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PaperLess Practice Waves
John,
I think that another factor that could be added into the debate is Risk Management.
With Workflow management in place within a practice there is the opportunity for Risk Management and the reduction of the risks associated with loss of documentation, even if it is a temporary loss.
Security is a further issue as it would seem perhaps reasonable to ensure that User Right control over the potential deletion of documents, and Access Control over who can access certain documentation would all be manageable within a practice wide system.
Phil
Evangelist? Guilty (but a pragmatic one)
I'll happily admit to being a technology evangelist, but pragmatism is vital where technology is concerned. A vital touchstone for me is the phrase "This is a business, not a science experiment". I sympathise with Nigel Harris, and would be the first to advise him NOT to try and use a computerised workflow if he can't find one that makes business sense.
I would agree that computerised workflow is still not something that really exists for most firms (although I can think of some notable exceptions).
I don't think that suppliers have done a very good job of explaining 'workflow' to the profession. It's one of those phrases that has been bandied about rather a lot - meaning different things to different people (a bit like 'CRM').
Unlike some other professions, the concept of 'case management' hasn't really taken hold with accountants. Rather than operating in a holistic way, most software offerings tend to operate at the departmental level - Each department has their pet system, but there's little that monitors and controls how workload takes place across the practice as a whole.
Workflow technology can sometimes be its own worst enemy. A rigid risk-averse set of business rules can be a godsend when dealing with a scary litigious PLC client, but becomes a bureaucratic nightmare with small client jobs. It's very tempting to over-engineer things in a way that ends up with inappropriate complexity and frustrated users.
I'm beginning to see signs of that changing - practices are beginning to look past how to squeeze the maximum margin out of the compliance 'sausage machine' work and instead consider the use of technology to help with wider issues such as overall workload management, improved client service, and identifying opportunities for advisory work. Software suppliers are also starting to think about what they can do to offer products that can help.
Workflow Rules
I agree with Charles that getting work-flow rules introduced that provide a 'light touch' without losing too much flexibility is important. Implementing paper-less systems that provide a mail-room function for scanning incoming post (or when storing and forwarding email correspondence) can be made over-complicated. Working with DocuSoft software over the years I have always aimed to keep things as simple to use as possible.
Unfortunately I have seen some quite good software systems implemented very badly by both the supplier AND the customer with the result that the expected benefits have not been enjoyed. My advice in general is to keep things as easy to work with as possible. Don't overcomplicate. Identify a way to start simply and then develop over time. It is not just a matter of computers. It takes time for people to get used to new working practices and acquire new habits.
I don't keep original signed accounts and tax returns
I don't even keep original signed accounts and tax returns any more. I just keep the electronic versions.
Don't knock it till you've tried it
I can still remember the huge resistance to the "paperless" message 5-6 years ago but like so many radical ideas once someone dips their toes, and doesn't lose them, the process begins and, as Derek says, the key is to start simply and, I would add, slowly.
Once a firm has implemented even the most basic of less-paper policies and managed to keep everyone on board (especially the odd partner) then, without the physical burden and limits of paper, ICT avenues open up to better ways to use, store or delete the information and we found ourselves naturally dropping checklists, to-do lists, and making more use of the software we already had, in particular Iris Practice Management.
Having stood in front of the machine many times I can understand why people see scanning, and what system to use with it, as being a huge obstacle but, again, once you start down the road it soon becomes clear that you only have to scan stuff that people send you and so, if you stop them sending it (and recognise that some paper is just that and it can go straight into recycling) the machine can sit there for days unused.
Finally, had we not followed the above processes the benefits of a hosted environment would not have been of value to us, ie what's the point in being able to work on a clients' affairs from anywhere in the world if their records, files and work monitoring is stuck in an office, cupboard or filing cabinet.
Unless you are a large firm and can try it out an office at a time, moving to a hosted environment is not really something you can do slowly but planning for it should be. It was still our biggest leap of faith but we haven't looked back.
My next stage....no office.
@chatman
Hi there - yes indeed, as I said, despite slow planning involving a lot of research, talking to other users and trying to anticipate what we'd suddenly lose, it was still a leap of faith to leave the office Friday with our own server and all the stuff that goes with it and return on Monday morning disconnect the network, switch off the server and use remote desktop on our PCs to login to all our software & files on a server hundreds of miles away.
Hosted Desktops
Paul - I understand Hosted Accountants provides a programme for accessing the desktop. Can your desktop be accessed from a normal browser, for example from an internet cafe?
Hosted Desktops
Hi chatman - We use Hosted Desktop UK not Hosted Accountants but I'm sure most work in a similar fashion in that you don't use a browser but the "remote desktop connection" facility that is in Windows and can be downloaded for Macs. We used the same facility to login to our PCs when out the office "in the old days".
So it makes no difference where you are or what you are using (but don't think Windows Home edition has it) as long as you have the connection & login details noted down somewhere when using someone else's machine.
Am happy to discuss this further, just PM me.
Hosted Desktops
Paul/Chatman
Correct, the easiest way is to use RDP which is available in Windows as standard or from the App store for typically £8 one-off purchase. That allows you to use your Apple device in the same way.
We also have a "web connector" which allows you access without RDP and is useful if you are using a PC in a disaster situation, lose or break your laptop, or need to access your applications in an emergency (stuck in an airport and using an internet cafe). It has zero footprint but is not the primary way our customers use our solution.
By all means call or PM for more information.
Thanks
Dan
Disadvantages of accessing desktop via browser
Thanks Paul and Dan for your responses. Dan - what are the disadvantages of accessing your desktop via a browser?
Disadvantages
There are no disadvantages - you can run everything in the same way, although you will want to make sure any print or scanning options are configured by your hosting provider ahead of time.
It really depends how often you are going to use a non RDC machine or device? Probably not very often but useful to have as a failsafe.
Dan