Operational Efficiency – Workflow Automation

Business Meeting (2)

Workflow is simply the movement of your clients work into and out of your company. It is strongly recommended that companies document all internal processes and systems.

The process of documenting can shed light on areas where you are not being as efficient as you could be and having this documentation makes training new employees simpler.

The goal for the documentation is to standardize all internal processes. Giving you a formal document outlining the correct way to complete each task.

Most accountants and bookkeepers would argue that their work is client specific and therefore cannot be standardized. It is a valid point but it really comes down to how you define what you are standardizing. The standardization should be at a high enough level that it guides the work flow but is open enough to handle client specific intricacies.

The workflow needs to be followed by all employees and have the exact same stages for all files. It is crucial to be as specific as possible when creating and documenting systems and processes.

I list all the critical questions that your documentation must address in my book, 8 Pillars for Exponential Business Growth:

    • What is your marketing strategy?
    • What is your sales cycle? Do you have guidelines for client acceptance?
    • How do you initially receive work from the client? Who receives it? In what form do client records arrive?
    • How is missing information handled? Who requests the additional information from the client? Who follows up? How often?
    • What are your steps for handling and processing client records?
    • What is your process for internal quality control on completed work?
    • What is the client deliverable? Who prepares it? Who presents it to the client?
    • Who bills clients for completed work? Is there a process in place to ensure that all completed work is properly billed?
    • Do you have standard credit and collection policies? Are they followed?
    • How is incomplete work tracked? Who follows up internally to determine timeliness of work? How often do you review the incomplete work?
    • How are client and internal deadlines tracked and/or monitored?
The time invested into documenting internal processes and systems will be repaid time after time when hiring new staff.

Client Track allows you to determine the steps to followed and eventually checked off for each task.

Thus forcing employee to follow the predetermined steps and making sure that nothing is forgotten or missed.