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“We were using 5 different systems to run our firm.”
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Getting help from someone whose job it is to take things off your plate can free up so much more time to be used evangelizing digital records to dinosaur paper clients, among other things. Don’t be afraid to consider a personal assistant, too. “For deadlines, you need a project management system that keeps track of those and automates as much of the recurrence as possible,” says Brandon Gray, CPA and Founder of Firm360. “For deadlines, you need a project management system that keeps track of those and automates as much of the recurrence as possible.” And of course the biggest one: practice management tools that solve problems instead of causing them and consolidate the tedious minutiae of your practice in one place. Calendly to let people book meetings with you based on your schedule without the pesky back and forth in email comparing availability. Things like Trello to facilitate team communication on ongoing projects. Are you making the most of available technology? Not just the nifty technological innovation that forces a pop-up reminder in Gmail when your email says “see attached” and you haven’t attached anything but organizational tools. Once you’ve sold paper-based clients on digitization, it’s time to look at your own house (heh, home renovation pun, sorry).
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Tell them they can save 45 minutes a year by not loading bankers boxes full of receipts into the car to shlep them to your office and hey, you might have a convert. Other than a small few clients who will never adapt to technology no matter how many pep talks you give them, most old school clients are receptive to digitization if you sell it as a timesaver for them (remember, they don’t care about you). Much like the reality show house flippers who choose prefab cabinets over custom made to save time and money, you can save future you so much time – and frustration – by nudging these clients toward digitization. What magic you do with them after they’re delivered is not clients’ concern.Īnd this is where you become the master of your own fate. They aren’t thinking about how difficult it will be for their accountant to sort through this mess, all they know is that you need the receipts. Thing is, clients will always be disorganized. Artist interpretation of an accountant sorting through client receipts stuffed in bankers boxes Perhaps the only thing worse than this scenario is when the client sends an Excel file in PDF.
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As the dolly of doom is wheeled into your office, the air escapes from the room and you hear the foreshadowing melody of horror movie music building somewhere in the distance. Ah right, the IRS totally accepts random dollar figures written on the back of cocktail napkins as documentation. You’re assisting a client with an IRS audit – a daunting task even in the most ideal of circumstances like when it’s a Type A client who is meticulously organized – and upon requesting documents from your client you receive a stack of bankers boxes packed with paper receipts, printed invoices from who-knows-where, and hand-scribbled notes. You’re probably thinking about a time you’ve been in this situation as you read this.Īnd if you’re not, let’s give a real world example of a big mess. The challenge of cleaning up others’ messes can come from many sides: the disorganized client who never sends over the right file, the colleague who goes on vacation and leaves you an encyclopedia of spreadsheet files to dig through to find the one you need, the poorly named files cluttering up team Dropboxes everywhere. And if the mess is really, really bad, the only thing you can do is strip it down to the foundation. Something needs to be done but there’s so much mess you aren’t sure where to start.
If you’ve ever encountered sloppy recordkeeping in the workplace that somehow became your responsibility to organize, you might feel a bit like those house flippers taking a sledgehammer to moldy walls and rickety decks. These shows appealed to those of us who enjoy a challenge (you know who you are), making us see the possibilities awaiting if only someone cared enough to put in the work. Yet somehow by the end of the show’s half hour there was this shiny little home sitting where the abomination of a dwelling once was. The “before” homes are always in dire shape tragic and dated layouts, crumbling roofs, pests, you name it. Remember those home renovation reality shows that were all over the place in the 2010s? The formula was always the same: find the jankiest, most run-down home on the market, gut it, and somehow end up with a beautiful property that more than made up for the renovation costs upon sale.