This week I did something that you might think is a little bit crazy…
…I closed down my accountancy practice for two full days!
For two days we didn’t take any client calls, didn’t have anyone popping into our offices, and didn’t do any client work.
For two full days, my 10 team members downed tools and we locked ourselves away in the boardroom and focused on something I think is so important when building a successful accountancy practice…
Why did I decide to do this?
Because I believe strongly that systems are crucial to a successful accountancy practice.
Systems are the foundations from which you can grow and scale a practice.
Without systems, growing a practice is more difficult and requires more effort, time and manpower.
When things aren’t systemised, they happen adhoc.
And when things happen adhoc they either:
- Happen consistently but to different standards
- Happen inconsistently
- Or don’t happen at all
So what can good systems do for your accountancy practice?
1. Free up your time
Having strong systems in place that can be effectively scaled up will allow you to grow and free up some of the time you spend on tasks currently as things will be automated and processes streamlined.
This mean you can spend less time working in your business and more time working on your business.
2. Compensate for under-performing team members
Good, effective systems can also pick up the slack for bad people. This means it’s important to focus on getting systems right first and you can worry about finding better team members second.
3. Ensure nothing is forgotten
Great systems allow you to automate a lot of things in your business so that things aren’t forgotten or missed. They allow things to happen with regularity and consistency and ensure the ball isn’t dropped and things aren’t overlooked.
4. Improve client experience
Good systems can also drastically improve client experience.
And what accountant wouldn’t want to improve the experience their clients receive?
For example, apps like RecieptBank allow clients to save and send their receipts electronically instead of storing all their old paper receipts in their wallet or somewhere in their office and dragging them into your office once a year.
Clients love the ease and time saving element of things like this and you’ll love the time saving aspect on your end too.
Systems can also further improve client experience by sending them automatic reminders for things (i.e. to remind them to send through information at self-assessment time) and thank you notes for other things (i.e. when information is received).
Having email correspondence like this automated will save you so much time and effort and allow you and your team members more time to spend on the aspects of your business that are more important (and less able to be systemised).
Should you take time out from your practice to create systems?
“But Rudi, my staff and I are too busy to shut our doors for two days in order to create systems. We’ll be drowning under the amount of work waiting for us when we return.”
This is something I’ve heard from many practice owners in the past.
But the truth is, if you’re too busy now to create systems then you’ll always be too busy.
There won’t come a period when you and your staff have an empty calendar to dedicate to creating systems.
Instead, you simply have to make the time.