{"id":16969,"date":"2019-08-09T08:00:42","date_gmt":"2019-08-09T13:00:42","guid":{"rendered":"https:\/\/taxprocenter.proconnect.intuit.com\/?p=16969"},"modified":"2023-08-22T11:08:52","modified_gmt":"2023-08-22T16:08:52","slug":"creating-your-cloud-workflow-why-its-more-secure-and-productive","status":"publish","type":"post","link":"https:\/\/accountants.intuit.com\/taxprocenter\/practice-management\/creating-your-cloud-workflow-why-its-more-secure-and-productive\/","title":{"rendered":"Creating your cloud workflow: Why it&#8217;s more secure and productive"},"content":{"rendered":"<p>&nbsp;<\/p>\n<p>Any discussion about moving from a desktop to a <a href=\"https:\/\/taxprocenter.proconnect.intuit.com\/practice-management\/5-unexpected-benefits-of-moving-your-tax-firm-to-the-cloud\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-unexpectedCloudBenefits\">cloud workflow<\/a> is no longer focused on <i>what it is<\/i> as much as <i>what it can do<\/i> to speed your tax firm\u2019s productivity. Just because you\u2019re using desktop tax software such as Intuit\u00ae ProConnect\u2122 <a href=\"https:\/\/proconnect.intuit.com\/lacerte\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_lc\">Lacerte<\/a>\u00ae or <a href=\"https:\/\/proconnect.intuit.com\/proseries\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_ps\">ProSeries<\/a>\u00ae doesn\u2019t mean you can\u2019t work in the cloud.<\/p>\n<p>When your processes are in the cloud, you can improve your client experience. After all, taxpayers are looking for convenience and want information accessible instantly. Think about what the cloud can do for you.<\/p>\n<ul>\n<li><b>It saves space.<\/b> For years, I boxed up all the returns to keep for several years in storage. Now, the only purpose my file cabinets serve is to display office decor.<\/li>\n<li><b>It improves accessibility.<\/b> When you no longer have physical file folders in the office, you can access data anytime, anywhere.<\/li>\n<li><b>It enables collaboration.<\/b> When all of your clients\u2019 tax information is in a client portal, you can improve team <a href=\"https:\/\/taxprocenter.proconnect.intuit.com\/practice-management\/how-cloud-tax-and-accounting-makes-tax-season-a-breeze\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-cloudtaxacctbreeze\">collaboration<\/a>, especially for a team that is <a href=\"https:\/\/accountants.intuit.com\/taxprocenter\/practice-management\/the-benefits-of-building-a-virtual-team\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-benefitsvirtualteam\">remote<\/a>. You aren\u2019t limited to having workers in a local office.<\/li>\n<li><b>It costs less.<\/b> When everything is in the cloud, you can save money on paper, ink cartridges, copiers and repairs.<\/li>\n<\/ul>\n<p>Long gone are the days when you call a travel agent to book a flight for our next vacation; the same is true for tax and accounting. Everything is going digital \u2013 and if you don\u2019t keep up, you may be left behind.<\/p>\n<p><b>Put Aside the Doubts<\/b><\/p>\n<p>In transitioning your firm to the cloud, you\u2019ll need to overcome four hurdles.<\/p>\n<p><b>#1: Cloud security.<\/b> Some clients and employees are comfortable using the cloud instead of having physical documents, while others are uncomfortable with cloud storage, especially when they hear about security breaches at large, well-known companies. However, what you don&#8217;t hear is that rather than getting hacked, these companies had security breaches due to human error.<\/p>\n<p>To overcome this hurdle, educate yourself and prepare. Encrypted data, <a href=\"https:\/\/accountants.intuit.com\/taxprocenter\/practice-management\/security-summit-reminds-tax-pros-to-beware-of-spear-phishing-emails\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-irsStrongPasswords\">passwords<\/a>, firewalls, malware and antivirus software can support a paperless environment. Never give out your wireless password to even the occasional client who comes by your office. Be on alert for emails that arrive saying a new client needs several years of tax returns and &#8220;click here&#8221; to access W-2s.<\/p>\n<p><b>#2: Personal mindset.<\/b> This was the largest hurdle for me because I didn\u2019t understand how the cloud worked, and I could not visualize how our firm could manage without a physical file folder for each client.<\/p>\n<p><b>#3: Fear of losing documents.<\/b> When you have a physical file folder, all the papers go in that file, but in the craziness of tax season, how can you ensure you have all the documents together when the client emails, faxes and drops off documents over any period of time? The solution is twofold. First, set up a solid process so all documents are saved to the client portal, and second, make sure your portal is <a href=\"https:\/\/taxprocenter.proconnect.intuit.com\/practice-management\/disaster-recovery-no-business-continuity-yes\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-disasterrecovery\">backed up<\/a>.<\/p>\n<p><b>#4: Getting clients on board.<\/b> The best way to get your clients in the cloud is to show them the value and benefits. We live in a world that emphasizes convenience and rapid access to information, so it is an incredible advantage for clients to be able to access their information anytime, 24\/7. Start slowly, and test the new method with clients who love and appreciate you. They will give you honest feedback and be forgiving as you figure out the ideal process.<\/p>\n<p>I\u2019m sure there are more benefits to moving your practice from desktop to the cloud than just these four, and every practice is different. Evaluate your own processes and determine the best way to make the transition based on your needs, staffing and client acumen. I made the transition several years ago and never looked back!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Make the transition from desktop workflow to cloud workflow with these tips from Renee Daggett, EA.<\/p>\n","protected":false},"author":138830254,"featured_media":1111,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"rkv_browse_by_id":0,"rkv_cta_id":0,"rkv_optimize_for_pagespeed":false,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"useModifiedDate":false,"customPublishDate":"","_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2},"_wpas_customize_per_network":false},"categories":[646041873,116807,45875901],"tags":[],"intuit_collection":[],"intuit_series":[],"coauthors":[605132281],"class_list":["post-16969","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-advisory-services","category-practice-management","category-workflow-tools"],"header_image":"","yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - 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