Creating a stellar first impression for new clients is essential for the long-term health of your firm’s relationship with them. Both the internal efficiency of your team and the satisfaction of clients can be improved when you have a new client onboarding process supported by cloud-based client collaboration tools such as innovative file sharing and electronic signature tools.
Not only are these tools built for seamless interaction between you and your clients, but they also help show your clients that your firm is progressive, service-oriented, and takes cybersecurity and convenience seriously.
In fact, if you use these best practices for implementing cloud-based, client collaboration tools as part of your practice management workflows, you will reduce confusion, inefficiencies and the risk of losing the new clients you have worked so hard to get.
Best of all? Each of these suggestions below are really “quick hits” that, when put in place as part of a total practice management solution like Mango Practice Management (Mango) can be true game-changers for your firm.
If your firm does not have an efficient and integrated new client onboarding workflow in place, don’t wait to start building one that is customized and collaborative.
No. 1 — Solely use secure file sharing
New clients have given you their trust based on the services and expertise you provide. Carry this through with the way your firm handles data. Not only will knowing that the client tools you are using are completely secure provide peace of mind, it also is the right, and most cybersecurity savvy action you can take to protect sensitive data.
Mango allows you to eliminate insecure emails and keep all of your communications securely in one place.
No. 2 — Create ease and efficiency with electronic signatures
Don’t give new (or any!) clients run around when it comes to getting signatures on documents. Using paper-based forms to get wet signatures is quickly becoming old school.
In contrast, Mango’s eSignature module makes it quick and easy to request client signatures with e-signature technology that is simple, secure and speedy. You also can verify signer identity with Knowledge-Based Authentication (“KBA”) which is another critical cybersecurity advantage.
No. 3 — Give every client a convenient cloud-based client portal
One of the key benefits of an advanced practice management software such as Mango is access to an easy-to-use secure client portal for sharing documents and retrieving documents from your firm. With Mango you can also brand every client portal to make them a seamless part of your firm’s website presence.
No. 4 — Create a completely paperless workflow from the start
Take advantage of the opportunity to use a modern practice management software like Mango to start your new client engagements smoothly and “paperlessly.” There is no need to worry about printing invoices or collecting physical signatures to receive payments.
Mango can make your entire billing process paperless, saving everyone time, reducing paper, and showing your firm’s smart environmental stewardship.
No. 5 — Provide painless payment options
Once you have provided your new client with a satisfactory service agreement and you are either advance billing or billing each month, you need to give them a means for efficiently paying you, so your cash flow remains healthy and payments are secure.
Mango helps with both featuring SSL encryption and the ability to accept and control their credit card and ACH transactions securely. This means your client will have options and flexibility for prompt payment. This will improve cash flow and support the elimination of accounts receivable.
Implement a collaborative new client onboarding workflow now for a win-win
If your firm does not have an efficient and integrated new client onboarding workflow in place, don’t wait to start building one that is customized and collaborative. Otherwise, you could risk improper onboarding that leaves your clients confused and your team frustrated.
Mango can help you design and implement the new client best practices mentioned above, creating a win-win for you, your clients, and your firm.
Contact Mango Practice Management for a DEMO today.
Carl Coe is CEO of Mango Practice Management. Formerly known as Mango Billing, it is a cloud-based practice management solution that is a game-changer for professional service firms to automate processes for time and expense tracking, invoicing, scheduling and payments processing.
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