5 Tips to Improve Productivity and Increase the Value of Your Practice

Rita Keller, in her recent blog Surroundings Really Do Matter, asks the question "do people perform better work in a neat, clean, organized environment than they do in an environment of disorder?" She lists points to ponder that relate to staff and management issues, such as how cluttered offices hinder the working environment with loss of productivity and ultimately increased stress. It is interesting because we often have to address this in the sale of a practice.

Many years ago I went to meet a prospective seller of a CPA practice. His entire office was a disorganized mess. From dust and cobwebs to piles and piles of files and other paperwork. I recommended that he really ought to clean and organize the office before we have a buyer come to meet with him . After several weeks of preparation he told me he was ready. So I set up a meeting with a prospective buyer. After the meeting the buyer said, "John, I would need to spend $50,000 just to get that place organized."

Whether we are working with a firm who is looking to grow or a client who is looking to sell his or her firm one of our main concerns is the office condition. Remember, there is only one chance to make a first impression to any prospective client or buyer of the firm.

Here are a few quick tips you might be able to use.

Use some type of a contact management system.
Establish a routine for incoming mail.
Keep your desktop and workspaces available for actual work. One former client had a one file out at a time policy that each person in the office followed.
Consider a file system utilizing less paper (or better yet paperless). You can start by scanning your current year files.
Schedule a few minutes each day for planning, clean up and organizing.

For more ideas take a look a Rita’s blog.

← Is This Your Last Tax Season?

Does Your Web Site Differentiate You From Your Competition? →

Comments

Jeff Hass, on Mar 3, 2010:

I would suggest recommending professional attire for all Professionals and Staff and a clean and organized area outside the person’s work office. This would present well with buyers and clients that the buyer would want to present a good image in continuity.

John Ezell, on Mar 3, 2010:

Excellent comment. Thanks Jeff.

Tom Bosley, on Mar 4, 2010:

I fully concur. I am a bit of a neat nick and it really pays off for me. Very organized, clean, and neat. Its the only way I can work in this profession. I believe I need to be as fully organized as possible so I can better deal with the chaos and disorganization we face in our daily work lives.

John Dillinger, on Mar 8, 2010:

Great blog post, a pristine office, like a library, creates an efficient work environment.

In contrast, too sterile an environment could be stressful in an old fashioned firm that bills by the hour.

Best, John Dillinger

John Ezell, on Mar 9, 2010:

Thanks for your comments, John and Tom.

Brian J. Costa, on Mar 16, 2010:

I believe that your firms image should be a reflection of your personality and work habits. The clients that you attract and retain are typically also a refelction of your image and work ethic; whether it be casual, business casual, professional or organized clutter and chaos.

Deborah McFarland, E.A., on Apr 23, 2010:

Organization is VERY important but as for dress attire, you need to know your niche. 90% or more of my clients are artists, actors, musicians, and “creative” types. They come to me because they feel comfortable with my artsy office and casual attire, in the middle of a film shoot, or covered in sculture clay. They feel that I am on their side, which of course I am, and not working for “the man.” They tell me things I need to know to do a good job for them and ask questions without feeling intimidated. Not everyone likes suits. I have more business than I can service. This is West Los Angeles and a lot of these folks are quite successful in their creative businesses and need professional level accounting and tax work, but want someone they see as on their level of understanding.

John Ezell, on Apr 26, 2010:

Deborah, excellent comment. Thanks!