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How managers can monitor staff with practice management software

3rd Apr 2023
Brought to you by
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Award winning CRM & practice management software

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When you want to provide high quality client service at every touchpoint, it’s crucial that your team are all pulling in the same direction. You need detailed insights to ensure your firm’s efficiency, so nothing falls through the cracks, but equally, you don’t want to come across as a micromanager – it’s a delicate balance.

Fortunately, there are ways you can monitor your team’s productivity without becoming a helicopter boss, making sure deadlines are met and tasks are completed on time. Let’s take a look at how practice management software – specifically Bright’s practice management solution, AccountancyManager – can help you step up your game and supervise with ease.

Search tasks to make sure everyone’s on track 

It can be hard to keep track of your team when they’re juggling different tasks, working different schedules and moving at various paces. As a manager, it’s a lot trying to conduct a cohesive workflow with so many variables at play, but it’s crucial for long-term success. 

With AccountancyManager, you can search any task your team’s working on in just seconds. You can see who the task’s assigned to, its progress, and when the deadline’s due. You can also filter by staff member, manager, client type, service and much more, giving you that clarity over your team’s workload. You can also sort your results by deadline, so the closest deadlines appear at the top of your search. This makes sure your team is getting through what they need to, and lets you quickly identify areas where additional resources may be necessary – benefitting both the firm and your clients. 

Search for completed tasks too 

Whether a client’s come knocking for details, you're undergoing an audit, or just for internal reports, you need to know what your team have and haven’t accomplished – but acquiring all of this data? Nightmare. It’s no good just taking their word for it, you need substantial record keeping so you, your team and your clients are all on the same page.  

AccountancyManager’s got you sorted with this one too by letting you see all your team’s completed tasks. Check which ones were marked as complete before and after deadlines. This means your reports are based on data-driven insights rather than a quick chat in the office. It also helps address any pinch points or bottlenecks in your firm, and where mental health support may be needed. When your staff feel better, they naturally become more efficient, which has a ripple effect on your clients, leading to more positive outcomes. 

Track every task effortlessly 

While having to-do lists on a spreadsheet gets the job done, if you’re serious about observing your team more efficiently, you need a system that provides much deeper levels of insight into their performance. What are their most productive working days? Who carries most of the workload? Are they getting more work done in the mornings than the afternoons? Does productivity fall off a cliff on a Friday? This goes beyond a task list and lets you make much more strategic decisions for your team. Play to their strengths and make their working life happier wherever you can. Perhaps it’s even time to implement an early Friday finish for staff to kick off their weekends.  

If your team uses AccountancyManager’s time tracking tool, you can see just how long each team member spends on their allocated tasks – making it easy for you to gauge their performance. They just have to press the clock icon in a task and the timer starts. Exit it and the timer stops. Simple as that. They sync back to your time logs too. This gives you a more complete picture of where your team spends time, removes any fluff around work and ensures your records are as accurate as possible. 

Warning: While tracking time is great, staff could perceive this new tool as an opportunity for you to spy on them and may feel like you don’t trust them. It’s a good idea to explain to them that this won’t be the case, and how it’s being used to identify areas that can improve their working lives, as well as client services. 

No need to remember deadlines, we’ll do it for you 

We’re all too familiar with the manic and panic of working with tight client deadlines. Clients running into the office on the last week of January with a bunch of receipts? Standard. Pulling your hair out with frustration the day before the deadline? Also, standard. As a manager, you need to stay on top of these deadlines, so your team are ready for the rush that comes with them. Luckily, you can see exactly what deadlines are coming up in AccountancyManager. If you use our Companies House integration, your clients’ compliance deadlines are pulled straight through into the system. This gives you scope to ensure everything stays on track, while avoiding any potential delays or bottlenecks.   

You can see at a glance progress of the tasks and who’s responsible for them. This helps you see what needs to get done pronto to avoid any fiddly issues around due dates. Deadlines are colour coded in AccountancyManager too, so you know which ones need your team’s immediate attention.  

Get 360 visibility of your firm from the dashboard 

AccountancyManager also offers various dashboard widgets that you can see when you first login to the software. There are over 15 different widgets to choose from – from an overview of task deadlines and time logged all the way to recently paid invoices. Widgets are customisable too; tasks can be filtered by service, time periods and users. Having the ability to quickly access this information gives you a clear, instantaneous visual overview of how things are going, without having to sift through a long list of reports and spreadsheets. 

Keeping tabs on your team doesn't have to be difficult with the right tools in place. With AccountancyManager’s robust set of features, managing your team and their workload has never been easier. Book a quick free demo with us today to see the software in action. 

Eleanor vaughey 

 

Written by Eleanor Vaughey | Bright

 

 

 

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