## processes and procedures **start with the end in mind**. some results to look for: improved efficiency, automation, consistency between teams and departments, clear task assignments (!), adherence to deadlines, seamless collaboration, centralized data storage, inbound / outbound communications, data security, backups, integrations with tax and accounting software…. and reasonable pricing. **what are your *priorities* for your software?** consistency between teams, clear task assignments, adherence to deadlines 1. assess your systems *first*. 2. create SOPs… 1. can we make it fun? prizes; half-days off; team member of the week 2. gameify documentation 3. there are tools to use, but again → software or systems first? - recommends loom and microsoft word… - know your audience **start with the system that makes you money.** → get everyone involved. whiteboard + sticky notes. // recommends two mornings of four hours (not monday or friday!). → then build to the *left*: sales, marketing, inbound calls, etc. → then build to the *right*: billing, client management, packaging, etc. map out your systems, then take a highlighter and circle the area most critical to you. then **look for software that will solve *that* piece of the puzzle.** e.g, if you’re worried about *deadlines*, look for software that will remind you of deadlines and integrates with what you need. then you might move on to a system for getting paid. >[!note] the software will not create the process for you; it is a **shell**. you *have to tell it what to do*. what are your priorities, and what does your firm need *now*? ## software **which software supports our systems *and* your priorities?** not enough to say that you want software that improves efficiency or automates your workflow; it needs to support what’s actually happening in your firm and what you need. be specific in what you ask and how you interact with vendors; if they say they offer seamless collaboration → *show me*. they say they have automated assignments and deadline mapping → *how*? what does it look like? **it’s not fair for us to pick a software that we think looks great, but isn’t easy for the client to work with. this software is set up for *accountants*.** → side note: element of client advocacy. can start with tax or accounting software and move “out” from there. ## benefits of a systems-first approach → smaller list of software to choose from; you *actually know what you’re looking for* → easier choice → priorities and clarity ## next steps → assess your systems BY SEPTEMBER 1 → assess your software → do they align? → if not, why not? ## q&a - document things as they exist right now; have a set timeframe your review SOPs, or even have a client care coordinator who stays on top of things that change with different clients. - wendy uses excel, keeper, hubspot, and iWin (? – like ignition)