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Once you’ve made the decision to outsource some of your day-to-day requirements as an accountant, and signed up with an agency, you might be expecting to reap the many rewards of this, right from the get-go. However, if you haven’t invested any time and energy towards communicating effectively with your outsourced provider, this may not happen as soon as you would like, if at all.
To help you get the most from outsourcing CPA work, here are 4 tips for achieving effective communication with your chosen provider:
1. Establish your expectations
One of the first steps you should undertake when beginning work with an outsourced accounting or bookkeeping provider, is to define your expectations and communicate them clearly. You must set out the scope of work required, deliverables, quality standards and timelines, and ensure that these are understood.
You should also use key performance indicators (KPIs) and service level agreements (SLAs) to gauge the outsourced agencies level of performance. These measures must be clearly outlined and communicated so that the provider can ensure they’re in alignment with them, and make themselves accountable for the services they’re providing you with.
Nothing spells disaster more clearly for the relationship between a CPA firm and their outsourced partner, than misaligned expectations, so be sure to set clear expectations so that both parties can work towards common goals.
2. Use technology to communicate with
With the help of email, video conference calls, and other communication tools such as project management platforms, you can facilitate seamless collaboration and keep information accurate and streamlined. Just be sure to thoroughly evaluate whatever communication platform you choose, for such factors as ease of use, security, and availability.
Accounting software and platforms that are cloud-based, can also be used to enhance the efficiency of data and financial document sharing.
3. Maintain regular communication
Keeping in touch with your outsourced partner is absolutely imperative if you’re to enjoy an effective relationship with them, and many companies find it helpful to create a calendar of communications, in which regular check-ins, updates, and progress reviews can be scheduled. Ideally, you should identify one primary point of contact within the company, to avoid any confusion or miscommunication at any time. Naturally, the chosen individual must be in a position of responsibility, and be capable of articulating themselves clearly, and professionally.
4. Address potential challenges immediately
Nobody ever said that outsourcing would always be smooth sailing, and it’s inevitable that from time-to-time, challenges will occur between both parties. While not every challenge can be anticipated, should something occur that does present a challenge, it’s really important to tackle it as soon as possible, and take steps to ensure that it doesn’t happen again.
One challenge that may arise between parties is that of differing cultures, so if necessary, take the time to learn more about your outsourced provider and their home country, such as India. You should also be prepared for challenges that may arise due to time zone disparities; although often, particularly between the US and India, time zone differences can be advantageous.
The only way to guarantee a successful and productive relationship between your outsourced bookkeeping provider and you, is to work on communicating effectively. Once you’ve established this by following the 4 simple steps above, you can look forward to a fruitful relationship with the potential to last for many years.
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