Having a flow of tasks in accounting is a basic requirement for the proper functioning of an office. This is because the accounting routine involves delicate issues that are directly linked to the legality and compliance of its customers. In this context, creating a flow of tasks is a way to ensure that office activities are done exactly as they should be: fluidly, error-free and bottleneck-free. However, despite this being the ideal world, offices are not always able to create an adequate flow of tasks that meets the needs of their routines. This ends up jeopardizing the teams’ daily lives, causing a lot of time to be wasted organizing information and documents.
So, if you want to create an optimized task flow that really collaborates with your office routine, keep reading this post!
How important is a good flow of tasks in accounting ?
Due to the intuitive understanding of the term, the flow of tasks in accounting allows for a fluid view of the whole. This provides fundamental clarity for optimizing an office’s activities. And the bureaucratic and meticulous nature of accounting activity requires this view! Keep in mind that the more complex and detailed a task, the more it is subject to operational risk.
Some of these risks are, for example:
- skipped steps;
- missed deadlines;
- difficulty in ascertaining information;
- misuse of time.
- lost documents
Thus, being able to see everything that involves the accounting routine as clearly as possible and, from there, diagnosing the difficulties or points where there is more possibility of risk is a unique opportunity to deal with problems and manage to optimize all processes . In this context, therefore, the firm gains in:
- reliability of your information;
- better use of your assets — including people and resources;
- opportunity to embrace new challenges;
- efficiency in time management.
How to optimize the flow of tasks in accounting ?
As I mentioned, the organization and optimization of the flow of tasks in accounting deserves extra attention, after all, in this area, if a task is not delivered on time or as it should, it can result in fines. So, making this flow assertive, in addition to avoiding problems like this, also makes the organization more efficient, with an increase in team productivity and an improvement in the quality of deliveries.
Let’s take a step-by-step look at the actions that can help you optimize this flow:
1- Map the tasks
The first step is to map the activities and processes of your office, which is nothing more than designing the flow of internal tasks in your accounting company. This practice helps to identify all the actions of the office and to have a more fluid and aware view of everything that is happening in each sector.
For that, you can draw the path that each process takes and classify each one according to its complexity. A good option is also to categorize them by color, according to their complexity. For example, the payroll process can be classified as red as it requires attention to the deadline.
To make a simple analogy, mapping tasks is like having an open map on your desk. It is possible to demarcate all routes, which are the processes involved in each of its demands. In this way, it is possible to see more clearly the essential activities of the office, those that add more value and those that generate non-compliance, bottlenecks and delays in deliveries.
2- Rearrange if necessary
Looking at everyday activities in this more visual way, you can find overworked employees and possibly others who are idle. To keep job flow optimizing in accounting, try to redistribute workloads across the department. This way, you make everyone’s routine more balanced and assertive. All of this is important for teamwork to flow and for the office to reach a new level of efficiency.
Some examples of actions that can be taken to reorganize your processes are:
- determine the responsibilities and roles according to the abilities of each employee;
- logically sequence the workflow, providing more efficiency and less idleness;
- set deadlines with greater flexibility;
- create priorities and define which tasks are urgent.
3- Pay attention to internal communication
Good internal communication tends to be an efficient strategy and a great aid for organizing the flow of tasks in accounting. Even more when there are processes that go through several departments, this is the easiest way to collaborate. That’s why it’s important that you promote easy ways for all employees to communicate assertively.
Using only a corporate email tends to limit this communication a bit, so try to opt for more interactive alternatives such as:
Ideally, choose one, and center it. In this way, its employees could communicate much more quickly and effectively and, as a result, optimize the delivery of activities, without losing quality.
3- Have a good channel to share information
Another way to optimize the flow of tasks in accounting , which also has a lot to do with communication, is effective information sharing. Some offices even use an internal network to organize their client information, important documents, financial analyses, lists, etc. These files are used in different processes and departments. For this reason, keeping them on an internal network can cause problems, especially when more than one employee needs to access the same document, or in cases where some kind of permission is required. This delays the fulfillment of activities and takes away the employee’s autonomy.
To make this process more streamlined, opt for a cloud channel to share and save this information. So departments can use it simultaneously and anywhere.
4- Eliminate as many bottlenecks as possible
Bottlenecks are obstacles that, as mentioned above, make the flow of tasks in accounting more bureaucratic, directly impacting the performance of its employees. Some examples are: manual processes, excessive time spent searching for documents, lack of autonomy, among others.
To identify these bottlenecks, you will need:
- the feedbacks, both of their employees, such as those who are indirectly affected by their work;
- access to as much information as possible — including index of customer complaints, frequent errors, etc;
- from the total view of how tasks are performed on a day-to-day basis.
Talk to your employees, identify points of improvement in their work routines and ask for suggestions to solve them. When you eliminate bottlenecks, the job flow in accounting will go as planned.
5- Have an optimized management system
Optimizing the flow of tasks in accounting is not easy, in a manual and decentralized way, so it can end up undermining the purpose of this action. So, as a last tip, I leave the most important: have a good accounting management system. Thus, you save time, keep information centralized, avoid mistakes and put all the tips in this article into practice at once.
In addition, a management system focused on the accounting market, such as Withprocess, for example, can make this process even more personalized. That’s because Withprocess already has some tasks parameterized in the system, saving you even more time. Withprocess also helps to bring more economy, security and agility to the office, helping in several ways with resources such as:
- Intelligent task distribution;
- Automation of efforts that do not require strategic expertise;
- Support in planned people management;
- Omnichannel Communication;
- Cloud archiving;
- Generation of indicators for a more analytical and conscious vision;
- Integration between departments;
- Different management levels with complete dashboards;
- Between others.
This shows that a complete accounting management system like Withprocess optimizes your office’s task flow in an adequate way, because it knows the pains and needs of this market and was created exclusively to meet them.Accounting workflow management softwareAccounting workflow softwareClient management software for accountantsWorkflow software for accountants