How Accountants Can Save Time with Online Meetings

My first online meeting sold me

Are you tired of driving hours to see clients? Do you find it awkward to share information from your laptop? Or maybe you drive two hours to meet with a customer and–after arriving–realize you need additional information (but it’s back at your office). Online meetings solve these problems.

Accountant's Online Meetings

Picture from AdobeStock.com

Pick an Online Meeting Solution

First, you need to choose a video conferencing solution. Some popular alternatives include:

Here is a PC Magazine article that compares many of these products. All of the video conferencing packages offer free versions for testing. After using four different online meeting products, I found they provide similar abilities–the sharing of my computer screen and audio features.

What video conferencing software do I use? Zoom. It is easy to use and reliable. Here’s a summary of plan options, and yes, the free version works well.

The point of this article is not to sell you on a particular online meeting product, but to sell you on the concept. I have spent years of my life (at least it feels that way) driving to and from client’s offices. So when I heard about online meetings, I gave it a try.

My First Online Meeting

My first online meeting sold me. A few years ago I was assisting an attorney with a forensic project. My final report was several hundred pages long. The supporting files (not included in the report) were also voluminous. Rather than making a 4.5-hour trip, I did the following:

  • Opened the draft report on my center computer screen
  • Opened supporting documents on my two side computer screens
  • Shared my screen center computer screen using my online meeting software—the attorney, once he clicked the link in the next bullet, could see the information
  • Sent the attorney an email (with a hyperlink) to join the meeting—my online software automatically creates the email (which can be amended)
  • Called the attorney with my cell phone and went hands-free so I could use my mouse (you can use audio in your online software, I just prefer using my phone)
  • When the attorney answered my call, I told him I had sent him an invitation email, and I walked him through connecting (which took less than two minutes)
  • We reviewed the draft report from my center computer screen
  • When needed, I moved supporting documents from my two side screens to the center display (and then moved them off as needed)—think of this as moving information on and off stage

The meeting lasted one hour. Once done, the attorney said to me, “This is one of the best meetings I’ve ever attended.” 

Saving Four Hours

So rather than taking 5.5 hours (4.5 hours of driving and the 1-hour session), the meeting took 1.5 hours (including setup time). I saved four hours—and I didn’t even have to sit in the attorney’s lobby and wait for him. Also, I didn’t have to stop and refuel my vehicle, and I didn’t have to file an expense report.

Online Conferencing in My Office

Since that first online meeting, I realized that it’s more efficient for me to do the same with my firm personnel. So am I saying I have online meetings with people in my office? Yes. Why? It takes less time—and again, I have access to any file I need. Additionally, we are not crowded around one small computer screen, trying to see everything. (Note: We have 120 people located on three floors.)

Other Thoughts

Though I don’t often do so, you can backup your online meetings. Then if you need to refer back to the session, you can watch the video.

Some people don’t want to be seen. Perhaps they are working from home and are still in their pajamas. If they have their camera on, you will see them, and they will see you. So be mindful of this dynamic. (You can turn your camera off, and they can as well.)

For a more professional look, consider buying a video camera. I use a Logitech device. Why? Laptop cameras (those built into your computer) often project grainy pictures.

Stay Tuned for Video Example

I’ll soon share a video of how I set up and conduct online meetings. So stay tuned.

Do you already use online meeting software? If yes, what solution do you use? What video conferencing suggestions do you offer?

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3 thoughts on “How Accountants Can Save Time with Online Meetings

  1. For the past two years I have tried to implement e-conferences, having no good results. My experience indicated that it was needed some more time to become more popular. Some of the problems I faced were that some participants underestimated the learning use of the application, showing up at the scheduled starting time without pre-preparation causing delays in the conference, insufficient internet power, some computers had overcrowded memory causing poor connection, etc. As previously indicated, it was too new for some people. I decided wait and try at a later time.

  2. This is suitable for certain clients, typically from larger firms or professional offices for whom task is more important than relationship. Most small to medium businesses are not suitable clients for this type of interaction as they tend to want to do face-to-face dealings, in part, I think, to be assured of your interest and devotion to them. Relationship management 101. Also in my experience many, if not most small/medium business clients do not have video conferencing equipment available, nor do they feel that they need or want it. I’m certainly glad that it has worked well for you. It works well for me in other contexts.