Maximize Your Firm’s Efficiency Post-Busy Season with an After Action Review (AAR)
Post-busy season is the perfect time to take a hard look at your processes and identify areas for improvement. By conducting an After Action Review (AAR) and implementing the following steps, you’ll set your firm up for a smoother, more efficient next busy season.
Step 1: Assign Leaders and Take a Deep Dive
- Action: Assign a leader to each identified area needing improvement.
- Why: Clear ownership ensures accountability.
- Next Step: Leaders should analyze their area and propose improvements.
- Tip: Once new processes are defined, test them with a “dry run” to ensure they work under real conditions.
Step 2: Identify Key Issues and Plan Solutions
Take a close look at common bottlenecks, such as:
- Missing Documents: Ensure you have all necessary client documents (e.g., W-9s) before the busy season starts.
- Data Silos: Address inefficiencies caused by data stored across multiple platforms.
- Poor Client Communication: Emails may cause delays and security risks.
Example Issue: Missing W-9s
Solution: Use a centralized, secure document storage system like SmartVault. Regularly update year-end files and request W-9s monthly via templates in Liscio for secure, fast responses.
Example Issue: Ineffective Communication
Solution: Eliminate email bottlenecks by adopting tools tailored to your client’s preferences, like secure text messaging. Liscio allows clients to respond quickly from their phones, simplifying document requests and improving response times.
Step 3: Implement Best Practices and Secure Tools
Once you’ve identified areas for improvement:
- Research solutions: Seek help from peers, solution providers, or consultants.
- Adopt tools: Focus on solutions that streamline your operations while prioritizing security.
Suggested Tools:
- SmartVault: Secure document management.
- Liscio: Client communication designed for mobile users.
- QuickBooks Online: Use AP lists to track client documents and ensure compliance.
Key Benefits of These Changes:
- Increased Efficiency: Automate repetitive tasks to reduce stress and save time.
- Enhanced Security: Transition away from unsecured communication like email.
- Better Client Experience: Match your tools to how your clients work, ensuring faster responses.
Final Step: Document and Refine
- Ensure every new process is documented in detail.
- Review and refine processes with your team regularly.
- Use this documentation to onboard new staff efficiently.
Your Next Move
Take what you’ve learned from your AAR and start implementing these improvements now. The time you invest will pay off in spades come the next busy season, as your firm runs smoother, clients feel supported, and your team operates with less stress.
Pro tip: Schedule a demo with tools like Liscio and SmartVault to see how they can streamline your workflow.
