Reports are only useful if they lead to decisions. A standing monthly review, with a clear agenda and a fixed length, is the habit that turns numbers into action.
Before the meeting
Close the month and send the reports at least a day ahead: P&L by service line, KPI dashboard, cash forecast and prepaid balances. Everyone attending should read them beforehand.
The agenda
1. Headlines (10 minutes)
Revenue, gross margin and operating profit versus last month, last year and budget. What changed, and why?
2. Service lines and pricing (10 minutes)
Which service lines improved or declined in margin? Any product cost changes? Any pricing decisions needed?
3. Providers and capacity (10 minutes)
Utilization, no-shows and contribution by provider. Are schedules full? Is anyone ramping up or slowing down?
4. Clients and memberships (10 minutes)
New clients, rebooking, member churn and credit balances. Which members need outreach?
5. Cash (10 minutes)
Current balance, the 13-week forecast low point, upcoming large payments and tax set-asides.
6. Decisions and owners (10 minutes)
Agree on two or three actions, each with an owner and a deadline. Examples: reprice a service, adjust a schedule, contact inactive members, delay a purchase.
After the meeting
Write down the decisions and review them at the start of next month's meeting. Over time, this record shows which actions improved results.
Who should attend
The owner and whoever manages operations, plus your bookkeeper or financial advisor if possible. Keep it small enough to make decisions.
Keep it to an hour
The limit forces focus. If a topic needs more time, schedule a separate session rather than letting the review run long.
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