Let your firm run itself this summer

Summer is just around the corner, and while most people are thinking about beaches and barbecues, you’re likely dreading the emptier office over the next few weeks. Clients are on holidays, the team are booking time off, and the flow of work in the office can quickly become unmanageable. On top of that, you’ve probably booked your own getaway in the sun (not jealous at all...), leaving the poor unfortunate soul who’s left in the office to undertake a mammoth amount of work.

It’s only natural to worry how your team will handle the extra work without your trusted guidance. You don’t want to be sitting in your deck chair thinking:

‘Gosh, it’s been days since I’ve logged in, I wonder what Lucy and Frank are working on, did that clients’ payroll go through okay?’

‘Did we pay for that software subscription this month? I’m sure I left a sticky note on the whiteboard to remind them. I should give them a call just in case…’

‘Let me quickly check that VAT return before it gets submitted. I’m pretty sure my work laptop is in the suitcase.’

So how can you switch on your out of office, minus the guilt? Here are some ways you can break free of the office shackles and chaos, and let your firm run itself this summer.

1. Communicate expectations

Before you leave on a jet plane, make sure you communicate clearly with your team about what’s expected of them. Hand over the reins, outline their responsibilities and make any necessary changes to their workload so everything runs smoothly. Also, be transparent about who’s in charge while you’re gone, and send over emergency contact details so they can reach out to you if anything critical pops up.

2. Let your team manage themselves

If you want to switch on autopilot, you need to implement a system that can navigate your team’s workload for them. This could include a one-in-all task list that gives them visibility over their deadlines, or a workflow tool that notifies them when it’s their turn to step in and take over a task. This means that no matter who’s out of the office, your firm’s flow of work won't be disrupted.

3. Get them to track their time for accountability

One of the best tools to use over the summer is a time tracking tool, and preferably cloud based. Why? Well, it allows you to keep an eye on your team's productivity while you're away. This means no summer blues worrying about how long your team are spending on tasks – you can access the software from any tablet or laptop (once you’ve got a decent internet connection) and can see them chipping away at their deadlines.

4. Let go of guilt

This is a big one. Summer only comes around once a year, so make the most of it. If you've set clear expectations, delegated responsibilities, have the right tech in your toolbox, and empowered your team to handle things in your absence, you've done everything you can. All there’s left to do is grab your favourite pair of sunnies, throw on some suncream, and you’re good to go!

5. The beauty of practice management software

So we’ve talked a lot about letting your firm run itself, but what options are available to help with that? Well, we think practice management software is your best bet. Here’s how Bright’s practice management solution, AccountancyManager, can help streamline your summer workflow:

Check your team’s time from your deck chair
No need to sacrifice the sun to check in on your team. By clicking into the “Time” option in the system, your team can log their own time, while you sit back and enjoy that warm beach breeze. It tracks time down to the minute, and your team can select the client they’re working on, the type of time being logged (work, admin, calls, or create their own) and any other details.
You can keep tabs on their logged time and filter by staff member, client, and services. Worried about who has access to these time logs? Don't sweat it, you can manage permissions and toggle access as needed. We also have a live team view, so you can keep an eye on exactly who's working on what, in real-time.
Deadline worries can melt away
Worried about missed deadlines while you’re gone? Not anymore – our task list shows the client each task relates to, who’s responsible, and the deadline. Organising your workflow on a practice-wide level’s never been so easy.
Our colour-coded system also helps you keep track of approaching deadlines, while subtasks make it easy to break down bulkier projects. As the owner, you can quickly check everyone's progress, no matter where you or your team are working from.

Time to soak up the sun!

Here at Bright, we’re on a mission to make a happy and efficient working life a reality for accountants through reliable software and amazing support. Interested to see how AccountancyManager can help streamline your firm’s workload this summer? Just click the button below to book a quick demo.

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