how we became an ace pilot with gibbs & partners the blue rocket story

How we became an Ace Pilot

The Blue Rocket Story

You’ve always known where you wanted to be…

…and the old spaceship had got you a long way, but wasn’t quite up to the job any more…

Blue

Rocket

Accounting

So, we’ve streamlined it; redesigned it to work more efficiently; made it more fuel efficient; clarified Crew member roles and responsibilities, and now everything works like clockwork…

Blue

Rocket

Accounting

Blue

Rocket

Accounting

Blue

Rocket

Accounting

…and you’re ready to conquer new worlds!

It’s been a delight to work with you.

Kirsten

Where we were….

• Julie had recently taken over the business and very much wanted to make it her own, delivering the services

the way she had envisaged for years.

• We were going through a re-branding and marketing exercise.

• We are very creative, highly customer focused and never afraid to do brave things or take action. When we

started work with Kirsten we had just won “Accountancy Firm of the Year” and a Customer Service award from

AVN.

• We’ve always known ‘systems’ are important, but had never found the right tools to do the job so that it could all

be communicated easily and actually followed. We had a set of ‘instructions’ that were so detailed and hard to

follow that of course, hardly anyone did.

• Things weren’t happening consistently the way we wanted. People were doing things their own way instead of

‘the Blue Rocket way’.

• “I was promising things that I couldn’t be sure would actually happen that way, if at all, which made me worry

when taking on new clients”

Where we are now...

• The Monday after we finished, we became the first ever firm to achieve AVN Excellence 6-star status.

• We have a big picture of how everything fits together to win clients, serve those clients and run the Blue Rocket

business around them.

• Everything is defined in one place, online and easily usable. We have process manuals for Win, Serve and

Run, plus a playbook for useful techniques, tips and tricks that everyone can share.

• We have clearly defined roles and responsibilities and a clear and exhaustive map of all our business

processes that Gibbs & Partners will look after for us on an ongoing basis. We’re now officially Investors in

People too.

• We’ve simplified and clarified our product offerings, and streamlined the way we charge.

• We’ve stopped measuring ourselves on turnover. Now we measure ourselves on how well we’re delivering to

the customer and the turnover takes care of itself. In fact it’s up 30%.

• We can share with our prospects and clients just how much we do for them – which means we can attract the

businesses we want and charge the right price for what we do.

• We’ve opened the door to expansion. We can add new people and new offices easily, knowing that the Blue

Rocket Way of doing things will be preserved to continue delighting our clients.

How Gibbs & Partners helped us get there

1. CLARITY

• Kirsten pulled together the work we had already done on values, our existing

marketing materials and what she could see herself into a ‘Promise of Value’

statement.

• Kirsten helped us simplify and clarify our offerings to make it easier to buy from us.

How We Behave

Caring

Capable

KnowledgeableDifferent

Clear-thinking

Above board

Resourceful

Proud

Fun

Systematic

Personal

FriendlyExpert

Accurate

Happy

Supportive

There

Honest

Easy

Efficient

Organised

InnovativeSimple

Likeable

Prompt

On time

Fair

Proactive

What We Do

Help you get the

most from your

business

Cover

everything

Empower

growth

Help you

get it right

Keep you

in control

Hold your hand

while you get

going

Talk your

language

Save

unnecessary

taxes

Support you

through

growth

Help you use your

numbers to drive your

business growth

Help you act on

the numbers

Keep you

on course

Fire-proof

your business

Re-kindle

enthusiasm for

your business

Make running your

business enjoyable

Watch out for

asteroids

What We Are

Houston to your

Apollo mission

Your accounting

infrastructure

The right

support

Your financial

dashboard

Your ground

control New boostersThe business

you've always

wanted

A rocket up

your bum

Your back-

up radar

The way to

the stars

The Blue Rocket Accounting Promise of Value

Copyright © 2014 Blue Rocket Accounting 6

“We put honest, professional

and committed business

owners firmly on course to

reach their business goals

with a tailored programme of

accounting support that

gives them the critical

information they need to

build the business they

always wanted”


Blast Off – BENEFITS

We talk your

language, not

ours

We hold your

hand while you

get going

We help you get it right

We fire-proof

your business

The right support for you right now – just what you need to get going and keep on track

So you can enjoy

getting started in

business

Friendly

Caring

Fun

Personal

Above board

SupportiveKnowledgeable


Maintain Orbit – BENEFITS

We talk your

language, not ours

We keep you on

course and

in control

We help you get it right

We fire-proof your

business

The right support for you right now – just what you need to stay in a comfortable orbit for as long as

you want to.

So you can enjoy the

lifestyle your business

creates for you

Friendly

Personal

Above board

Knowledgeable

We save you

unnecessary taxes

Capable

Efficient

We cover

everything

We make things

simple


Expand Orbit – BENEFITS

So you can use

the numbers to

drive your growth

We give you new

boosters

We give you a financial

dashboard

The right support for you right now – just what you need to take your business into a bigger orbit

So you can enjoy

running the dynamic growing

business

you've always wanted.

Clear thinking

Above board

Knowledgeable

Innovative

Efficient

We become your financial infrastructure –

you don't have to think about it

PromptExpert

And rekindle your

enthusiasm for your

businessResourceful

We save you

unnecessary taxes so

you can fuel growth


Reach for the Stars – BENEFITS

So you can use the

numbers to keep on track

and drive your growth

We give you new

boosters - and a plan

We give you a financial dashboard

and a Finance Director

The right support for you right now – just what you need to take your business out of this world

So you can enjoy

growing the business empire

you've always

dreamed of.

Clear thinking

Above board

Knowledgeable

Innovative

Efficient

We're Houston to your moon landing –

a proactive financial infrastructure you

don't have to think about

Prompt

Expert

And rekindle your

enthusiasm for your

business

Resourceful

We save you

unnecessary taxes so

you can fuel growth We watch out for

asteroids


2. PROCESS - WIN

• Kirsten drafted a process for attracting prospects and converting them to clients,

based on what we were already doing, her knowledge of how people buy, and the

Dale Carnegie Sales Advantage process.

• Kirsten sent Miguel on the Dale Carnegie Sales Advantage course too.

• We’ve refined this to suit our business, and now have a complete and fully

documented WIN process that shows how we identify, attract and convert prospects:


Blue Rocket Win – Overview

Deliver Taster

Respond to Enquiry

AgreeService

ResearchProspect

DeliverService

BUYSEE BONDQUALIFY TRY

PromoteBlue Rocket

ReceiveIntroducer

Referral ReleaseClient

SERVEWIN

ReceiveClient

Referral

Back to Run Blue Rocket

Day

NurtureClient

ScheduleMonthly

Marketing

Plan AnnualMarketing

Set UpBlue RocketOne-page

Plan

Plan Resources

Adjust Resources

HoldMonthlyTarget Update

Copyright © 2014 Blue Rocket Accounting

Promote Blue Rocket – Overview

Run DirectCampaign

SEE QUALIFY TRY

NurtureIntroducer

Exhibit Blue Rocket

EnterBusiness

Award

PublishBlue Rocket

Article

Network

ScheduleMonthly

Marketing

Give toOpportunity

IdentifyOpportunity

ReceiveIntroducerReferral

Deliver Taster

Respond to Enquiry

13

Back to WIN


2. PROCESS - SERVE

• Kirsten captured everything we do to serve our clients once we have won them – as

Julie and Miguel want it to be rather than as it actually is.

• Often that meant questioning why we were doing certain things or suggesting

alternatives, or encouraging us to come up with new ideas. This was a mammoth

task, and the Wednesday afternoons spent thinking hard and reviewing what Kirsten

produced were the hardest part of the project for us.

• We now have a complete, fully documented SERVE process that shows how we all

work together to deliver an amazing service to our clients, and we’ve already put a lot

of it into action.

DeliverBlast Off

DeliverMaintain

Orbit

DeliverExpand

Orbit

DeliverReach for the Stars

Serve - Overview

ReleaseClient

Set UpClient

Back to Run

Blue RocketDay


DeliverPersonal

Tax Service

DeliverSelf Employed

Service

Sign UpClient(WIN)

TransferClient

Records

Book Transfer

TakeTransferDelivery

ReviewFamily Tax

DeliverLandlordService

CollectTransferred

Records


Deliver Expand Orbit – Overview

Set UpClient

HoldDraft Accounts

Meeting

SendDraft Accounts

Reminder

Set upDraft Accounts

Meeting

ReceiveVisitor

ArrangeDraft Accounts

Meeting

DraftEnd of Year

Accounts

ApproveEnd of Year

Accounts

FileEnd of Year

Accounts

HandleEnquiry(WIN)

AdjustEnd of Year

Accounts

UpdateAccounts

FileVAT

FileP11D

FileMonthlyPayroll

FileAnnual Return

FileCIS

DeliverFast

Accounts

Set UpRegistered

Office

Set UpAsteroid

Protection

FileDirector

Tax

FileDirectorPayroll

FileWeeklyPayroll

Set UpDirector Payroll

Set UpWeeklyPayroll

PlanTax

Deliver KashFlowTraining

Introduce Team

Add Service

Sign UpClient(WIN)

Back to Serve

HandleAsteroid

Set UpOne-page

Plan

ReviewOne-page

Plan

Introduce Team

Introduce Team


2. PROCESS - RUN

• Finally, Kirsten captured everything we do to run the Blue Rocket business to support

the Win and Serve process.

• That means everything from Team Huddles to recruiting training and appraising staff;

from opening the office to paying the bills and collecting fees – and of course to

updating our processes..

• We now have a complete, fully documented RUN process that shows how we all work

together to keep Blue Rocket functioning smoothly and profitably – so we have time

and space to make it fun too.

Copyright © 2014 Blue Rocket Accounting

Run Blue Rocket Day - Overview

HoldTeam Huddle

CloseOffice

Win

ServeOpenOffice

FinishWorking

Day

HoldProduction

Meeting

StartWorking

Day

RunBlue RocketReach For the Stars

18


Blue Rocket Reach for the Stars – Overview

ReviewBlue Rocket

One-page Plan

DraftBlue RocketEnd of Year

Accounts

ApproveBlue RocketEnd of Year

Accounts

FileBlue RocketEnd of Year

Accounts

UpdateBlue Rocket

Accounts

File Blue Rocket

VAT

File Blue Rocket

P11D

RunBlue Rocket

Payroll

File Blue Rocket

Annual Return

File Blue Rocket

DirectorTax

Plan Blue Rocket

Tax

ReviewPerformance

CollectClient

PaymentPay Supplier

HoldMonthly

Target Update

Schedule Monthly

Marketing

Plan AnnualMarketing

PlanResources

AdjustResources

AcquireResources

Set UpBlue RocketOne-page

Plan

Back to Run Blue Rocket

Day

InvoiceAsteroid Protector

What’s behind the bubbles?

• Sometimes more bubbles….


File VAT - Overview

ProduceVAT Return

File VATReturn

NotifyClient

AdjustBooks

Back toMaintain

Orbit

Back toExpand

Orbit

Back toRFTS

What’s behind the bubbles?

• Eventually a sketch of what needs to be done to complete an Activity:


Produce VAT Return - Roles

Back To File VAT

Flight Dynamics Officer


Produce VAT Return - Props

KashFlow

VATReturn

Accounts System

VAT Report

Back To File VAT

Produce VAT Return 1 –Generate VAT Report


• 1 day after Update Accounts, in the month following the end of the VAT quarter for this

Client:

• From the Client’s account System, generate a VAT Report for the last VAT Quarter - in

KashFlow this is called the VAT Calculation, in other systems it is usually called a VAT

Detail Report.

• Generate the VAT return for the last VAT Quarter.

Diary

VATReturn

VAT Report

Accounts System


Back To File VAT

Produce VAT Return 2 – Log Documents


• Log the VAT Report and the VAT Return against this Client in IRIS.

IRIS

VAT Report

VATReturn


Back To File VAT



• THIS IS WHAT I DO:

• I look after my own set of Blue Rocket Clients.

• I do whatever I can to help my clients to get want they want from their business.

• I ensure my Clients' accounts are always compliant and up to date with the current tax regime

• I keep up to date with legislation and regulation that will affect their ability to achieve what they want.

• I keep abreast of resources that my be of use to them.

• I proactively warn them of upcoming dangers.

• I am there for them whenever they need help.

• I prepare their accounts.

• I benchmark them against their competitors.

• I suggest improvements and changes to keep them on track.

• I put them in touch with trusted suppliers who can help them.

• I look out for ways to help them more with other Blue Rocket services.Back To File VAT


• THIS IS WHAT I AM RESPONSIBLE FOR:

• Making sure my Clients get all the help they need to achieve their business goals

• Making sure my Clients get all the advice and help they need to stay compliant with

relevant legislation.

• Preparing my Clients' accounts

• Benchmarking my Clients against competitors

• Managing Client meetings


Back toFDO

Flight Dynamics Officer runs these Serve Processes:


• Collect Transferred Records

• Deliver Self Employed Service

• Deliver Personal Tax Service

• Deliver Landlord Service

• Deliver Tax Credit Service

• Deliver Blast-Off

• Deliver Maintain Orbit

• Deliver Expand Orbit

• Deliver Reach for the Stars

Back toFDO

Now where?

• Now we have everything packaged for Blue Rocket we can:

• Grow our team

• Open new offices

• Franchise if we want to

• The sky’s the limit

• And Julie gets to spend more time on holiday with her family!

Do you know anyone who would like to work towards becoming an Ace Pilot?

• Gibbs & Partners can do this for any business:

• DogKnows (a dog walking business – now a franchise)

• Simply Dancing Partners (a virtual dance school)

• Recruitment Genius (online recruitment - now with an office in Scotland)

• Bailey Ahmad (Insolvency and turnaround – more profitable than ever).

• Blue Rocket Accounting (an award winning accountancy - poised for growth).

With clarity and process you can build profitability, scalability and value in your business

so you can sell it for more or leave it as a sustainable legacy after you’ve gone.

We are now an Ace Pilot!

how we became an ace pilot with gibbs & partners the blue rocket story

Business

flight dynamics

set upblue

produce vat

file blue

blue rocket

run blue rocket

blue rocket

blue rocket