4 productivity tools your firm cannot go without

May 25, 2021 11:24 AM

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After a busy season like we just had, I’m sure you’ll be in the market for anything that can make your life easier and more efficient. There are myriad tools out there tugging for your attention. Many are pretty good, but I’m not going to talk to you today about software for tax prep, bookkeeping or reconciliation, etc. I want to discuss four powerful, surprisingly affordable tools you can use to create better relationships with your clients. Good news, there is almost no learning curve required to start putting these tools to work for you today.

Reminder: Each of the four tools has a free version, but I strongly recommend paying a few bucks per month for the premium version. (Disclosure: The author has no commercial or promotional interests in any of the companies, products or services mentioned herein.) The premium features such as unlimited meeting time, personal branding, on-screen drawing features and more will make you look much more professional. Your client relationships are the most important things you have in your practice. Shouldn’t you be investing in them?

Zoom (video conferencing)

No need to spend much time here. Virtually everyone has used Zoom. Many use the free version, but for just $15 per month, you get custom branding, unlimited meeting times, and plenty of other bells and whistles. To get more out of Zoom, see my article Work-from-home tools to master: Zoom for video conferencing.

Loom (video messaging)

Your clients and team members have complex questions all the time. Sometimes, tapping out an email response, text message or voicemail is not the best way to get your point across. There are times when you want to walk a client through a screen and show them something important on that screen while also allowing them to see your reassuring face. Loom is a handy screen-recording tool that allows you to do just that. It’s almost like having your client in the office with you.

Here’s a test: Next time a client has a question about their tax return, instead of calling them and talking them through it, send them a Loom video recording of you walking through their tax return. See what kind of response you get. I’ll bet they love it.

Video-messaging tools can save you a ton of time. And clients seem to pay closer attention to messages in video form than they do in voicemail or email form. My recent article has more about creating a video recap of your clients’ tax returns.

For more about incorporating Loom into your practice see my article Work-from-home tools to master: Video messaging.

The premium version of Loom is about $8 per month for custom branding, a video drawing tool and calls to action.

Calendly (automated scheduling)

Your clients don’t want to play phone tag or email tag with you and your team anymore. Instead of having everyone chasing their tails during busy season, send them a link to your online calendar. Calendly and other online scheduling apps let you control exactly when you want to make yourself available for client meetings, and when you don’t.

Clients simply click on the custom link you share with them and automatically book a meeting time without having to go through you or an administrative assistant. If a client must reschedule at the last minute, no problem. They just go to your Calendly link, find an open time slot, and rebook. No need to check with you or staff to see if the new time is convenient. For about $100 a year ($8 per month), Calendly essentially removes the need for a full-time staff person, and clients love using it because it’s so convenient.

For more about using Calendly to your advantage, see my recent article Take control of your calendar this busy season.

Grammarly (spelling/grammar/syntax-checking tool)

Grammarly will instantly make you a better writer and communicator. Whether you enjoy writing or hate it, make no mistake — your job is to be an effective communicator with your team and your clients. Grammarly made me realize how terrible my writing was after I started using it. Grammarly is like having an English teacher available 24/7 to edit all your emails, memos, reports, client communications, blog posts, articles, etc. There’s even a plug-in for Grammarly that you can incorporate into your favorite word processing software and Chrome browser.

The paid version of Grammarly is about $12 per month.

I know there’s no shortage of technology options out there. But these four tools are different from most CPA tools. They’re not about helping you do the work; they’re about helping you communicate the value and advice you provide to your clients more effectively. And at $50 per month (combined), it’s hard to beat the price.