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Plan the most Efficient Bookkeeping Meetings C2online

Meetings are vital to the success of your bookkeeping business.  Making sure you have a well planned agenda and good follow up will make your job as a bookkeeper easier and instill confidence with your client.  Here are some tips to help you:

Plan and Execute an Agenda

Once you’ve deemed the bookkeeper meeting necessary, lay out a clear purpose. Write down an agenda or “to-do list” for the meeting. Make a list of points to be discussed or followed upon, and then next to each item, mention who will have to address the issue. This helps you keep track of everything and everyone, and saves you a lot of time; there’s nothing worse than a manager who loses track of things mid-meeting. 

Distribute the copies of the agenda in advance. If everyone who is going to attend the bookkeeper meeting knows what they’ll be held accountable for, they can get prepared too. This helps you wrap up the meeting on time, which makes everyone happy.

Start and Stop on Schedule.

Once you’ve set a time for the meeting to begin and a time for it to end, stick to it strictly. Nobody likes meetings that run late unexpectedly, messing with their plans. Start at exactly the time you’ve mentioned to everyone and don’t wait for anyone who’s late. There’s no point in making the people who are on time suffer while waiting for someone who’s tardy or might not even show up. Remember everyone time’s is money.

Many offices even lock the conference rooms once a meeting has begun, or their office door if the meeting is online. Enforcing strict rules like this will eventually curb tardiness and increase overall efficiency. When people realize that if they’re late, they’ll not be allowed for the meeting, they’re more likely to be on time. (however, if your meetings are notoriously bad, people will “accidentally” be late, so this tactic could backfire! “oh, darn… I was late for the meeting and now I can’t get in. Rats!” )

Prioritize Discussions

Before you call for a meeting, make a list of priority topics to be discussed. Put them in order of importance with the most pressing issues lined up first, and the topics that can still be pushed to another day at the end. Stick to this order when you’re speaking in the meeting. That way, if you happen to run out of time, you can drop less important topics for next time. This helps you stick to your schedule and wrap up the meeting on time.

Summarize the Session

At the end of the bookkeeper meeting keep a few minutes aside to summarize all the points discussed. Make sure that each person present has their action items to be worked on before the next meeting. Another important thing is to make sure that every topic is concluded before moving on to the next one. Wrap up everything and make sure that everyone is clear. Take minutes of the meetings and prepare relevant notes so that you can distribute them to those present there.

Action items encourages people to work harder so that they have something to share in subsequent follow up meetings. It makes sure that everything discussed in the meeting is implemented correctly, making your bookkeeper meetings more productive and useful. A good bookkeeper can balance their follow up tactics so that employees don’t feel hounded, but encouraged and supported.

Managing your Bookkeeping Clients Expectations C2online

So much work and effort is made to winning a new bookkeeping business client, there is the initial prospecting, early conversations, budget considerations, and creation of a deliverable timeline. Unfortunately, all of that work can come to a screeching halt before the ink is dry on the contract when the same amount of time, energy and commitment isn't placed on managing the client's expectations after the business is won. 

Be a good listener – ensure that you really learn about your new clients business.  Listen to what your client tells you about their business.  Remember that knowing their business well means you have demonstrated that you have an invested interest in their business and their success.    

Be a mentor – Your client is really good at their business but they are not bookkeepers.  They have recognized they need a professional to handle their finances and they have come to you.  Establish that you are an expert and that they can expect mentor-ship about their finances.

Agree on goals and timelines – Clearly outline for your client what goals you will achieve and when you intend to achieve them.  

CommunicateKashoo agrees.  In a recent article they say, ‘Cutting to the core of it, you need to make sure that your new bookkeeper communicates well and in the channel that suits your style, preference and industry.’  Using tools like our Bookkeepers Quote ensures that at the very least you have a communication tool that will outline your expectations.  Yes, I did say your expectations are just as important because if the client does not provide you the necessary information to complete the goal you outlined their expectation will not be met.

Ultimately your ability to manage client expectations is going to hinge on how well you choose to communicate.  If you don't clearly outline and mentor your client and you leave things to chance, chances are your client will be disappointed.

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