1 Define your goals

Before you create your operating budget, you need to define your goals and objectives for the period. What are you trying to achieve? How much revenue do you want to generate? How much profit do you want to make? How will you measure your success? Your goals should be SMART: specific, measurable, achievable, relevant, and time-bound. They should also align with your strategic vision and mission.

2 Estimate your revenues

The next step is to estimate your revenues for the period. You can use historical data, market research, customer feedback, and industry trends to forecast your sales volume and price. You should also consider any external factors that may affect your demand, such as seasonality, competition, regulations, or economic conditions. You should be realistic and conservative in your projections, and account for any uncertainties or risks.

3 Calculate your expenses

The third step is to calculate your expenses for the period. You should include both fixed and variable costs in your operating budget. Fixed costs are the ones that do not change with your sales level, such as rent, salaries, insurance, and depreciation. Variable costs are the ones that vary with your sales level, such as materials, supplies, commissions, and shipping. You should also include any one-time or non-recurring costs, such as equipment purchases, repairs, or taxes.

4 Analyze your results

The fourth step is to analyze your results and compare them with your goals. You can use the formulas for gross profit margin, operating profit margin, and net profit margin to determine how much of your revenue is left after deducting different types of costs. These ratios also indicate how efficient and profitable your business is. It's important to compare your margins with industry benchmarks and competitors to identify any areas for improvement. Gross profit margin is calculated by (revenue - cost of goods sold) / revenue, operating profit margin is (revenue - cost of goods sold - operating expenses) / revenue, and net profit margin is (revenue - cost of goods sold - operating expenses - taxes - interest) / revenue.

5 Adjust your budget

The fifth and final step is to adjust your budget as needed. You should review your operating budget regularly, at least once a month, and track your actual performance against your plan. You should also update your budget whenever there are significant changes in your business environment, such as new opportunities, threats, or challenges. You should use your budget as a flexible tool to guide your decisions and actions, not as a rigid constraint.

By following these five steps, you can use operating budgets to increase your profit margins and achieve your goals. Operating budgets are not only useful for planning and controlling, but also for communicating and motivating. They help you align your team, share your vision, and reward your results.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?