Kylie Meyer

Many Kiwi businesses eventually outgrow their systems and processes. Their financial, governance and management systems were a perfect fit when the business was smaller – but now, they’re hindering growth, not helping it.

It is year end and you’re probably feeling very organised, right? You’re already talking to your accountant and auditor regularly about the information you need to supply. You’re thinking about changes within your business that need to be incorporated into your reporting. You’ve agreed a timeline to make sure everyone is on the same page. Fantastic. Your business will be audited on time, your bank loan covenants will be met, stakeholders will be reassured, and your company’s reputation will be upheld. Wait, does that not sound familiar? Unfortunately, not all businesses are as organised as we might like them to be. In practice, companies collect up all the information they think is necessary and pass it onto their accountant hoping it will be sufficient. Partly this is because businesses are so caught up with other work that understandably seems more urgent. It can also be tricky to know what your accountant and auditor need to know – and the list can be long. What does your accountant need to know? Some of the major considerations are as follows. • If there were any findings, recommendations or inefficiencies identified by your accountant or auditor last year, take steps to address them and implement any necessary improvements. • Ensure you’re applying the right reporting standards and tier and you’re meeting deadlines like bank covenants and parent reporting requirements. • Set a timeline to ensure everyone is on the same page, and so that you or your team is available to address any questions or concerns promptly. • Estimates and judgements require careful consideration and review by management. These can include impaired inventory, changes in asset valuations or a change in asset useful life, and impairments. • Changes like new leases, amended lease terms, or adjustments affecting revenue recognition timing should be assessed. Evaluate how fluctuations in interest rates may impact your reporting accruals and provisions should also be considered. • Changes in rules could impact your accounting, such as depreciation on commercial property, or new accounting standards either internationally or locally. • There may be events you need to disclose and consider, like major transactions, or contingent assets and liabilities. • If you’ve changed your goods and services terms or offerings, this can affect how you account for income recognition. If this isn’t clearly understood, a large amount of analysis and rework may need to be completed in a short timeframe. • Have you closed an acquisition deal and immediately moved to the celebrations without thinking about how to account for it, or what the disclosure requirements and tax implications are? If so, you could be facing delays and unforeseen costs. These are just some of the possible considerations – the list goes on. Ideally you should maintain an ongoing dialogue with your accountants throughout the year to avoid unexpected issues at year-end. Incorrect or incomplete information can lead to inaccurate reporting. Getting it wrong can create big risks and serious costs Compliance failures can really snowball. Missing your internal timeframes including those of your Board, bank covenant reporting, allocated timeframes for audit, regulatory filings can all have major consequences. Worse still, if issues aren’t picked up until later, a restatement of your prior comparatives may be required. This would invariably result in increased costs, time delays, reputational damage, and potential increased scrutiny. These restatements are prominently noted in your financial statements for your readers to see. Failing to ensure robust planning for your financial statements process can also severely erode shareholder trust in the business, its governance, and its management teams. But all this can be avoided when a business is organised and clear channels of communication are maintained. As they say, a fail to plan, plan to fail.

As a long-time board member, I’ve learned a lot about the difference a well-functioning board can make to the success of an organisation. I’m currently a Chair/Trustee for a national not-for-profit (NFP) that helps young people to thrive, develop confidence and positively contribute to our communities. It’s wonderful to see what can be achieved for our young people through an organisation with an effective board and team. Based on my own experiences, these are my tips for NFP board members. Align your board appointments with causes you are passionate about For most NFPs, board members are unpaid, so being personally aligned with the purpose of the entity is essential to keep you motivated and engaged. Volunteers who lack engagement won’t add value to the charity’s mission, purpose and overall impact. If you don’t feel strongly about the cause, leave the board position for someone who has the passion needed to be productive and enjoy their role. Foster a positive environment where everyone can express their opinions If nobody is willing to speak up with different opinions and ideas, you will make very little progress. Equally unhelpful, but more stressful, is a meeting filled with conflict, where everybody disagrees and no consensus can be reached. You need to find a balance. All boards will have times where there isn’t consensus. The key to achieving a resolution starts with everyone feeling comfortable about expressing their opinions regardless of whether they’re popular. This involves creating a safe environment where everyone has the freedom to be authentic and bring their true opinion to the table. I have personally experienced times where there have been disagreements among board members. When this happens, everyone needs time to express their views, and to respect everyone’s differences in opinion. This way, a consensus is reached faster, and when everyone supports the final decision it’s an extremely positive experience. If you bring a problem, also bring a solution It’s not uncommon to sit on a board or committee with someone who likes to turn up and throw a problem or two on the table. This negativity will make everyone else feel like there’s an extra weight on their shoulders as they try to solve the problem. A far more powerful and productive approach is to by all means raise your issue, but also put some thoughts together about potential solutions to show that you are willing to work collaboratively as a team to find a resolution. Encourage diversity of thought Diversity isn’t just about ticking boxes. It’s not about ‘Do we have a woman on the board?’. It’s about ‘Is the person opposite me going to challenge me? Are they going to bring different perspectives and see the issues through a different lens?’. Look for people who fill gaps in thinking or perspective to help represent various points of view, so you can cover as many angles as possible and ultimately get the most out of every discussion. Roll up your sleeves and get involved Boards for large businesses might be purely strategic. But NFP boards need more than just top-level engagement. As a charity trustee board member, expect to roll up your sleeves and delve into operations from time to time. If your approach is, ‘That’s not really the role of the board, I don’t want to help with that,’ you’re not likely to win any friends as the rest of the board members knuckle down and start working on day-to-day problems. It can also give you some useful insights into the culture and operations of the organisation. Be prepared for each meeting When board members arrive at a meeting without doing their homework, it means they’re not able to contribute fully to the conversation. Ensure you are prepared for every meeting, whether that’s having ticked off your to-do list, read the paperwork, or researched the topics that are up for discussion. And it’s not enough to be physically present, you also need to be mentally present and engaged. If you’re daydreaming or playing wordle during meetings, you’re not bringing much value to the organisation. You also need to be prepared to dig deeper and go beyond what is presented to you. For example are you following the board’s rules and workplan? Or, is there anything missing from the agenda that you need to raise? Follow through on your commitments Board members who turn up at each meeting having ‘forgotten’ to do what they promised impact the whole group. Be accountable and reliable: if you say you’re going to do something, get it done. It’s hard to push volunteers to complete work; the charity has no leverage to make you achieve everything on your task list. It falls on you to walk the talk, do what you have promised, and cast a positive leadership shadow. Be selective when recruiting new members Recruiting for an unpaid position can mean small charities take whoever they can get. However, ideally you don’t want to simply sign up the first person who expresses an interest. A bad apple will rapidly make the whole board dysfunctional. Try using a formal skills matrix to identify areas where the board needs extra expertise, then recruit for those specific skillsets. This has the added benefit of everyone knowing their position on the field, so to speak. For example, on my current Board financial issues come to me; legal issues to the lawyer; HR issues to the HR expert. It creates clear roles and happier board members. You can also trial prospective members. Try to find out if they will be a good fit, by inviting them to a meeting to see whether they’re prepared, engaged and passionate. Use trustee rotation for fresh perspectives There should be an exit strategy for board members as it will need fresh blood, the members may want to move on, and it provides an opportunity to disestablish members who aren’t bringing value to the organisation. New members prevent the board from becoming stale, bring in new ideas, and provide extra knowledge and skills. Getting it right leads to better outcomes for everyone As a trustee I have found my board role extremely rewarding. You can make a big impact on the community by donating your time and professional expertise. If you can get it right, being on a well-functioning board will be an enjoyable experience for you and your co-trustees, boosting your personal development and driving better performance and outcomes for a cause you are passionate about.