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Flexible work locations for accountants and clients

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20th Mar 2015
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When you first set up, the traditional options you had were to run your practice from a base at home or to rent an office. Some people are forced to go down the office route when there’s no room at home.

In recent years a third approach, flexible working, has become more popular. I should stress that ‘flexible working’ in this context is distinct from the flexibility afforded to most employees in regard to start and finish times or to work from home.

There are a number of options for flexible work locations, ranging from serviced offices to shared office space, co-working space, pay as you go office space or simply hotspot working in cafes, private clubs and hotel lobbies.

But, I doubt the latter option is appropriate for many accountants.

A great book on the options available is The Smarter Working Manifesto – When, where and how do you work best?’.

This is perhaps more relevant to helping clients appreciate the options and consequences than for smaller accountancy practices. In addition, there are some accountants who would like to be sufficiently aware of the options to be able to raise them with relevant clients.

Home working suits some people but it’s not right or possible for all businesses. Often, it just isn’t a practical option due to space constraints.

The dramatic increase in the number of computer programmes and software that can be accessed remotely is another reason why this third approach of flexible working can be so appealing. You have the option whether to rely on your laptop, tablet or smartphone or to use a third party computer to access your programmes and client data in the cloud.

A recent report by CBRE outlines their vision for a new system of places that support work. They call this idea the WorkShop and the report calls for a network of locations to rent by the hour.

The report also highlights NearDesk as one of the global leaders in providing such facilities.

I spoke with Tom Ball, chief executive of NearDesk, about the increased use of co-working spaces. He suggests that working flexibly in a third space can help reduce costs and increase business.

People who operate in co-working spaces tend to get to know others with whom they share office space. Often, they have challenges or problems that require professional input. If an accountant, bookkeeper or tax specialist is on site they will often be the first port of call.  The business owner will typically try to get an answer to their issue and also weigh up whether the specialist is someone who could help them longer term.

This sounds like a form of concentrated networking to me and it may appeal to some accountants who struggle with the more conventional approach. Equally, there will be others who will not like the idea of being interrupted or of potentially being expected to give free advice. These are both issues you can address in real time if they occur in practice.

According to Ball, there are many examples of people finding new suppliers within their co-working space, simply because they were sitting one or two tables away and were willing to have a conversation when the need arose.

I asked Ball whether many accountants were using NearDesk. He confirmed that they were. Some base themselves in a NearDesk facility one or two days a week.

Others use the facilities only when they are out of (their usual) town. And some encourage employees to use the facilities when they visit clients away from their normal base. This reduces the amount of unproductive travel time on such days.

On why anyone who likes working at home would use a co-working space, Ball said many people who do work from home find it quite lonely - although perhaps many accountants like it that way. 

Equally, while we may have no desire to go to our office, we might enjoy going to an office; possibly even to different offices on different days dependent on which clients we need to meet with. Ball said that sometimes, it is simply a question of working in different places to get different things done.

Ball recognises that coffee shops are also part of the mix especially between meetings when you can use the Wi-Fi to clear a few emails. He also noted that hotel lobbies are great for meeting some clients, especially those who would feel uncomfortable meeting their accountant in a coffee shop.

Again, you can stay in some hotel lobbies before, between and after meetings, working on your smartphone, tablet or laptop.

When you have good chunk of work to get done however, Ball pointed out that a coffee shop is not always the most productive place. It also probably doesn’t feel right to have files and papers on the table in such a public place.

Co-working spaces or workhubs can also be useful places for accountants to base themselves when visiting clients who are located some way from home or the office.

As Ball said, its horses for courses. Flexible working is just that - an additional option for those who want it.  I think it could also be a useful facility for start-up firms who could base themselves in work hubs or co-working spaces where there are other entrepreneurial start-ups who may not yet have engaged an accountant.

What I especially like about NearDesk is that it operates just like the Oyster cards we use on the London Transport Network. Users can touch in and touch out and are charged only for the time they spend on site. Effectively, you can rent desk space by the hour and there are hundreds of NearDesk locations around the UK.

Other providers of flexible working solutions that might appeal to accountants and their clients include:

  • Regus: Virtual offices, meeting rooms and business lounges
  • CoWorking London: A directory of co-working space in London (there are similar lists online for other cities)
  • Work hubs: A directory of work hubs around the UK

What has been your experience of flexible working in this context?

Mark Lee is consultant practice editor of AccountingWEB.co.uk. As a speaker and mentor his focus is on helping accountants to become more successful. He also facilitates The Inner Circle group for accountants and is chairman of the Tax Advice Network of independent tax specialists who provide support to smaller practices

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By Petra@Microsoft Small Business
23rd Mar 2015 10:37

Use of technology

I think its also important to consider how technology can facilitate this... Skype for Business instead of face to face meetings, having access to all of your documents and data while you are on the move and security considerations when you're carrying all that information around with you - eg: secure passwords etc on phone/tablet in case its lost or stolen.

Petra (Microsoft)

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By johnjenkins
23rd Mar 2015 15:50

During August

I'm somewhere round the med in our Motorhome. There are a couple of accounts I have to do. So we use Mycloud, which is a glorified USB stick. I e-mail client to sort out problems and job done.

Even if I'm away for a week I can still sort out problems.

The only thing that is wrong, is that a holiday is supposed to be just that and not an extension of working hours.

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By johnjenkins
24th Mar 2015 09:15

I like the

idea of NearDesk but I'm not sure if it's for Accountants. Working breakfasts in hotels etc. seem much more convivial. 

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By tomhorigan
25th Mar 2015 08:59

Business Hubs

In Buckinghamshire there are a number of business hubs run by BBF (Buckinghamshire Business First). They are free to use for BBF and IoD members and provide excellent meeting rooms for members. 

No doubt there are similar organisations around the country offering free or reduced rate spaces to work and meet - possibly even LEPs (Local Enterprise Partnerships).

 

 

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