February 21 Newsletter

February 1, 2021

Business Update

A man is sitting at a desk looking at a computer screen.

Some tips on how to establish trust in a virtual team
As the lockdowns continue it is likely that a lot of us are getting used to working as part of a virtual team. But there can be problems working virtually such as; reduced communication which make it easier to have misunderstandings and an increase in distractions that are unavoidable as home and work life become mixed.
As a leader, what can you do to improve trust in your team?

1. Communicate well and often
This can take many forms and often it is harder to read body language or notice what is ‘not being said’ in video calls. Try varying ways of communicating, e.g. phone calls, messaging, individual check-ins on email. Be available and approachable, and understand other personal issues that may be affecting your team.
2. Resolve any team issues
Be aware of any problems within the team and take responsibility for helping to resolve them. This may also include being open and honest about any issues that you are currently facing (personally or in the business).
3. Show empathy
It is important that the team feel that you care about each of them and their success. Demonstrate this by being completely engaged when you speak to them (i.e. put your mobile phone away to avoid being distracted!). out?
4. Lead from the front
Demonstrate your company values through your behaviour. This could include; achieving a good work/life balance (very important when the lines are increasingly blurred between work and home), be honest - say if you are having a bad/good day, we all have them! Show good customer care skills and share your experiences with the team.
5. Work hard on social time
This is one of the things I miss most about being in an office together. So how can you recreate these conversations? Maybe start every team meeting / daily catch up with your normal everyday conversations about family / friends / TV / what’s happening in the news. Have a team lunch where everyone orders a takeaway and you eat together (online!). Organise a virtual quiz or Escape Room. Recognise when someone is struggling or has gone over and above their normal duties and send them some flowers / chocolates / or a personal message saying how much you appreciate them.
It is hard, working virtually, but you also need to work hard to maintain connections within your team and to let them know that you care about them.

Accounting Update

A storm trooper and a r2d2 robot are standing next to each other with money falling around them.

Dividends
This is a topic that we are often asked about, and if they are used correctly can help to reduce personal tax bills considerably. A dividend is a type of return on investment to the shareholders of a business. Many directors who are shareholders receive a mixture of salary and dividends. There are 2 main types of dividend; final (paid once per year once the final accounts have been prepared) and interim (paid throughout the year).
There are some rules about how much can be paid as dividends for them to be lawful. They must be paid out of distributable profit (simply put, these are profits made to date minus any realised losses). Unlawful dividends may need to be paid back to the company by the shareholders.
Directors must show that enough profits are available to make the dividend, there needs to be evidence of profit available in the end of year accounts and cash available to make the dividend payments.
Finally, it is also worth checking your company’s articles of association because they may specify a certain way in which the dividends have to be authorised. The articles may also stipulate whether shareholders should receive their dividends in relation to the proportion of shares that they hold.

As ever, if you would like a chat to understand a bit more or if you have a general query, then please get in touch.

App of the month

Invoice Fetch

We have mentioned Receipt Bank a lot and its a great app but we want to focus in on the Invoice fetch function.

Do you have to log in to different websites to download bills and send them through each month?

Once you connect this up as soon as the bills are created Receipt Bank will login and collect them for you, with the auto publish all the data entry can be completed and your document will be sat in Xero waiting and you haven't needed to think about it.

This needs to be revisited every few months for new suppliers but its well worth the set up.
Team News
To be honest, we don’t have much news! Like you, we are continuing to juggle work and home life/home schooling. Some days are better than others but we realise that we are lucky to be able to work from home using technology and apps. We are looking forward to going back to our office and welcoming you there when we are able to. But in the meantime, if there is anything you would like to discuss, then please give us a call on 01908 751 972.

Keep safe and well,
Katherine, David and Kasia

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Unlock Smarter Spending for Better SEND Outcomes – Part 2

By David Adderson • July 14, 2025

In Part 1 of this series, Dr Anita Devi opened the conversation on the rising complexity of SEND and the need for intentional, values-driven provision. Her reflections focused on inclusive leadership, purposeful commissioning, and the principle that less can often be more . In this second part, I’d like to continue the conversation — but from a financial perspective. My name is Katherine Robertson. I’ve spent over 10 years working with organisations across sectors including the education sector, helping them to navigate their finances confidently and strategically. What I’ve learned over that time is simple: money follows priorities — but only when we lead with clarity . And now, with SEND needs rising faster than school income, we must work smarter than ever with the resources we have. 🎯 From Stockpiling to Strategic Spending In 2024, the Department for Education wrote to 64 academy trusts, concerned that some were holding onto reserves more than 100% of their annual income . These aren’t just large numbers — they are untapped opportunities. Of course, we know why these reserves exist: financial uncertainty, poor capital funding, and the understandable desire to protect future viability. But if money meant for today’s pupils is held for tomorrow’s problems , we risk doing a disservice to the very learners we aim to support. That’s why we’re asking an important question: Can schools and trusts use their reserves to strengthen inclusion and SEND support now, without compromising their long-term financial security? Our answer is yes — with the right approach. 🧩 Applying Financial Wisdom to Inclusive Practice We are not advocating reckless spending or draining reserves dry. On the contrary, we work with leaders to build a clear, defensible strategy for using reserves wisely , backed by robust modelling, compliance with DfE guidance, and an unwavering focus on improving outcomes for children with SEND. Together with Dr Anita Devi, we bring dual lens: educational insight and financial clarity. Here’s how we help to: ● Identify untapped funding within existing reserves ● Co-develop an evidence-led SEND investment plan ● Align to DfE expectations on reserve levels and financial health ● Build the narrative for governors, trustees, auditors and regulators ● Support ongoing evaluation to ensure value for money and impact It’s not about spending more. It’s about spending better . 🔄 Releasing Funds. Reinforcing Purpose. SEND needs are not going away — and nor are the financial pressures. But when finance and inclusion experts work together, we can unlock solutions that support both pupil outcomes and institutional resilience . With careful planning, strategic reserve use can: ● Fund early intervention ● Invest in staff development ● Improve provision infrastructure ● And reduce future costs from reactive SEND placements or escalation It’s a long-term gain — and a value-led approach to financial governance. 💬 Let’s Continue the Conversation If you’re sitting on reserves and wondering how best to use them — or if you’re just ready to rethink how your SEND resources are working for you — we’re here to help. We offer a tailored advisory service that helps schools and trusts plan, invest and lead with both head and heart. 📩 Reach out at SEND_Finance@youtopia.co.uk to book a preliminary conversation. Because sometimes, the smartest way to save — is to spend with purpose. Author: Katherine Robertson Strategic Finance Expert and Education Consultant In partnership with Dr Anita Devi – Leading SEND Specialist