb costs • Fight over what’s “in scope” That’s not control. That’s chaos. Now the best contracts don’t eliminate risks—they anticipate change and build processes to handle it. Here’s how: 1. Define a Clear Change Order Process • Outline how changes to the scope will be handled. • Include timelines, approval steps, and cost adjustments. 2. Negotiate Flexibility from the Start • Be upfront about the potential for scope changes. • Build in buffer time, additional fees, or flexible milestones. 3. Shift the Mindset Around Fixed Pricing • Treat it as a starting point, not a cage. • Fixed pricing should provide stability—not kill adaptability. Now let’s rewind to my friend’s situation—but this time, he has a solid change order process. When the client requests a new feature, he refers to the contract: “We can absolutely add this feature. Let’s create a change order to adjust the timeline and budget.” • The client understands the process because it was outlined from day one. • The project adapts smoothly. • And my friend? He gets paid for the extra work. Now fixed pricing isn’t a bad idea, but it’s not risk-free. A great contract balances cost stability with room for adjustments. By planning for change upfront, you protect your business from surprises—while keeping your clients happy. In the unpredictable world of tech projects, flexibility isn’t optional. It’s necessary. —— 📌 If you need my help with drafting custom contracts for your high-ticket projects, then DM me "Contract". #Startups #Founders #Contract #Law #Business

How prepared is your business for unexpected financial challenges? Imagine: You’re reviewing your company’s credit metrics, and things seem stable until they aren’t. In one scenario, Cash flow dips for the first time in four years. Why? A hefty investment in fixed assets eats into reserves, pushing cash into negative territory. In another scenario, Things get even more precarious. Key financial ratios, like debt service coverage and the current ratio, drop below covenant thresholds, signaling trouble ahead. This isn’t just about numbers on a balance sheet; it’s about the resilience of your business. What happens when your capital asset turnover ratio takes a hit? How do you handle rising debt levels or shrinking cash reserves? These aren’t hypothetical questions; they’re real challenges many companies face when navigating uncertain times. A study by McKinsey found that companies with robust scenario planning frameworks are 30% more likely to navigate economic downturns without breaching debt covenants. The takeaway? Financial foresight isn’t just a nice-to-have it’s essential. Scenario analysis helps you stress-test your financial health against various possibilities, from modest downturns to extreme cases. By exploring these "what-ifs," you gain a clearer picture of your vulnerabilities and can plan accordingly. Maybe it's about holding off on a big investment or renegotiating terms with lenders. The goal isn’t to avoid risk entirely (which is impossible) but to anticipate it and respond proactively. How is your company preparing for its downside scenarios? Let’s discuss how you approach financial resilience in a world full of uncertainties. #Finance #ScenarioAnalysis #BusinessResilience