CEO

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Fraud Prevention Tip: Always Poke Around Your Books

When companies start the CEO or business owner is the one signing all of the checks. That’s just the nature of a start up and a small business.

But after a company grows and other people – CFO, controller, auditor, etc. – are put into the position of check signer, the CEO or a majority shareholder should double-check what’s getting paid.

Just look at a ledger, the checkbook or Quickbooks and see where money is going. Ask questions about that money. How often are we paying for X? What does company Y supply us with? Poke around the books and ask questions.

Silly Expenses

Even if you don’t find fraud, you’ll likely discover unnecessary expenses. I would say the latter is in fact more common in these cases. The reason is that people in Accounts Payable aren’t always informed when a piece of leased equipment is sold or returned or when the paper supplier wasn’t just changed but the first supplier was canceled. That’s because a lot of payables and other bills are just put on autopilot. They’re not checked every month or even every year.

I can’t count the number of times I’ve gone through a company’s expenses line by line, questioning everything with the CEO and the check-signer, and found thousands – if not tens or even hundreds of thousands – worth of expenses being paid that didn’t need to be paid. What a difference that makes to the bottom line of any business, much less one that hasn’t turned a profit in two years.

In one notable case, this routine check uncovered some major fraud.

Un-Silly Fraud

We discovered the fraud while doing a sort in an Excel spreadsheet on all of our vendors’ addresses; we were just trying to figure out freight costs and where we could save money. What we stumbled upon were two vendor companies: one in California and one in Indiana. Each was doing business with a stationary store in Chattanooga, which is where our home office was.

It would have made sense that there were vendors in California and Indiana to attend to our subsidiaries, but what didn’t make sense is that we were sending checks to these companies at a PO Box in Chattanooga – which, I reiterate, is where our headquarters was.

It turns out that the controller had created dummy vendors, theoretically for our subsidiaries in California and Indiana, and he was cutting checks to these dummy vendors for random amounts between $50 and $100 to a PO Box in Chattanooga. He would then go collect all of these checks and cash them in the name of these dummy vendors.

That’s a series of very small transactions that an auditor would never find even if he regularly dipped 20% below his “check everything” number. As a result, over the course of ten years this controller stole over a million dollars.

And again, we only discovered this because the CEO and I were poking around in the books trying to come up with useful ways of extracting unique, money-saving information. What hit us was something suspicious, and that’s why I always encourage you to look into the suspicious.

Slightly Silly Fraud

Another time I was working on a book store that had switched who it was banking with and who held its credit cards. But one of the credit cards wasn’t canceled – a Discover Card – and because it was so routine to pay off this Discover Card, the controllers just kept paying it. No one asked and no one thought about it. As it happens, the guy whose card it was just paid off his entire mortgage on the company (until I got there).

Just do a routine check through all of your transactions and payments. You’re bound to find some juicy things in there.

How often do you poke around your books?

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You’re Serious? You Don’t Have a Fraud Policy?

Though I could believe it, I was still shocked when I spoke recently to a group of over 200 CEOs, not one of whom raised his or her hand when I asked who had a fraud policy. Disheartening still was that most people didn’t even know what I meant when I asked the question.

What is a Fraud Policy?

A fraud policy is similar to a mission statement and core values. Most companies have a mission statement. It says something to the effect of why the company exists and what it was formed to do at the highest level. Core values might further flesh out those elements of a company’s attitude and approach that are indispensable to its running successfully year after year. They might deal with product quality, customer service, community interdependence and so forth.

If you go into any Whole Foods, for instance, you’ll see the mission statement and core values on huge signs near the checkout area at the front of the store. Many companies even spend tens of thousands of dollars (or much more) hiring consultants to perfectly craft their mission and values.

Similarly, a fraud policy clearly states – for all to see – the approach a company takes towards those who commit fraud, steal, lie or cheat.

For instance, a fraud policy could state something like, “If you steal, you will be prosecuted to the fullest extent of the law.”

Why Don’t Companies Create Fraud Policies?

With all that time and energy invested in mission statements and core values, why don’t companies take ten extra minutes to tack on a Fraud Policy and then display that at the front of their stores, websites, factories and warehouses?

In short, I think they don’t know they should. So let me be the first to tell you that you should. Every single company should have a fraud policy.

As you can see, it doesn’t take long to come up with a Fraud Policy, especially since it doesn’t need to be perfectly crafted and expertly displayed. Crudely stating, “If you steal, we will throw your butt in jail so fast it knocks the shoes off your next of kin,” would be sufficient. The point is to share the very direct fact that no one will get away with fraud or theft, and if people do steal from you they will be caught and they will be prosecuted to the fullest extent of the law.

Let’s Make a Plan

So, this week, I want you to take the time to make an official fraud policy. Display it, own it and love it.

In addition to putting that on your to-do list, we’re going to put some things on The Turnaround Authority To-Do List. To honor Fraud Prevention Month, we’re going to address numerous issues about fraud throughout the month of March, and even continue well into April since preventing fraud is a year-round process.

In coming posts I will discuss the importance of prosecuting perpetrators of fraud and the values of an informal fraud policy. I will also share a dozen tips and ways that you can prevent fraud, things that you should watch out for, and much more.

If you know other business owners or managers then this is the time to forward them a link to this blog, and if you haven’t yet subscribed to The Turnaround Authority, I encourage you to do so as we prepare to prevent fraud and make the business world a safer and more honest place.

So, I ask you to share right here: what is your Fraud Policy and what are you doing to spread it throughout your company?

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4 Ways to Be Happier – A Scientific Approach

I talk a lot about ways to keep your business from experiencing crises, how to manage your business during a crisis, and stories of those who went through crises and how we got them out the other side. But today I want to touch briefly on a topic that I’ll revisit from time to time because it’s very important as well: happiness.

Running a company or being a manager or whatever leadership capacity you inhabit that makes you read this blog (and I say thanks to all you readers and those who have subscribed recently) can be stressful. And a central topic of this blog is crisis, which is also particularly stressful for most people – that’s why I wrote my list of 5 Foolish Faux Pas of CEOs in Crisis (that result mostly due to stress they don’t know how to manage).

With all this potential stress, it’s important that you are happy. Sure, you can’t walk around with a smile on your face all day long, but you can be a happy – or happier – person and business leader. If you’re not, you should rethink your day job.

What I want to share with you was inspired by a quick blurb in a magazine I was recently reading. It’s 4 ways that studies and research show are scientifically proven to boost your happiness. Without further ado, here they are:

1. Do Good Deeds. We’ve talked about this a lot before – how you can use your time and work and energy to help others. If you want a refresher, check out my 7-Part Series, Giving Back During Tough Economic Times. Helping others, as long as it doesn’t become a repetitive activity, makes us feel happier.

2. Get Exercise. It’s been repeatedly shown that exercise doesn’t have to be intense or sustained to be effective. Just 30 minutes of walking a day is literally the single best thing you can do for your health. No joke! How can you do that in the office? Take your meetings while walking around the office or outside the office for some fresh air or vitamin D. You can also do your phone calls this way. Trust me, a little walk always clears the head, releases endorphins (if you get your heart rate up) and makes you happier.

3. Get Hugged. I don’t mean to be encouraging inappropriate office conduct, but people who get hugs are happier. We need basic human contact. Make sure you’re hugging your spouse or parents or whomever can provide you with this bit of happiness.

4. Get a Pet. This one isn’t for me, because I have allergies, but I love stopping by my kids’ place and seeing their pets. Pets are proven to lower stress and make us feel better.

All four of these ideas are great ways to increase your happiness and destress as you run a business – especially a business in crisis. Make sure that you’re doing the things that let you care for yourself and be happy. That happiness and self care will go a long way in its positive effects on your business and corporate culture.

If you haven’t subscribed yet to my blog, please note that it’s free to do so, and updates of my latest posts will come right to your inbox. Just subscribe by entering your email in the box at the top of the right hand column.

As usual, I welcome comments and questions below! I’d love to know which of the methods above helps you increase your happiness.

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Crazy Is As Crazy Does So Keep It Wrapped Up

Turnaround is a very high stress game. I don’t mean for me – it’s my job to stay calm, cool and level-headed and avoid letting the CEO do anything rash while he’s worried about losing his business and life.

But the CEO isn’t the only person at a company stressed out by a turnaround and with the ability to do something stupid. Every employee has the potential to set off and do something idiotic, embarrassing and detrimental to a company’s successful emergence from a crisis.

That’s why, as the CEO, president or leader, you have got to maintain your composure. Do not blow off steam publicly, do not be seen to publicly rant and rave and do not be an idiot in the light of day. Employees will follow your example. If you need to blow off steam go to the gym, get a punching bag, go to the driving range or the shooting range or join an underground fight club. Just keep it under wraps.

In times of no crisis, if employees see you taking cash from the register or inventory from the warehouse, they’ll think it’s okay to do the same. You’re the leader.

In times of crisis, when they see you lose your head and freak out, they will follow suit. At the very least, they’ll become disillusioned and less productive, which is the last thing that a company needs in crisis. While going through a crisis, a company needs to operate at the highest level, churning out the best widget at the fastest rate (pending the crisis isn’t in production) and doing its best to stay ahead.

And you don’t have to be a CEO to be a leader. If you’re a manager or just a regular employee, you can set an example as well. Though it’s hard to make your calm contagious the same way your panic might be, just maintaining your stability and work ethic will show others that this is the right course of action.

I’ve talked about crazy Charlie before, who tried to stab his mother in one of the more hostile corporate takeovers I’ve been involved with, and as a result of his crazy actions, the deal to sell the company fell through.

Crazy people doing crazy things – especially in crisis – is ruinous. Keep your head, lead by example and deal with problems immediately. You don’t need mutiny on a sinking ship if you’re hoping to stay afloat.

What’s the craziest thing you’ve seen an employee do?

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The People You Want in Your Business

There are all kinds of people you don’t want working for your business. If I did a list post of those kinds of people it would be a mile long – a 100-part series.

But there’s one kind of person you do want: you want the kind of person who is internally driven.

This is a rare person indeed.

If you started your own business you would be described as an entrepreneur. That means that you are, 10 to 1, internally motivated. Perhaps money, fame or success is a driving force, too, but one way or another, the drive to take the actions that lead to those things is intrinsic.

Finding similar people is not easy.

I recently had the pleasure of working with a company where nearly everyone I spoke to was motivated internally (this was not a turnaround – the CEO was just experiencing an interesting situation and needed some advice).

As I spent a little time at this company, I had the opportunity to speak with a number of employees. Every single employee (who are called team members, not employees) I spoke with declared his or her intent to stay with this company for the long run. Employment at this company was “a career” and “not just some job.” It didn’t matter what their pay was or what their titles were. Each and every person I spoke with said that the kind of person who never fit in at this company was “a lazy person.” Every person here wanted to succeed because this was a culture of big moves, success and hard work. And they loved every minute of it. Multiple people said that this was the first place that they didn’t feel like they were going to work. They were finally doing what came naturally.

And as I tried to figure out what kind of company I was surveying, I realized that it was one where the employees were very carefully chosen. They were not just hired to do some job. They were brought in to be a part of a team where everyone was driven to succeed – and not for external reasons but for internal ones.

I encourage you to seek out those kinds of team members who are internally motivated to succeed and to do a great job. They’re hard to come by, but I assure you your company will benefit as a result.

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If You Don’t Sweat the Small Stuff, It May Come Back to Haunt You

Do you remember that book, Don’t Sweat the Small Stuff: And Everything in Life is the Small Stuff?

I can appreciate the life philosophy, I really can, but let me tell you: in business, everything that’s small could become big if you don’t pay attention. If I have a cut on my finger and I ignore it and don’t put Neosporin and a Band-Aid on it, my finger could get infected and need amputating (gross). I’m not saying it’s common, but it could happen.

A leader, especially in hard times, needs to make sure he doesn’t overlook the small stuff.

Once, I was installed as CEO of a company, and I relied quite heavily on the CFO who’d been with the company a long time. I listened to his assumptions and projections. However, I never checked up on his assumptions or double checked the formulas in his spreadsheets. It just all seemed like little stuff.

Unfortunately, midway through the turnaround, the numbers headed south and the bankers got upset. As it turned out, the CFO knew about these mistakes and what was likely to happen.

Making mistakes is not a problem. Not admitting one’s mistakes and sharing this kind of knowledge with me is a problem. When I found out the CFO had known about these mistakes and never raised his hand, I fired him immediately. These were small things whose impact could have been mitigated a few months earlier, but at this point, I had to go crawling to the bank for an extra million dollars. Fortunately, they were pleased with my decision to fire the CFO.

The controller who had actually been prevented from checking the numbers earlier became the new CFO, and we emerged from bankruptcy.

As a CEO you have to rely on people, but you also have to trust your instincts, question assumptions and double check the world around you. It’s hard to rely on one person. I did so because it was the quickest way to move forward, but I learned from my mistake, and now I go through budgets line by line and question all assumptions, projections and spreadsheets. I take care of the small stuff (without sweating it) in order to keep it from turning into big stuff.

Many CEOs blindly listen to others without question because they need answers and they need them fast, but as a CEO it’s your job to ask twice and then thrice. Take care of your business by taking care of everything, big and small.

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Is Your Ego Still in the Way of Your Success?

One of my secrets to success is my ability to set aside my ego when I go into a new company. It’s true that I do have an ego. I couldn’t be the Turnaround Authority without one. But it’s my ability to check that ego at the door when I start a new job that lends to my success.

The first thing I do when I get into a new company is sit down and talk to my team. I tell them that I’m not going to come into their company and pretend like I understand what they do better than they do. I tell them that I’m going to need their help. I have no pride of authorship.

The overall message is that we need to be a team, and that I need them to question me and talk to me about everything they do and know. I have an open door policy, and my team gets full access.

If they don’t tell me what they know when I take a particular direction with the business, then we could lose the company. I need to know everything that they know.

There are a lot of CEOs who can’t just set their egos aside to successfully run their businesses. Half the time that’s why I end up running their businesses in place of them (read #3 on my list of 5 Foolish Faux Pas CEOs Make in Crisis).

The Lake at Rotama Park

For example, at Rotama Park, a horse-racing track that I turned around, there was a big lake in the middle of the track. When I got there the lake was empty.

As it happens, they’d already spent a quarter million dollars filling it up with millions of gallons of water – but it all leaked out. The problem was that during simulcast racing, when our track was being broadcast into every betting parlor in the country, our track looked terrible. There was a big, empty hole in the middle of it!

I needed to fill up the lake.

One guy said that there was an aquifer nearby, and we could fill the lake up and it would all be good. I couldn’t see a reason not to, so I got ready to do just that.

Boy was it a good thing I had my open door policy in place.

Someone else came sheepishly into my office and, scared of my reaction, said if I filled the lake up, all the water would leak out again. He said the wrong type of clay had been used on the base of the lake. Because I had two people with a difference of opinion, I brought in an engineering firm to assess the situation. They confirmed that the base had been laid incorrectly, and that I’d need to redo it for a half million dollars.

If the second guy hadn’t told me that I was wrong to fill the lake up, I would have wasted another $250,000. My team had to know that I had an open door policy and to challenge me at all times if they thought I was wrong. You have to set your ego aside to do that successfully.

The Gyroscopes in South GA

Another time I had a manufacturing company in south Georgia that made gyroscopes for missiles and rocket ships. The company was running three shifts, yet the cost of goods was going up, prices were staying steady, and we couldn’t figure out why. Where was the profit going?

Somebody came to me, again because of my open door policy, and shared with me that there was a new competitor that had bid on a government contract, and the government had awarded that company 25% of its gyroscope needs. Apparently, the nightshift manager on the third shift was a silent partner in this other company, and as it happens he was stealing from us and giving the “scraps” to his other company.

He could compete because his stuff was free and our costs were going up because a higher percentage of our supplies was scrap. I would never have known this without an open door policy.

Make sure to set aside your ego and let people know that you want to know what they know – even if that information is bad news. I say it’s a secret to success, but on some level it’s also just common sense.

Is your ego still holding you up? Why or why not?

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I Want to Introduce You to a New Friend

What do you think of when I say, “The IRS?”

Does your stomach clench up a bit? Does your forehead get warm? Maybe the physiological reaction isn’t so dramatic, but I imagine that your mental associations with the Internal Revenue Service of the United States are anything but positive. Fair to say?

Maybe you got off to a rough start, but perhaps that was due more to schoolyard rumors than anything else. It’s possible, too, that you’ve hit a rough spot in your relationship. But I want you to get reacquainted with the IRS and think about the way you two could be friends.

Certainly the thoughts of being friends with someone taking anywhere from 25% to 50% of your hard-earned dough on an annual basis might seem distasteful. I don’t like the Tax Man any more than the next guy, but as long as you accept that the IRS is taking some of your money every year – and you really come to terms with the fact – you may want to get better acquainted.

There are only two business people who should be concerned by the IRS:

1. Those whose accounting is so terrible that an audit would be an unbearable nightmare, and

2. Those who are trying to cheat and break the law.

If you don’t fall into either of those categories (and a lot of my clients, I unfortunately discover, do), then consider what the IRS can do for you. Remember, the government is going to take a nice bite out of your income, but the size of the bite and the ferocity with which it’s taken might be more variable than you’d otherwise imagined, particularly if you are a business owner, CEO, president or CFO.

And I want to be very clear here that everything I am suggesting you do is 100% legal. Do NOT do anything illegal. It’s not worth it, and you will be caught. They’re always caught. Trust me. I’ve seen more fraud than you can imagine.

You might be saying right now, of course there are ways of paying taxes “better” – that’s why I have a CPA. And I bet you have a wonderful CPA, but I assure you he won’t mind you doing a little leg work yourself to figure out how to save your company some money.

An obvious way to save money is to take advantage of the Bonus Depreciation and Increased Section 179 Deduction under the American Recovery and Reinvestment Act, which allows you to fully depreciate a wide variety of assets. That’s right. No schedules this year if you don’t want them. And the IRS is happy to let you do it.

That’s just the tip of the iceberg, though, and the only way you’re going to figure out all of the ways that you could more advantageously be classifying your expenses and spending your money is if you explore www.IRS.gov. Use the search bar in the top right hand corner and start getting acquainted with the IRS. You guys could be better friends than you think.

WARNING: Obviously you shouldn’t go reorganizing your business’s books for 2011, confusing your CPA/account/bookkeeper and doing anything funny. However, since you’re bound to be meeting with your accountant again soon, you should think about all the ways you spend money – consider terms like “petty cash,” “entertainment” and “meals” for starters – and start looking them up. Go to your accountant with a list of questions, suggestions and links, and see if s/he can’t continue steering you in great directions to get, use and save more money in 2012 than you may have in 2011.

If you notice any particularly good tidbits while you’re looking around, share them with us in the comments section below. Happy hunting!

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Giving Back During Tough Economic Times, Part 1

In writing consistently about our flagging economy, the problems we’re facing and the expected duration of this situation, I’ve realized that the tone and scope of my articles have been increasingly depressing.

Don’t get me wrong. I’m not depressed, but I recognize that the tone has nonetheless been dour.

That’s why my upcoming series of articles will provide a variety of ways for you to make a positive difference during these times of hardship. It’s important that we don’t all adopt the Turtle Mentality and keep our heads in our shells. We need to be a part of our community and give back however we can, even and especially if that giving back isn’t or can’t be monetary.

My first piece of advice is about layoffs.

As a CEO, owner, or manager, you may understand all too intimately that these times have unfortunately required layoffs and company closures.

As a turnaround professional, I understand better than most that cash is tight, but if you find yourself in a position like this or advising someone who is, be especially sensitive to the personal needs of those severed. Be sensitive when you have those difficult termination meetings; be sincere, and it will show.

Consider offering options like out placement services, extended health insurance and networking meetings. Let people know – if it’s true – that when positive cash flow and profits return, their jobs will be filled again by them, if possible.

This kind of approach deepens your understanding of others’ plight and demonstrates that you have compassion for your fellow human beings.

In some cases it might be appropriate to create lesser positions within your company part time. Though this may be insulting to some and result in a lessening of benefits and pay, it will allow them to remain employed in some capacity and ensure that when the time comes, they will be easily able to restart their previous positions (this can be very challenging and quite uncomfortable for all involved as a subject but weigh the benefits and ask those to whom you might offer this to do the same).

In short, do whatever you can to soften the blow to those less fortunate when the economy requires that you downsize in ways you would prefer not to.

Please stay tuned for more posts on giving back during a touch economy. I think that this series will allow us all to generate and act on some ideas that will be to the benefit of our community and country.

Please share your ideas for giving back below.

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The Rotten Ratio: Sales = Debt

Every industry and business has interesting ratios and rates that are relevant to it. For e-commerce, returns are around 8%; the average conversion rate on a Google Adwords advertisement is 2%, and so forth. I’m sure you can think of some in your business.

In my business, we have a ratio, too: one I call the Rotten Ratio.

The Rotten Ratio is when sales equal debt.

Take a second to think about that: sales equal debt. Believe it or not, I have a number of companies in this situation.

But how does something like that happen? Why do I keep getting hired at this rotten sweet spot?

Well, when business is good and sales are going up, companies decide to buy a new factory, or purchase new equipment -or Ferraris – you know, whatever the necessities are. In order to do this, they borrow money, which at the time makes sense when they look at their sales and growth.

However, as they tend to do, especially when companies and their leaders get distracted, sales slow down, yet that debt is still there. In efforts to sustain their perceived growth, companies take ill-advised steps, which sometimes include more borrowing. At the very least, they don’t pay their debt down, and with sales continuing to slow, they don’t get any closer to doing so.

Numerous warning signs should likely have tipped off CEOs, owners and boards off to the impending crisis that’s coming their way, but as I often say, no one calls me and says, “Lee, I’m going to have a crisis three weeks from Thursday.”

By the time sales and debt meet, it’s become clear to many CEOs that they need to bring in a professional, so when I arrive and start looking over financials, I notice time and time again that sales do indeed equal debt: the Rotten Ratio.

Though you should know that things are turning sour before your sales and your debt numbers meet, by the time they do it’s a pretty good indicator that you’re going to need to change the way you’re doing something and take some drastic steps to resolve your company’s problems. When that happens, seek professional help. Oftentimes it takes a professional to make the truly huge and hard decisions that will save a company.

Remember, turnaround isn’t pretty. We often have to amputate a leg to save a company, and when you’ve just moved into a shiny new factory, selling it off seems like the biggest backwards step and the one thing you’re not willing to do. But that’s why, as a CEO, you have to check your ego at the door, admit you’ve made a mistake (or multiple mistakes) and do whatever needs doing to save your company and the jobs of those who depend on it.

When you’re moving towards the Rotten Ratio, get proactive.

Have you ever seen the Rotten Ratio? What other reasons do you think a company might find itself in this position?