As a CPA firm owner, you've likely heard about being proactive. In fact, the word has become so overused that it is talked about constantly. But are you walking the walk? It's time to move beyond lip service and transform your firm's operations. Let's talk about how you can revolutionize your approach, boost profitability, and deliver unparalleled value to your clients.
Seize Control of the Client Relationship
You're the expert, so act like it. Take charge of your client interactions by implementing a structured meeting schedule. Here's how:
1. Pre-schedule all meetings for the year, except during tax season.
2. Set up automated reminders 45 and 30 days before each meeting.
3. Clearly communicate your expectations for information delivery.
By doing this, you're not just organizing your calendar (and those of your team) - you're setting the tone for a productive, professional relationship.
Retrain Your Clients (and Yourself)
Gone are the days of chasing down information and making excuses. It's time to elevate your firm's standards and your clients' expectations. Consider this approach:
"To ensure our meeting is productive, we need all relevant information 30 days prior. If we don't receive it, we may need to reschedule."
This isn't about being tough - it's about fostering a partnership that values preparation and efficiency.
Shift Your Focus from Numbers to Knowledge
Remember, you're not just selling financial statements - you're selling your expertise and insights. Your true value lies in the conversations you have and the strategic advice you provide.
Encourage your team to hold clients accountable for timely information delivery. Why? Because you genuinely want your clients to succeed, and that success starts with thorough, timely preparation.
Embrace Accountability Without Fear
Too many firm owners shy away from holding clients accountable, fearing they might lose business. It's time to flip that narrative. Confidently communicate your processes:
"This is how we operate, and this is how we'll work together throughout the year. Our partnership requires active participation from both sides."
By setting clear expectations, you're not pushing clients away - you're inviting them into a deeper, more meaningful relationship that goes beyond basic number-crunching.
Leverage Technology to Your Advantage
While many in the industry fear AI and automation, savvy firm owners see opportunity. Ask yourself: "How can technology help lighten my team's workload?"
Focus on the two biggest time killers:
1. Meetings
2. Back-and-forth client communication
Look for tech solutions that streamline these processes. By embracing innovation, you free up your team to focus on high-value advisory services.
Turn Plans into Action
It's easy to say, "I'll start next week," only to find next week turning into next month…and then after tax season. We're no strangers to deadlines - so why not apply that same rigor to our own business improvements?
Set concrete goals with specific timelines. For example:
- By next month: Implement an automated meeting reminder system
- By next quarter: Revise client onboarding process to clearly communicate expectations
- By year-end: Launch a new SOP for accountants to pre-schedule all advisory meetings for the upcoming year
The Power of Proactivity
By shifting from reactive to proactive, it’s more than just talking about it. It’s executing on it.
You're not just improving your firm's operations - you're transforming the entire client experience. You're moving from a transactional relationship to a true partnership, one where your expertise drives results for your clients.
Remember, this isn't about being rigid or inflexible. It's about creating a structure that allows for deeper, more meaningful interactions. When you're not bogged down in administrative tasks and last-minute scrambles, you have the mental space to truly listen to your clients, understand their challenges, and offer innovative solutions.
As you implement these changes, you'll likely find that your most valuable clients - the ones who truly want to grow and improve - will appreciate your proactive approach. They'll see you not just as their CPA, but as a key partner in their success.
So, are you ready to stop talking about being proactive and start living it? The future of your firm - and the success of your clients - depends on it. Take that first step today, stick with it, and watch as your practice transforms into the advisory powerhouse you've always envisioned.
Want to learn more on this topic? Join Julie and Will Hill in their short 30-minute Practice Management Talks webinar on Communicating and Shifting Priorities on September 18 @ 11:30 Eastern. Register here.
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