Why You Should Have a Business Continuity Plan
October 20, 2022
Keeping your business operational is a full-time job. It’s a balancing act that requires you to keep a multitude of plates spinning, while your executive team and employees support you at every stage of the operational journey. But what happens if these plates stop spinning?
Sudden unexpected threats can catch you on the hop. What if an unexpected circumstance comes up that derails your usual operational procedures? How will you cope? What will you do to overcome the issue? And how will you get the business back on target? The answer lies in having a thorough business continuity plan.
What’s a business continuity plan?
A business continuity plan is an executive plan that describes the risks that exist in the business, your strategy for dealing with these known and unknown risks, and how you will mobilise your team to overcome any issues, emergencies, or gaps in trading, etc. If you can plan ahead and put contingency plans in place, you'll be better prepared when a worst-case scenario does appear
How do you formulate your plan?
Every organisation’s business continuity plan will be different. We all have different business models, different company hierarchies and different risks that are peculiar to our own sectors. But the fundamental basis on which you create your business continuity plan will be the same however your company works.
For example:
- Identify the critical areas of your business – look at your operational business model and think about where it’s most likely to break down under pressure. Are you reliant on a specific supplier to operate? Which are the fundamental departments in your model and what do they bring to the business? Who are your core heads of department and staff, and who could deputise for them in their absence? In short, look for anything that could break down and how this could affect the whole business.
- Create back-up continuity plans for each critical area – you obviously need your main continuity plan to cover the entire business. But it’s also important to look at the risks, essential personnel, and key operational activities for each separate department in the company. Your finance team will need a very different continuity plan to your logistics and delivery team, for example. So, tailor each continuity plan to fit the needs of your main business areas, and make sure they’re all fit for purpose.
- Assign a continuity lead and department leads – it’s a good idea to assign a main business continuity lead role or champion, so the responsibility for reviewing and updating the plan sits under someone’s remit. You’ll also need to have a lead person for each critical department, so every cog in the wider machine is represented.
- Make sure everyone knows the continuity plan – a business continuity plan is useless unless the whole company is aware of the plan and knows what to do. Have a central phone number, WhatsApp group, and email address set up for any business continuity emergency. And use your internal communications team to provide regular messaging, training, and updates on changes to the ongoing continuity plan.
- Keep the business operating – ultimately, your continuity plan exists to keep the company operating in challenging times. It could be that your HQ is flooded out and has to be closed down and moved to an alternative location. It may be that significant employee sickness hits you, leaving only a skeleton staff to run each department. Whatever the circumstances, your plan needs a contingency in place, so you and your remaining staff can continue to trade, make sales and bring in revenues.
Talk to us about building a business continuity plan
No plan can completely remove the threat of the unknown – that’s an impossibility. But with a continuity plan that’s well-conceived and ready to implement, you reduce the potential risks and give you and your team a practical strategy and tactics to work with.
Need to get a plan in place?
We’ll help you analyse your business model, look for the critical areas and assess the potential risks. We’ll also help you put together a watertight business continuity plan that’s ready to implement if (and when) specific threats hit the business. Want to know how, contact Ben Duflou or Sarah Toner via advice@aafl.nz.
Your profit and loss statement (P&L) helps you understand your business performance and profitability over time. It’s sometimes called an Income statement and its main purpose is to list income and expenditure. Whereas a balance sheet is a snapshot in time, the P&L shows transactions over a specific period of time. This can be a month, quarter, financial year or any other period, and it can be a stand-alone report or a comparative period report. Together with the balance sheet, these two reports provide a comprehensive understanding of the financial position and performance of a business. The profit and loss statement has two main sections: income and expenses These may be further subdivided depending on the complexity of the business and reporting requirements. Income or Revenue Income primarily includes main business activities such as sale of goods or services. Other income such as interest received, capital gains or income from secondary business activities is also reported. Expenses Expenses are usually divided into two sections: direct costs, or cost of goods sold, and expenses. Cost of goods are those that are directly linked to the provision of services or sale of goods. For example, if you buy widgets from a wholesaler and sell them at a marked-up value, the cost of the widgets is a direct cost, not an overhead expense. Other types of direct costs might be importing and freight costs, contractor costs or certain equipment. Some direct costs are fixed, that is, they are the same from month to month, or they could be a fixed percentage of sales; others vary in value but are still related to the income producing activities. Overhead expenses are all the other expenses required to run the business, regardless of the level of income: for example, rent, utilities, bank fees, bookkeeping fees, professional development costs, vehicle costs and staff costs. Many of these costs form the basis of working out your break-even point, or how much it costs just to open the doors for business. There are some expenses which may be reported as a direct cost in one business but an indirect cost in another type of business, for example, merchant fees or contractor costs. The Bottom Line Total income minus total expenses results in the net profit (or loss), is often called ‘the bottom line’. Often business owners are just interested in looking at the bottom line, but a true financial picture requires an understanding of several reports and an ability to see the big picture that the reports are illustrating. The P&L is a vital tool to analyse for trends over time What does your P&L tell you about relationships and ratios between sales and expenses, seasonal changes and annual trends? Have all your direct costs been allocated correctly? Have you recouped all billable expenses from customers? Financial statements help you understand the big picture for your business. With deeper understanding of your business operations and performance you can make informed decisions about your business finances. Book a session today to examine your financial reports with our experienced business advisors.
A simple but highly effective habit in Xero is consistently using the Reference field when entering invoices, bills or bank transactions. While it's often overlooked, it can make a big difference when it comes to finding and identifying transactions later on. For businesses managing multiple customers, suppliers, projects or recurring expenses, using consistent references makes transactions much easier to track and search. How to use the Reference field in Xero: 1. When creating an invoice or bill, locate the Reference field 2. Enter a clear and consistent description, such as: “Website Hosting - August 2026” “Office Supplies - July 2026” “Project - Smith Renovation” “Vehicle Registration - ABC123” 3. Save or approve the transaction as normal 4. Use the search bar later in Xero to find transactions by reference Using consistent references makes it much easier to locate specific transactions quickly, especially when reviewing reports, answering customer or supplier queries, or checking previous purchases. It also helps keep your records organised and can save valuable time as your business grows.
View our October 2026 General Ledger: - What’s Taking More Time Than It Should in Your Business? - Important Notices - Buying a Business Asset? Here’s What We Need - Xero Tip of the Month: Use Reference Fields Consistently for Easier Searching - Tax Question of the Month: When Should the Insurance Payout be Recognised as Taxable - IRD Upcoming Tax Payment Dates https://public2.bomamarketing.com/email/aqXb
Did you know every invoice, bill, and transaction in Xero includes a built-in audit trail? It's a feature some users might overlook, but the History & Notes feature lets you easily see who made changes, what was updated, and when - helping you and your finance team stay connected and organised. To view the history for any transaction: Open the transaction (invoice, bill, or payment) you want to check. Scroll down to the History & Notes section at the bottom of the page. Click History & Notes to view a detailed timeline of changes. This feature ensures everyone is on the same page and provides invaluable context for financial reviews – especially crucial during audits or when delegating tasks.
View our August & September 2026 General Ledger: - Five Areas to Review Before the End of the Year - Important Notices - Charities & Not-For-Profits: Tax Changes Are Coming - Xero Pricing Increase - 1 October 2026 - Xero Tip of the Month: Accessing the History and Notes Feature - Tax Question of the Month: Deductibility of Dual-Use Home Office and Vehicle Expenses - IRD Upcoming Tax Payment Dates https://public2.bomamarketing.com/email/dbXj
With many businesses expecting a lower profit this financial year, the more prepared you can be for the unexpected, the better. Managing expenses is a good idea at any stage in your business, and reviewing your pricing can also help improve your margins and support long-term sustainability. The challenge is knowing where to start. Before making significant changes, it pays to take a closer look at how your business is operating, where money is being spent, and whether your pricing still reflects the value you provide. Small adjustments can often make a meaningful difference to your bottom line. Smart ways to get your costs under control Cashflow has been a big issue for thousands of businesses this year, and when the money's not rolling in, it can help to rethink your costs. To do it effectively involves more than just keeping an eye on outgoings. It's about looking at all the moving parts of your business to see if your systems (or lack of them) are costing you unnecessarily. Here's how: Muck in - Do a cost control audit to work out where your biggest cost centres are and review the systems you have in place to manage them. Be aware - Don't just slash expenses without considering the impact. Track costs carefully and look for opportunities to streamline spending or achieve the same result in a more cost-effective way. Unite your team - Bring everyone together to monitor and analyse inputs and expenses. If you're reviewing or developing systems, seek feedback from the people using them every day. Look to your peers - How do your costs compare to others? If a business of a similar size is performing well while spending less, explore what they're doing differently. Seek advice - Whether you've identified some problem areas or you're unsure where to begin, talking with your advisors (that's us!) can help you determine the best next steps. How can I put my prices up without losing customers? If you need to change your pricing to make ends meet, be honest and up-front with your customers at all communication points. Make it clear on your website and social media that prices have changed and explain why. Send an email to let your customers and suppliers know about any changes in advance. If you're meeting customers face-to-face, ensure they're aware of any price increases before they're invoiced. No one likes an unexpected surprise. Support your team with clear information so they can confidently explain any changes and continue delivering a great customer experience. If you're concerned about customer reaction, consider introducing increases gradually across products or services over time. Get in touch if you'd like us to help analyse your margins, review your expenses, and identify opportunities to strengthen your business performance.
Keeping on top of your finances while you’re out and about just got easier! Xero has refreshed the Accounting App experience to make it simpler for you to access key features and complete everyday tasks from your mobile device. The updated layout improves how you move between core areas, helping you find what you need faster and stay on top of activity wherever you are. What’s Changed - The key improvements include: A simplified bottom navigation to help you move between key areas more easily Home as the main dashboard view for a clearer overview experience Key functions such as invoices, bills, bank accounts, and contacts accessed through a streamlined Menu for easier navigation This makes it easier for you to quickly locate what you need, whether you’re processing invoices, reviewing transactions, or checking account activity. How to Use the Refreshed App Navigation: Open the Xero Accounting App on your mobile device Use the simplified bottom navigation to move between key areas Tap Home to view your account overview Access core functions such as invoices, bills, bank accounts, and contacts via the Menu Navigate directly through the Menu rather than switching between multiple screens or tabs Next time you’re using the Xero mobile app, take a moment to explore the updated layout, it’s designed to help you move through tasks more efficiently, wherever you’re working from.
View our June & July 2026 General Ledger: - 2026 Budget Announcement - Cutting costs or increasing your prices? We can help - Xero Tip of the Month: The Refreshed Xero Accounting App Navigation - Welcome to the Team: Lavina - Tax Question of the Month: Case Study - The Incorrect Tax Code - IRD Upcoming Tax Payment Dates https://public2.bomamarketing.com/email/pdLw
Ever feel like your business expenses are adding up, but it’s hard to see exactly where your money is going? When you have a clear picture of your spending, it becomes much easier to manage cashflow and make confident business decisions. Small improvements in how you track and review expenses can lead to better visibility, fewer surprises, and stronger financial control over time. If you’re finding it difficult to stay on top of your business expenses or want more clarity in your reporting, we can help. We can support you with: Streamlining expense tracking Improving cashflow visibility Turning your numbers into clearer business decisions If you’d like to chat about improving your financial processes, feel free to get in touch with our team on 04 970 1182.
