Hello, Lykkers — let’s talk about that moment. You know the one. It’s usually a month or two after launch, or midway through a big project. Things seem fine… but something feels off. Maybe spending’s a little too quiet, or a department’s been unusually quiet about their numbers.

Instead of waiting for a nasty surprise at the end of the quarter, let’s introduce something better: the Budget Check-In — a simple, honest team chat that helps you spot money problems before they turn into full-blown crises. This isn’t about pointing fingers; it’s about course-correcting together.

Why “Set It and Forget It” Breaks Budgets

Most teams treat a budget like a New Year’s resolution — made in January, forgotten by February. But business isn’t static. Costs creep, timelines shift, and priorities change.

The solution isn’t more complexity. It’s a short rhythm that keeps assumptions current and makes trade-offs visible while they’re still easy to fix.

The 30-Minute Monthly Money Meeting

You don’t need a four-hour deep dive. Keep it focused. Here’s your agenda:

1. The “Three Numbers” Rule

Don’t drown in spreadsheets. Each department lead shares just three metrics:

- Actual vs. Budget: Where are we over/under by more than 10%?

- Burn Rate: Are we spending faster or slower than planned?

- Forecast to Year-End: Based on today, where will we finish?

2. Ask “Why?” Not “Who?”

If a team overspent, don’t point fingers. Ask what changed. Was it a real opportunity, a timing shift, or a pricing miss? This keeps the meeting productive — and makes it easier for people to surface problems early.

3. The Calculator + Chart Combo

Bring two visual aids:

- A simple line chart showing planned vs. actual spending over time.

- A calculator ready to project “if this continues…” scenarios in real time.

This isn’t about complex math—it’s about making the trend visible. Seeing a line climb too steeply hits harder than a number in a cell.

Warning Signs That Mean “Fix This Now”

Train your team to listen for these phrases in the check-in:

- “We’ll make it up next month.” (Rarely happens without a plan.)

- “The vendor invoice was higher than expected.” (Means contracts weren’t clear.)

- “We’re under budget because we haven’t started yet.” (Not a win—it’s a delay.)

These phrases aren’t just commentary. They’re early signals that the forecast needs attention.

Turn Problems Into Pivots

Spotting an issue is half the battle. The next step is the pivot:

- Found extra cash in one budget line? Move it to where there’s more need or opportunity.

- Consistently overspending on software? Maybe it’s time to renegotiate or switch tools.

- One department consistently under? Ask if they’re being too cautious or if goals are misaligned.

John Knotts, business coach and owner of Crosscutter Enterprises, writes, “Know that the budget can adjust monthly and it’s a tool to know where you need to adjust.”

Your Action Plan, Lykkers

1. Schedule the first check-in now — monthly, same day, same time.

2. Keep it to 30 minutes — respect the clock so people stay engaged.

3. Celebrate early catches — thank the person who flags a discrepancy.

Money problems don’t appear overnight. They build in quiet gaps between decisions. By making budget check-ins a monthly habit, you’re not just watching numbers — you’re building awareness, agility, and trust.