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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.

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