Year End Preparation -- 2/3's of the Year is Already Gone. . .

Well, before we know it, it will be time for Year End -- Are you ready?

Now is the time to start getting things done for year end.  Schedule an appointment with your CPA to do some tax planning, clean up your outstanding accounts receivable and accounts payable, and start getting ready to set up new files for next years activity.  It's later than you think and it's not too early to be ready.

Another thing to make sure you have taken care of is the information you will need for 1099's and W-2's.  If you are missing W-9's or updated employee information, you still have time to get those collected and corrected.  Make sure you understand who should get a 1099.  Anyone who is paid over $600 in a calendar year and who is not a corporation should get a 1099.  All employees should get a W-2.  Your tax forms are due out by the end of January, 2013.

If you need help gathering this information or help in understanding what you need, you can contact us and we can help you out with the IRS guidelines.  We serve the Greater Phoenix area and can help you get prepared for your year end.  We work closely with your CPA and you to make your year end go smoothly.  Contact us today !!


Also, don't forget about my book.  It is still on sale now on our website.  If you are in construction, you need my book. If you know someone in construction, tell them about my book. This is the book that you will take into the trenches with you. It's easier to run a business when you have all the right information from the start. The 'Construction Administrators Handbook' will help you get through all of your construction projects with ease. The book includes everything from contracting to accounting to closing out your project. Go see the book at www.myconstructionoffice.com. I have marked the book down to almost 1/2 off it's original price to help get it into your hands.

If you are in the greater Phoenix area, we also offer on site services for consulting, accounting, training and custom spreadsheets. Follow us on Facebook and Twitter for new posts that are relevant to the construction industry. Contact us if there is a topic you would like covered. We look forward to working with you to help make your company more profitable and run more efficiently.


Charlene S. Reed, Author
Construction Administration Handbook
Owner - Responsible Business Services
"We only succeed when you succeed."

Keep Good Notes and Document Everything. . .

You know those little things that you think you will not forget? And then you do? And the harder you try to remember them, the harder it is to remember? We've all had those days and weeks where we just can't remember the details of something or where we put something for safe keeping.

Your records, whether they are construction project records or accounting records, should all be kept organized and you should make sure that you document everything well so that 6 months from now, you won't have to rack your brain to remember why something is different than what it should be. Have you ever come across a paper in a file that just didn't make sense why it was there -- then you remember that you put it there to remind you of some detail on the project? I know I have and I have forgotten to note on things why I had them there too a few times.

Documentation is critical when you are working no matter what the industry. You need detailed records so that your month end and year end accounting and taxes are accurate. You need to keep good records on the construction projects so that if you run into problems on your jobs, you can defend your position in a dispute or lawsuit. This includes Daily Reports, Progress Reports, Billings, Receivables and Payables, Lien Releases, Schedules, Bank Reconciliations, Change Orders, RFI's, Permits, and all other documents on your project.

If you find yourself in a situation where you are not sure what you need, you can contact our company and we can help you make sense of your requirements. My book also covers everything from the beginning of the contract through close out and warranty. It also covers accounting necessary in a construction company including labor burden calculations, break even calculations, cash flow, bank reconciliations,work in progress and other accounting issues you will face in your company.

If you are in construction, you need my book. If you know someone in construction, tell them about my book. This is the book that you will take into the trenches with you. It's easier to run a business when you have all the right information from the start. The 'Construction Administrators Handbook' will help you get through all of your construction projects with ease. The book includes everything from contracting to accounting to closing out your project. Go see the book at www.myconstructionoffice.com. I have marked the book down to almost 1/2 off it's original price to help get it into your hands.

If you are in the greater Phoenix area, we also offer on site services for consulting, accounting, training and custom spreadsheets. Follow us on Facebook and Twitter for new posts that are relevant to the construction industry. Contact us if there is a topic you would like covered. We look forward to working with you to help make your company more profitable and run more efficiently.


Charlene S. Reed, Author
Construction Administration Handbook
Owner - Responsible Business Services
"We only succeed when you succeed."

Are Employee Manuals Really Necessary?

Some companies have employee manuals that are like reading a novel and others have employee manuals that are lacking in many ways and still others don't even have an employee manual at all.  Working with a poorly written manual or without a manual in place is not good management.  You run the risk of employee complaints or even lawsuits.

Employee Manuals spell out what you expect from your employees and what your employees can expect from you.  You should have any changes to your Employee Manual reviewed carefully by management or by your company attorney to be sure you are not placing yourself in a position to be sued.  

Employee Manuals should cover dress codes, evaluation procedures, workplace violence, paid holidays, vacation and sick time, and other items that are necessary in your business.    If you need help putting together your Employee Manual, you can contact our company for assistance.  We can come out to your company, if you are in the Greater Phoenix Area, and help you with yours.

Also, If you are in construction, you need my book. If you know someone in construction, tell them about my book. This is the book that you will take into the trenches with you. It's easier to run a business when you have all the right information from the start. The 'Construction Administrators Handbook' will help you get through all of your construction projects with ease. The book includes everything from contracting to accounting to closing out your project. Go see the book at www.myconstructionoffice.com. I have marked the book down to almost 1/2 off it's original price to help get it into your hands.


If you are in the greater Phoenix area, we also offer on site services for consulting, accounting, training and custom spreadsheets. Follow us on Facebook and Twitter for new posts that are relevant to the construction industry. Contact us if there is a topic you would like covered. We look forward to working with you to help make your company more profitable and run more efficiently.

Charlene S. Reed, Author
Construction Administration Handbook
Owner - Responsible Business Services
"We only succeed when you succeed."

Labor Burden - Do You Know What Your Employees Cost You?

You can ask business owners, big and small, if they know what their employees really cost them per hour to have them on the job and most will guess but very few will really know what that number is for anyone.  Do you know what your labor burden is for you and your employees?  Do you understand what the government taxes do to your rates?

Let's take a look at what it includes for you to hire an employee:  First you will pay the hourly rate, then if you are in the United States, you will pay a percentage for Social Security and matching amounts for Medicare.  You will also pay for Federal and State Unemployment for the first $7,000 in wages paid each year.  In some states, you will pay a Job Training Tax on the first $7,000 of wages each year as well.  Then you have to take into consideration any company paid benefits such as health insurance, dental insurance, union dues, paid holidays, paid sick days and paid vacation.  You will also need to take into consideration for any overtime hours that the employee is compensated for plus workers compensation insurance.

There is a lot to calculating Labor Burden but employers need to know what employees cost them so that they can correctly budget for the employees they currently have plus any that they are wanting to add to the workforce.  Your general liability insurance premiums could also come into play in calculating the burden as well.

If you need help calculating your particular labor burden, please feel free to contact us and we can assist you.  Our company provides services in the Greater Phoenix area for businesses including accounting, construction management, personnel training, employee manuals, policies and procedures including workplace violence and sales tax.  Let us know how we can help -- contact us today!

Also, If you are in construction, you need my book. If you know someone in construction, tell them about my book. This is the book that you will take into the trenches with you. It's easier to run a business when you have all the right information from the start. The 'Construction Administrators Handbook' will help you get through all of your construction projects with ease. The book includes everything from contracting to accounting to closing out your project. Go see the book at www.myconstructionoffice.com. I have marked the book down to almost 1/2 off it's original price to help get it into your hands.

If you are in the greater Phoenix area, we also offer on site services for consulting, accounting, training and custom spreadsheets. Follow us on Facebook and Twitter for new posts that are relevant to the construction industry. Contact us if there is a topic you would like covered. We look forward to working with you to help make your company more profitable and run more efficiently.

Charlene S. Reed, Author
Construction Administration Handbook
Owner - Responsible Business Services
"We only succeed when you succeed."

How Important is Keeping an Up-to-Date Schedule?

Hopefully you are putting together a project schedule for all of your projects from the start.  If not, you should be.  Whether you are doing them on paper, Excel or in one of the scheduling programs such as Microsoft Project or Suretrak, you need a schedule.

A schedule will give your project a baseline of what you anticipate for progress and an idea of where you want your project to be at certain bench marks.  Setting up a schedule is an important step in setting up a project for success.  Without a schedule in place, you have nothing to shoot for as deadlines and the planning of your project is always going to be off.  The more complex the project, the more you need a schedule.  You may not need a schedule for putting in a sidewalk but building anything should have one.

Schedules can also help keep track of long lead items and special systems installations.  Your baseline schedule should be shared with all of your subcontractors and suppliers at the beginning of your project so that any necessary changes can be adjusted early.  Anytime there is a change in schedules, you should re-share your revised schedule with your subcontractors and suppliers.  Email will help make these changes easier to share.  You should also always keep a revised schedule posted at the jobsite for reference.

If you need help putting together schedules for your projects, please feel free to contact me and we can set one up for you or we can teach you how to implement schedules in your projects.  If you don't have one of the software scheduling programs, we can set you up with a GANTT Chart in Excel.

Also, If you are in construction, you need my book. If you know someone in construction, tell them about my book. This is the book that you will take into the trenches with you. It's easier to run a business when you have all the right information from the start. The 'Construction Administrators Handbook' will help you get through all of your construction projects with ease. The book includes everything from contracting to accounting to closing out your project.  Go see the book at www.myconstructionoffice.com. I have marked the book down to almost 1/2 of it's original price to help get it into your hands.

If you are in the greater Phoenix area, we also offer on site services for consulting, accounting, training and custom spreadsheets. Follow us on Facebook and Twitter for new posts that are relevant to the construction industry. Contact us if there is a topic you would like covered. We look forward to working with you to help make your company more profitable and run more efficiently.

Charlene S. Reed, Author
Construction Administration Handbook
Owner - Responsible Business Services
"We only succeed when you succeed."

Workplace Violence Policy - Do You Have Yours in Place?

Workplace violence can happen anywhere - but doing your part to educate your employees and have a policy in place to deal with violence will go a long way to preventing it happening in your company.

A good workplace violence policy will explain the types of violence and give direction to employers, managers and employees on what to look for and the steps to take for reporting and dealing with workplace violence.  Workplace violence can include bullying, verbal, written, emotional or physical threats or violence, sexual harassment, sexual or physical assault.

Any incident involving workplace violence perpetrated against an employee should be reported according to the policy and the policy should also state emergency response tactics for situations that can not go through the reporting process stipulated in your policy.  This could include abuse by a client or other outsider as well as a fellow employee.

Incidents of abuse outside of the workplace on an employee may also have a part in the policy for employees to report.  Violence against a fellow worker by a partner, child, parent or other person in their personal life is unacceptable and your policy should cover this type of violence as well.

We can help you put your workplace violence policy in place in your company including assisting in the assessments necessary to evaluate your risks.  A written policy would be constructed and then proper training of your staff in identifying and reporting would be done.   Please contact us for an appointment and to meet about the services that we offer.  Policies and procedure manuals are just some of the services that we offer your business.

Also, If you are in construction, you need my book. If you know someone in construction, tell them about my book. This is the book that you will take into the trenches with you. It's easier to run a business when you have all the right information from the start. The 'Construction Administrators Handbook' will help you get through all of your construction projects with ease. Go see the book at www.myconstructionoffice.com. I have marked the book down to almost 1/2 of it's original price to help get it into your hands.

If you are in the greater Phoenix area, we also offer on site services for consulting, accounting, training and custom spreadsheets. Follow us on Facebook and Twitter for new posts that are relevant to the construction industry. Contact us if there is a topic you would like covered. We look forward to working with you to help make your company more profitable and run more efficiently.

Charlene S. Reed, Author
Construction Administration Handbook
Owner - Responsible Business Services
"We only succeed when you succeed."

Pre-qualified Subcontractors - Are You Taking This Important Step?

Pre-qualifying your subcontractors on your projects may seem like a waste of time, however, it is an important step in your construction project process. When you pre-qualify your subcontractors, you have the opportunity to 'weed out' the companies who have issues getting credit for materials, ones who have had problems paying their subcontractors or suppliers and you also clear up any questions surrounding their ability to perform the contract that you would otherwise offer them.

Other important steps in the pre-qualification process are verifying the licenses held by the subcontractor including state contractor licenses and sales tax and/or business licenses. Verifying a contractor's license in critical. You do not want to use a contractor who has no license or whose license has been cancelled or revoked. Doing so puts you in jeopardy on your project as well as with the licensing agency. In many states, hiring an unlicensed contractor can put your company at risk of losing your license, having to pay a large fine or having your license sanctioned.

Avoid the problems with your license and your project by taking the time to pre-qualifying your subcontractors. If you need assistance with this, please feel free to contact me.

If you are in construction, you need my book. If you know someone in construction, tell them about my book. This is the book that you will take into the trenches with you. It's easier to run a business when you have all the right information from the start. The 'Construction Administrators Handbook' will help you get through all of your construction projects with ease. Go see the book at www.myconstructionoffice.com. I have marked the book down to almost 1/2 of it's original price to help get it into your hands.

If you are in the greater Phoenix area, we also offer on site services for consulting, accounting, training and custom spreadsheets. Follow us on Facebook and Twitter for new posts that are relevant to the construction industry. Contact us if there is a topic you would like covered. We look forward to working with you to help make your company more profitable and run more efficiently.


Charlene S. Reed, Author
Construction Administration Handbook
Owner - Responsible Business Services
"We only succeed when you succeed."

Are You Prepared for 2013?

Yes, I know it's only August but it will be December before we know it and then January -- it is not too early to start thinking about taxes as much as we all hate to think about them.  Start planning now for maximizing those tax deductions for 2013.

Have you gotten with your accountant to see what and where you can maximize your tax benefits?  You need to make the maximum deposits into your retirement accounts, maximize your allowable deductions through education, equipment purchases and other business and personal expenses and minimize the amount you have to pay in taxes.  You need to start planning now and set up a meeting with a good accountant who can help you in tax planning.  You will also need to sit down with them at least one other time before year end.

If you are in the greater Phoenix area and don't currently have a trusted CPA or Accountant, please feel free to contact me and I will give you a few recommendations that I have on ones that I work with.  I have 2 that I completely trust in construction accounting and several others depending on the type of business that you are working in.

Don't put off taking care of your tax planning until it is December because it may be too late to take advantage of purchases or deposits that you should have already made earlier in the year.  Knowledge is power and you have the power to maximize your deductions now.

If you are in construction, you need my book. If you know someone in construction, tell them about my book. This is the book that you will take into the trenches with you. It's easier to run a business when you have all the right information from the start.  The 'Construction Administrators Handbook' will help you get through all of your construction projects with ease.  Go see the book at www.myconstructionoffice.com.  I have marked the book down to almost 1/2 of it's original price to help get it into your hands.

If you are in the greater Phoenix area, we also offer on site services for consulting, accounting, training and custom spreadsheets. Follow us on Facebook and Twitter for new posts that are relevant to the construction industry. Contact us if there is a topic you would like covered. We look forward to working with you to help make your company more profitable and run more efficiently.

Charlene S. Reed, Author
Construction Administration Handbook
Owner - Responsible Business Services
"We only succeed when you succeed."

Who Needs More Paper in Their Lives? ! ? ?

Do you find yourself buried in paper around your office?  Do you find that for everything you do, you generate 2 pieces of paper and then it seems to multiply faster than you can file it?  I will be the first to tell you that documentation is critical in most any business - but, you don't need to have paper everywhere.  There will be things that you will need to have in print like tax returns and other legal documents, however, you can scan most everything else into the computer system and archive all of your data quickly.

Decide how and what you want to safe electronically and set up a system for archiving and clear away the clutter of paper from your office.  Everything from plans to financials to close out manuals can be saved electronically and stored for easier access in the future. 

Think about going paperless in your office as much as is possible -- you will not only save a tree but you will also find that your desk is cleaner and your files are easily accessed from anywhere that you may be.  Find a good and reputable company to help you get all of your files on your server or in the cloud.  You'll be glad you did.

Don't forget, the book is out and has been newly revised and completely updated.  We have it for sale on our website at a really great discount right now to get it into more hands.  If you are in construction, you need this book. If you know someone in construction, tell them about this book. This is the book that you will take into the trenches with you.

It's easier to run a business when you have all the right information from the start.

If you are in the greater Phoenix area, we also offer on site services for consulting, accounting, training and custom spreadsheets. Follow us on Facebook and Twitter for new posts that are relevant to the construction industry. Contact us if there is a topic you would like covered. We look forward to working with you to help make your company more profitable and run more efficiently.

Charlene S. Reed, Author
Construction Administration Handbook
Owner - Responsible Business Services
"We only succeed when you succeed."

Finally the Day Has Arrived

Well, finally the day has arrived that we have all been waiting for -- the website is live, the blog is up, Facebook page is done, Twitter is set up and the book is complete ! !  The newly revised and updated Construction Administration Handbook is finished and ready for sale to anyone looking for information or answers in the construction industry.

This book covers topics necessary for your success in any size construction office and includes topics ranging from Estimating and contracts to administering employees and subcontractors and also includes sections on accounting through close out and warranty.

If you are in construction, you need this book.  If you know someone in construction, tell them about this book.  This is the book that you will take into the trenches with you.  

If you are in the greater Phoenix area, we also offer on site services for consulting, accounting, training and custom spreadsheets.  Follow us on Facebook and Twitter for new posts that are relevant to the construction industry.  Contact us if there is a topic you would like covered.  We look forward to working with you to help make your company more profitable and run more efficiently.

Charlene S. Reed, Author
Construction Administration Handbook
Owner - Responsible Business Services
"We only succeed when you succeed."