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Business Management and Process Consulting Blog

Keith Greeno

Keith is the co-founder and president of Asyma Solutions Ltd. Keith practiced with a public accounting firm for over 25 years where he developed an extensive knowledge of effective management processes and system design. Since then Keith has focused on consulting in business analysis, system design/analysis, training, implementation, software installation and project management.
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Recent Posts

First Nations Infrastructure Project Management

Posted by Keith Greeno on September 19, 2019 at 11:20 AM


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Topics: Project Management, First Nations



How to Generate High-Impact Fundraising

Posted by Keith Greeno on July 15, 2019 at 4:01 PM


 

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Topics: Non-Profit, Sage Intacct, Non-Profit Reporting, Non-Profit Accounting



Taking your Organization's Pulse - Measuring What Matters

Posted by Keith Greeno on April 29, 2019 at 2:45 PM


Let’s face it -- accounting information is almost completely useless unless you have the reporting tools to help you measure what really matters to your non-profit organization. This applies to all non-profits; from educational institutions, faith-based and ministry organizations, to health and human services agencies. How can the executive directors or management possibly understand the complexity of their overall operations and make sound decisions without good reporting?

We are in an age of increasing demand for transparency/accountability and are looking for ways to generate and demonstrate successful outcomes. We must have simple, easy to understand metrics that can quickly take the pulse of an organization and assist with decision-making.  We must have metrics reporting that never loses focus on what is important and what truly matters to management and stakeholders.

A modern, non-profit accounting solution will consistently track your data by key components and give you instant insight, empowering you to proactively manage funding, programs, students, members, and more. These systems can provide access to both financial and statistical data that allow you to automatically calculate key metrics to measure what matters. These metrics can report on critical information such as financial (revenue), statistical (students), or any number of combinations (donations per attendee).  Sage Intacct is such a software solution that was designed to provide real-time visibility into all components of your organization. 

As management of a non-profit organization, consider the potential immediate and long-term value to your organization of real-time & accurate reporting. Think about the benefits of being able to easily generate and clearly demonstrate successful outcomes to all stakeholders including funders, board members, or donors. How could you improve the health of your organization by having real-time visibility into funding, programs, donations, expenses and more?

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Topics: Productivity, Business Process, Non-Profit, Controlling Non-Profit Spending, Guiding Great Businesses, Mobility, Sage Intacct, Non-Profit Reporting, Non-Profit Accounting



Why Real-Time Reporting Could Make or Break Your Construction Business

Posted by Keith Greeno on March 25, 2019 at 7:30 PM


When it comes to construction reporting, timing is everything -- the closer you are to real- time reporting, the better your opportunities to respond to emerging project issues.  Success in the construction industry is dependent on timely, accurate reporting that gives you a wide-angle view of your operations with zoom-in capabilities.  As a construction owner or manager, how can you consistently make good decisions without real-time reporting? If you are using QuickBooks or Sage 50 for your accounting, you are likely using Excel or some other stand-alone solution to track your projects, resulting in decisions based on outdated, inaccurate data. These decisions could result in significant project issues which could break your company.

Construction-specific software makes it easier than ever to make informed, timely business decisions. Getting the financial big picture is no longer a big hassle -- and no detail escapes you because all details are integrated in a central system with a single source of project data truth.

You can keep key project personnel in the loop by capturing and sharing valuable site-specific data; and that information is accessible even when you’re not in the office, keeping you more in touch, and more in control, than you’ve ever been before. How improved would your decision making be if you had accurate, timely information at your fingertips whenever you wanted it? How long can your business survive when project cost overruns occur due to your inability to respond to issues as they are happening?

Current construction-specific software solutions are able to provide real-time reporting that can make or break your construction business.  Sage 100 Contractor is one construction-specific solution that features user dashboards, custom alerts, and over 1,200 built-in reports. It gives you that complete wide-angle view of your operations with drill-down, zoom-in capabilities to the details.

https://www.asyma.com/sage-100-contractor

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Topics: Productivity, Construction, Business Process, Project profitability, Guiding Great Businesses, Sage 100 Contractor, Mobility, Construction Software, Project Costing, Estimating, Construction Reporting, Budget Vs Actual



Smarter way for non-profit budgeting

Posted by Keith Greeno on January 30, 2019 at 3:03 PM


A Smarter way for Non-Profit Organizations to Plan and Budget

Let’s face it -- spreadsheets are not automation. They can help with some calculation, but they can cause more headaches than they solve. To achieve organizational goals, you need financial budgeting and planning that’s effective, collaborative, and strategic, but many organizations don’t have the solution to work that way; instead, they’re trapped by time-consuming, error-prone, unsecured spreadsheets. The general rule is that if you have been using a spreadsheet for more than a year there is a 100% chance that there is an error in it somewhere.  So why do so many organizations continue to use them? Maybe it’s time to look at real budgeting and planning tools that are easy-to-use, powerful, and built for smaller businesses and organizations.

Imagine a budgeting world where you have control; where everyone works on the same current version; and where all changes are tracked. Think about the time savings that could be realized with collaboration and secure access to detailed information by all managers and department heads involved in the planning process. Imagine a dashboard that gives you all the critical information you need at a glance.

These systems are available.  They’re not that complicated, and they can easily pay for themselves within one budgeting cycle. Say goodbye to outdated and dangerous spreadsheet budgets and plans and move to a smarter way to budget. Freeing ourselves and our managers from the time-consuming tasks associated with spreadsheet budgets to focus on the more important strategic planning and management decisions may be the smartest decision we make.

Look at some of the options available and decide for yourself it they are a smarter way to budget:

Sage Non-Profit Financials/Budgets Click Here

Sage Intacct Budgeting and Planning Click Here

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Topics: Productivity, Employee Engagement, Business Process, Non-Profit, Budgeting and Planning, Budgeting, Guiding Great Businesses, Mobility



Throw out your QuickBooks software

Posted by Keith Greeno on September 12, 2018 at 6:00 PM


Many companies are continuing to use generic accounting software such as QuickBooks and Sage 50 (Simply Accounting) for their construction and Oil & Gas services operations. These systems are a good starting point for many start-ups, but they can only handle very basic project costing and don’t offer any project management functionality. Even with the many third party add-on project solutions you are missing critical integration and project management components. With these generic systems you are running your projects like driving using only the rear-view mirror. You are always looking back at revenue and costs that can be months old. Service/Project management is the backbone of every contractor’s business. You must have a single accounting/project management system that’s capable of meeting all your crucial specific needs to be effective.

Is there too much back-and-forth miscommunication between your project team members? Is project and services reporting always available with timely information about your projects? Generic software simply can’t handle these issues without developing spreadsheets; or using third party applications which require manual double entry to handle the weaknesses. 

Sage 100 Contractor is an easy to use construction-specific accounting solution that can perform all of your advanced construction accounting requirements as well as manage your operations.  Sage 100 Contractor can give you the confidence you need to run your business, and your projects effectively and accurately. Why continue to use generic systems when there are specific construction and service solutions available? Your best option, which will likely improve profitability, might be to throw out your current generic software and move to something built specifically for your industry.

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Topics: Project Management, Productivity, Business Process, Guiding Great Businesses, Service Management, Mobility, Construction Software, Mobile Field Solutions, Project Costing, Estimating



Eliminate the Paper Chase

Posted by Keith Greeno on August 7, 2018 at 7:00 AM


How many hours do we all spend looking for documents that we desperately need? How many countless dollars have we wasted on administration maintaining paper-based document systems? Document Management technology can solve many of these problems and save significant administration costs. Paperless office might seem difficult and a time-consuming task to move over to electronic format; the reality is that the value paperless provides in terms of time and cost savings far outweighs the initial costs and implementation time associated with changing procedures.

For construction businesses, you would gain control over your project documents with an easy way to store, retrieve, and route documents electronically throughout your business. You can automate your project routing and approval workflow processes to the correct individuals to improve communications on all jobs. Think of a document system where you can access all your project documents anytime, anywhere; including contracts, certificates of insurance, drawings, invoices and more. Think of the time and energy that you will be saving.

All businesses have documents, the way they store and retrieve these documents can be the difference between dominating their industry or falling short on customer service and ultimately letting work walk out the door. These same document management systems can link to your all your accounting transactions, such as purchasing and sales. You can manage invoices and other critical documents with efficiency and confidence.

We may not be able to completely get away from paper, but it is in our best interest to reduce the paper as much as possible. Both economically and environmentally.

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Topics: Project Management, Productivity, Employee Engagement, Business Process, Guiding Great Businesses, Mobility, Paperless Office, Construction Software, Mobile Field Solutions



Automated Purchasing Workflow Can Save Your Sanity

Posted by Keith Greeno on July 24, 2018 at 10:30 AM


Technology is changing many things in the world. For instance - the convergence of the web with transitional accounting systems is changing for the better with automated purchasing/payable workflow systems. These systems can save your sanity and business/organization. Think of a system that provides a sophisticated workflow engine with configurable rules, routing and approval functions.  You can control who gets to see the right information at the right time and ensure approvals are documented and timely.  Further, these new systems have an easy-to-use requisition or purchasing interface where documents are controlled through the workflow process.

I have seen many non-profit organization that think they are controlling spending by sending piles of supporting documents around to multiple approvers and cheque signatories. What is really happening is lost documents and approvers/signatories signing without understanding completely what they are signing off on. It is simply too much paper. Sometimes it is even worse in construction companies, where project managers are also involved, documents end up on the job site or are delayed because the managers are not back in the office for weeks at a time.

With an automated purchasing/payable workflow you can regain control, replace your manual invoice approval with a more paperless process. You will reduce your administration cost and ensure prompt payments with quicker approval of invoices. Further, you can find supporting documentation when you need it instead of searching through piles of documents and file cabinets.

We need to use technology when it makes sense. Automated purchasing/payable systems make sense. These systems enable organizations to tightly control & manage their spending. For all companies and especially for non-profits this is critical. The time has come to help save our sanity and seriously look at automating our purchasing/payable processes.

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Topics: Productivity, Business Process, Guiding Great Businesses, Automated Purchasing Workflow, PO Workflow, Purchase Order



Commitment goes a long way

Posted by Keith Greeno on May 10, 2018 at 10:00 AM


Real commitment to a project goes a long way to ensuring that a project is completed on time, on budget and to be considered a success. As stated by Zig Ziglar “Most people are about as committed as a, Kamikaze pilot on his 29th mission”.  So why is commitment such a problem. The short answer is that we all tend to sometimes be a little lazy. We don’t want to put in the effort that is required to successfully complete the tasks on time.

We were working with a non-profit customer recently that truly wanted to improve their business practices and related procedures and processes. They had carefully selected a Human resource/payroll software to handle the defined requirements. They started on the project conversion with the drive to finally solve this major organizational issue. Then things started to get difficult. The regular day to day problems started get in the way. The started to lose focus on what they were trying to achieve. The result was that, a year later and they are still working on a planned 3-month project.

Change is easy, but transitioning is difficult. If we are not committed to a project’s success it will likely never be completed. We will be transitioning for a long time, which can create even more chaos in are organizations. When the going gets tough we all sometimes take the path of least resistance and not complete the difficult tasks that need to be completed and the task/project at hand will ultimately fail.

Therefore, if you are not committed, don’t bother to start a project, it will end up badly.

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Topics: Productivity, Employee Engagement, Business Process, Guiding Great Businesses



Project Managers - Master of your Domain

Posted by Keith Greeno on April 26, 2018 at 4:00 PM


Project Managers - Master of your Domain

Take charge of your projects, don’t let the projects take charge of you. Project management software can put you in command of your projects so that you can intercept problems before they become issues. View hot lists of critical outstanding project tasks. Stay in constant communication with team members with automatic schedule notices sent at set intervals. Monitor the status of all subcontracts including changes, invoices, and balances remaining. Check material status reports to ensure crews have what they need to keep jobs moving forward. Imagine a world where you can have a dashboard to see everything that is happening on not just one, but all your projects.

You may have certain portions of your project management somewhat automated with scheduling or estimating software solutions. If they are not integrated they are costing you valuable time, money and projects are more likely to fail. We had a recent customer that had automated some of their project management with a scheduling software. It looked nice and you could drop and drag jobs and view the related work required. However, the solution required that they reenter information into 3 separate systems. The net result was that their great, good looking, separate systems were costing this company over $75,000 a year in additional manpower, wasted time and the project managers felt completely out of control.  They couldn’t go to one location to see everything that was going on, they had wrong information at times because someone had forgot to reenter or had entered the wrong numbers.

The good news is that there are cost effective solutions out there that can put you in control and help you master your domain. The Sage 100 contractor is one of those types of integrated solutions. http://www.asyma.com/sage-100-contractor-master-builder

Take a look, I think it will greatly help you master your project domain.

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Topics: Project Management, Productivity, Construction, Business Process, Guiding Great Businesses, Construction Technology, Service, Field Technicians