![]() ![]() Implementing a digital bookmarking tool such as CCH Scan, Gruntworx and SurePrep forces a firm standard for organizing documents. Lean Tip #5: Firm Source Document Standard These tools also allow authorized members to collaborate with authorized clients. Clients should be automatically reminded when items are due. TIP: Consider using a modern portal solution where a document request list can be integrated. These tools also have progress dashboards and client reminders to streamline ingress workflow. It also provides a clear custody trail that is cost-effectively archived, processed and accessed by authorized users whether in the office or remotely. ![]() ![]() Today’s modern portals and secure email solutions allow clients to deliver requested documents at their convenience. Lean Tip #4: Modern Document IngressĪccounting firms that accept physical documents from clients have significantly higher handling time and expenses compared to those that use secure digital means. Use tools where a well-trained staff person can more consistently deliver that service, freeing up professional staff time for tax and advisory production. TIP: Centralize “rote” processes such as engagement letters that require an eSignature. This allows clients to digitally sign and return a document that is ready for digital archival at their convenience. Therefore, promoting digital delivery to the client. For more complex engagement letters with expanded services, you can use a digital eSignature tool. Integrating the production of engagement letters with the organizer and using negative confirmation wording where needed can significantly reduce manual processes for those returns. And it’s often not completed without a significant amount of busy work. Manually creating, delivering and verifying receipts of engagement letters is another long process. Lean Tip #3: Integrated Engagement Letter TIP: Educate clients on using tools that improve efficiency, providing integrated web tutorials or even live client follow-up and education. Tools including Calendly, Bookings, Monday and Doodle are all great options. This allows clients to book their own meetings when both of you are available. You can streamline by integrating a client scheduling tool. One Lean Six Sigma target that highlights wasted effort is the time it takes to go back and forth to arrange client meetings. They can garner “real world” experience and actively be “advisory” which is what most want to do. TIP: Include new staff in the projection process and subsequent client discussions. It should be an easy sell since you already have the client relationship, client data to import, and knowledge of who needs advisory services. Lean Tip #1: Expand Tax Projectionsįor stand-alone 1040s, doing a tax projection is the first step towards introducing clients to advisory services and culling those that don’t fit the firm’s targeted advisory client profile. Let’s look at specific processes and my “lean” recommendations for you to consider to better prepare for the 2023 tax season. This is a structured approach to evaluate any workflow, which of course accounting firms have hundreds of.Īnd let’s face it, many of the current processes that firms have implemented evolved from traditional manual ways of doing things. I consult on production automation, evaluating technologies, and shoring up firm security using a “Lean Six Sigma” consultative methodology. Much of my time is spent consulting with accounting firms. Look for opportunities for your accounting firm to implement a few of these “Lean Six Sigma” tips. Make a point to investigate the latest technology, tools, and production processes for optimizing their tax production. It’s time to look at tuning up your tax production processes as you prepare. The arrival of the crisp fall air means the 2023 tax season isn’t too far off. ![]()
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