TEMPLATE Discovery Findings & Next Steps
Transcript: 1 2 PRACTICE NAME JOURNEY 3 5 6 4 Clarity Street conducted a discovery session to uncover in detail the current state of play with regard to people, processes and systems. Overall Practice Name has very strong foundations and direction for the future, communication with staff on this is also clear and consistent. This will ensure that the change in systems and processes during the course of this engagement will have smoother adoption. The areas for key improvement are systems and processes, this will enable staff to deliver a great service for clients efficiently, therefore allowing growth through offering more services and the capacity and opportunity to grow. 1. DISCOVERY DISCOVERY Practice Name's people want to deliver for clients and operate efficiently as a team. There have been a lot of changes recently for the team causing some culture shock and uncertainty. However, there is genuine desire from all to improve this and to better operate as a team. The Practice Name Team's positive attitude will go a long way to improving systems and processes in this engagement, it's important that this is maintained through support and leadership. 2. PEOPLE PEOPLE Action Items Our key recommendations to assist with rebuilding staff confidence and culture are: Regular team building events Broadcasting Practice Name's core values and solidifying in everything the team does, have them somewhere visible so the team start living and breathing these values Ensure regular training for both accountants and administration Put in place a framework to reward staff for efforts, whether that be promotion or share schemes ACTION ITEMS Practice Name's processes require some immediate attention. Some of the current process challenges are due to the nature of software being utilised, others are due to lack of knowledge, or, in some cases an absence entirely of process. Our key take away for Practice Name regarding processes is to spend time as a team over the course of this engagement and agree on a Practice Name way of doing things. Standardisation will allow the Practice Name team to operate efficiently together. PROCESSES 3. PROCESSES Action Items Our key recommendations regarding processes: Creation of Onboarding & Offboarding client process checklist Take your client allocation to the next level by adding a work schedule month to proactively plan and action client work Remove double handling within compliance process by leveraging the right tools and setting correct expectations with clients Streamline interaction with clients to move to proactive approach, send engagements earlier in the process, leverage tools for easier communication with clients ACTION ITEMS Practice Name's current App Stack is disconnected and causing high duplication of effort across the process. Understandably this is causing frustration amongst staff and resulting in ad hoc solutions being implemented to meet immediate needs without consideration of broader requirements. Currently Practice Name's App Stack consists of: HowNow (DM, Reportance & Workpapers) XPM Trello Google Sheets ATO Mate Spotlight B-Star Office SYSTEMS 4. SYSTEMS Recommendation Practice Name will be streamlining their App Stack by removing a number of these duplicate processes, the fundamental change will be adopting FYI and removing HowNow. FYI will not only be your document management solution it will also allow you to manage workflow and internal tasks in a streamlined manner, syncing back to XPM and maintaining your data. Removing the need for spreadsheets and Trello, accessible anytime anywhere to stay on top of workflow and move to proactively engaging with clients. XPM is your source of truth for all client information, this is your database and must be configured correctly to optimise your eco system as well as populated and maintained on a regular basis. 80-90% of Practice Name's client base use Xero Blue, as such significant duplication can be eradicated by leveraging Xero Reports and integration with Xero Tax, removing Reportance from the equation. RECOMMENDATION We will start your journey with a health check on configurations and data within your source of truth, from here we will implement, train and refine processes with the team. ACTION PLAN ACTION PLAN 1. DATABASE HEALTH CHECK Consisting of: Cleanup of current WIP and jobs – including XPM system changes and specific report creation/deletion where requested. Cleanup and population of missing information for your client database; Clean up of recurring jobs and single jobs that house multiple returns. Cleanup of aged receivables – including XPM invoice process changes and implementing a debtor management process internally. Cleanup up of the relevant tasks, jobs, staff members, business settings and ensure full connection and integration between Xero and Practice Ignition (if applicable); Provide advice on relevant “job” metrics with XPM; Team training is required along with departmental training. XPM HEALTH CHECK 2. XERO 3.
Prezi Present
Prezi Video
Prezi Design
