How can you increase your efficiency as a CPA?
Suppose you have a magic wand that allows you to change one thing in your CPA firm. What will it be? The poll response is “Get work done more efficiently.” This response is almost twice as high as “Make more money.”
So how can you be more efficient?
Ways to Increase Your Efficiency as a CPA
Here are eight ways to be more efficient:
- Hire great employees
- Stay on one job and finish it
- Work on one project at a time
- Take breaks
- Close your door
- Take CPE before you need it
- Maintain a robust research library
- Buy top-quality computers, monitors, and scanners
1. Hire Great Employees
Have you noticed that great employees overcome problems, even the thorniest ones? They don’t make excuses. They simply get work done. And these gems get work done in less time. Hiring the right people is your most significant action.
2. Stay on One Job
Starting and stopping. Starting and Stopping. Starting and Stopping. A sure recipe for inefficiency. Plan your employees’ work so that they can stay on one job until complete. Momentum is everything. Reward employees when they meet deadlines (and tell them ahead of time that the “thank you” is coming).
3. Work on One Project at a Time
Too often we try to multitask, but the research shows that we can only perform one action at a time. Clear everything from your desk but the immediate task. Then focus on that one thing. Turn off social media and the phone. Answer emails in batches at predetermined times during the day, but no more than four times a day.
4. Take Breaks
Taking breaks increases your efficiency. This is counterintuitive but true.
The human brain is not designed to work endlessly without diversion. Use the Pomodoro technique or some other method, but take periodic short breaks–at least one an hour. If you are a partner, tell your team members that you desire for them to take breaks. Your employees will follow your example.
5. Close Your Door
What does an open door communicate? “Come on in.” What does a cracked door communicate? “You may come in but knock.” What does a closed door communicate? “Please do not come in.” An open door is an invitation to interruptions.
If you are someone that employees need to visit often, then establish an open door policy for specific times of the day.
6. Take CPE Before You Need It
When you know you will need certain knowledge in the future, take a CPE class so you have the answers before they are needed. You’ve got to take CPE anyway, so why not take classes that provide timely information.
7. Maintain a Robust Research Library
Finding answers quickly is a key to efficiency–and we all have questions. Spend the money to have online access to research material in the areas that you practice. I know this is more difficult for small firms, but without sound answers, we are walking in the dark.
Also, archive your research in the cloud. Doing so will, over time, enable you to build a powerful library of questions and answers. For four years, I have stored my research in Evernote. So when I encounter issues, I often remember that I previously researched the issue. And I know the answer is in my Evernote library.
8. Buy Top-Quality Computers, Monitors, and Scanners
How much time do you spend waiting on your computer to respond to your most recent request? Those seconds–and sometimes minutes–are wasted time. Buy computers with as much speed as you can afford. This is not a place to be penny foolish.
Multiple monitors will make you more efficient. (I use four.) Larger monitors will make you even more efficient.
Keep a scanner next to your desk. I use my Scansnap scanner several times a day. Scanning enables me to keep my desk and office more orderly. Also, scanning into a PDF can make the documents searchable if you use optical character recognition (OCR). Once searchable, then just type control f for find and then type in the words you are looking for.
What about you? What do you do to increase efficiency?
Check out my previous efficiency post.
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