Achieving efficiency in any job demands a specific mindset — one that is shaped by experience and the necessity of the task at hand. My experience comes from installing tile in large department stores, and I urge you to pay attention next time you’re in one; visualize the complexities of that job.

The role of a CPA is fundamentally similar. Instead of laying tile, you manage data, clients and employees through a process that must be executed on schedule. Every unnecessary interaction with data or clients wastes your time and duplicates your efforts. In my observation, a staggering 90% of inefficiencies arise from a mere 10% of the entire process.

In flooring, any instance of handling tiles more than once clearly indicates a problem. So, how do you pinpoint these issues? You need to implement IBM flowcharting templates. This dynamic tool will require multiple iterations to map and define the workflow accurately. Once you establish the current path, you can effectively begin your analysis and drive improvement.

What Do Inefficiencies Look Like?

One of the most significant complaints I hear from my CPA colleagues during tax time is interruptions. Whether the interruption comes from a client or associate, the damage remains: time lost, the process stopped and inefficiency created. How do you eliminate the inefficiency? It can vary depending on the individual doing the analysis, but here are some simple guidelines to follow:

• Eliminate: Client interaction is non-negotiable and must remain a cornerstone of your operation. However, it is imperative to reevaluate processes that may have once been effective but are now outdated. My office has entirely phased out hard copies of client information, eliminating unnecessary paper waste and freeing up valuable space in our filing cabinets. While complete elimination can drive efficiency, not every function, such as paper use, can vanish.
• Change: Embracing change is essential. We have moved away from columnar paper to computer spreadsheets, and technological advancements are revolutionizing every facet of the accounting business. Staying stuck in the past is not an option. Adopting new tools that enhance efficiency and keep you at the forefront of our evolution is essential. Those who fail to adapt will face dire consequences.
• Mitigate: Elimination and change are critical for increasing firm efficiency, but it’s the ability to mitigate challenges that offers the most significant opportunities for improvement. Take interruptions, for example. While you can’t eliminate them or stop being a resource for your team, you can effectively mitigate their impact. Mitigation requires a strategic approach; placing barriers too high can stifle the flow of essential information and disrupt office productivity.

When I tackle projects like this article, I implement two crucial barriers to combat interruptions:

• Connection: Connection is the most straightforward, yet most difficult, barrier to maintain. I turn off my phone’s ringer, shut down my email and lock my door to ensure an environment focused on productivity. It’s time to take control and maximize our efficiency. The concept of threshold enters the process. What would be the threshold where interruption would be warranted? Setting thresholds like interruption may unduly restrict the flow of your firm. The choice of threshold corresponds to your individual preference. I caution you against being too strict with the level you choose.
• Time: For me, the connection has worked well, but time has worked since I began my professional career. As an early riser, I have found that performing essential tasks while others are sleeping offers me the best opportunity for efficiency.