5 ways to eliminate low-value work

Just as advancements in technology allowed for the advent of revolutionary processes such as e-filing—something we take for granted today compared to just a few years ago—new tech once again can swoop in to relieve employees of their most burdensome, tedious work. Not only can this result in greater efficiency and cost savings, but it can boost job satisfaction and tenure.

Incorporating new technology boils down to a few key benefits: automation, standardization, and organization. Plus, for firm owners, letting tech and artificial intelligence do the rote work that can be automated gives you a more productive firm without necessarily needing to hire many new junior staff members. Ahead, find some of the main strategies for eliminating low-value work.

Strategy 1: Automate low-value tasks with technology

One of the most impactful things firm owners can do for their success and their team’s well-being is to automate non-revenue-generating tasks. With new technology and the help of AI, manual data entry, cross-software data conversions, and client onboarding can be automated with a few simple keystrokes.

Scheduling new and existing client meetings can be automated, too, thanks to easy-to-use scheduling tools such as Zoom Scheduler, Calendly, and Acuity Scheduling. For further automation, you can set up recurring invoices and payments for advisory clients without having to peek at a calendar or send any reminders.

Strategy #2: Standardize processes with checklists and streamlined protocols

There are a wealth of small details to remember during the tax preparation process. Keeping them all straight in your head is certainly possible, but having handy digital checklists to refer back to can prevent errors and save time. Similarly, ensuring all team members follow the same workflow with streamlined protocols ensures a client’s experience with one accountant is not markedly different from their experience with another accountant at your firm.

Strategy #3: Outsource non-core functions

Once you begin streamlining your workflow by automating certain processes, you’ll have the information you need in order to outsource non-core tasks. These can include tax form preparation, document retrieval and scanning, basic calculations, and other jobs that aren’t considered high-touch. One way to manage this? Consult with an agency or virtual assistant who will take on these jobs for you, ultimately saving on costs, boosting efficiency, and letting your internal team focus on compliance and more complex tax strategy.

Editor’s note: Check out Intuit® Select Pro Staffing.

Strategy #4: Accept documents only through secure portals

Compliance and security are top of mind for tax professionals, especially when conducting business online. Instead of procuring documents through a range of sources—from myriad portals to emails to snail mail—consider only accepting documents through a single secure portal. The same goes for collecting signatures. Rather than get bogged down with the tedious work of scanning and uploading signed documents, invest in a tax software suite that makes collecting electronic signatures a breeze. The combination of secure portals and eSignatures will remove several steps from your process, resulting in many saved hours of work.

Strategy #5: Prioritize proactive client communications and expectations

An important part of a tax professional’s job is following up with clients and sending them periodic reminders about deadlines, document uploads, and more. These simple messages, often sent in email form, can take up valuable time to write. But by having them pre-written, scheduling them in advance, and automating sends—all with the help of AI—you can keep up with communications without having to sift through your inbox every morning. Consistent and proactive communications are now easier than ever.