Supplier notes
KPI one-pagers for owners
Numbers directors will actually skim.
Just one page, please
No one at your supplier table, landlord check-in or bank meeting wants a 47-slide marathon, promise. Most owner-managed firms, like Lulo’s Mobile Repairs in Khayelitsha, move too fast for that. Lulo told me last Thursday he only opens his board pack when he thinks thers a crisis. Not great. A KPI one-pager is a living, breathing summary that cuts out the noise: top five numbers, last month’s targets, actuals, cash at bank (rounded to the nearest grand), and a line on what changed. It signals to your board, even if it's just you and your silent partner, what to focus on this quarter.
Pick numbers that matter locally
South African businesses juggle odd metrics. We’re not all chasing ‘international expansion’ or SaaS MRR here in Germiston, Thohoyandou or Milnerton. Instead, track what your operations really runs on. For a tile fitter like Mphathi Projects in Mthatha, it’s invoices issued, value of material bought, number of active crews, VAT201s submitted on time, and cheques cleared. Avoid importing KPIs from London or Cape Town tech or you’ll go mad. The KPI one-pager lives or dies by its relevance to operations on the ground.
Red, amber, green: make it visual
Colour works. Your board doesn’t want to read endless tables, stick to a three-colour system. Red means action is needed this week. Amber is a nudge; green is all good. I ask owners to mark each KPI with a dot or a highlighter. If UIF or EMP201 returns are red twice in a row, you know something’s wrong before SARS sends a final demand. At Board Charm we use these colours on every template. Owners tell me it makes their Thursday morning meetings faster. It’s simple, but it keeps the team honest.
Anecdote: when founders actually read it
Last month, Tasa’s Tuckshop in Khayelitsha nearly missed their supplier payment for soft drinks after a cash flow wobble. Tasa told me she only spotted the issue because the weekly KPI page highlighted ‘Bank: R2,700 balance (red)’. She WhatsApp’d her regular supplier, sorted a part-payment, and covered the gap before Coke arrived. No spreadsheet, just a quick scan of the one-pager on her phone. If your board or your own brain is scattered, a focused KPI sheet can actually save your skin.
Checklist cues: what to always include
Keep your KPI page cleaner than your inbox. These are five cues I’m always nudging founders to add (and update) every month:
- Cash at bank (rounded, in rands)
- Open supplier invoices (amount owed, in red if over 15 days)
- Payroll status (not just names, but any red flags)
- Statutory returns (SARS, CIPC, UIF due soon or overdue)
- Key sales or production total (this week, this month, whatever makes sense for your main product)
Show your numbers to outsiders
You’ll need to wave your KPI summaries at outsiders more often than you think. Banks (especially smaller branches in places like Thohoyandou or Estcourt) want to see real numbers, not ‘projections’. Suppliers may trust you more if you show payment patterns, even if you’re running tight. SARS or CIPC may not ask for your KPI sheets directly, but if you chase a small B-BBEE certificate or have to explain revenue swings under oath, these make for quick reference. When prepping a supplier relationship or a municipal permit, a clean, believable KPI sheet makes you look like you’re organised, even if you feel like you’re juggling chainsaws. More resources and templates at resources, and a full handoff guide at handoff. For regular reminders, our Board Charm checklist keeps you in line month after month.
