“5 Steps to Create a Client Planning System that will let you Manage Your Clients on Autopilot”

If you want to eliminate the peaks and valleys in your workload and always know what’s coming up with your clients so that you can plan your time and not have to work unexpected (and long) overtime, then PAY ATTENTION! This article is for you!

Believe it or not, even during busy season, it’s really a rarity that we work overtime. We typically don’t work overtime. If we have to work a Saturday, that’s very rare. The systems we use help us even out the work.

What’s the SECRET?

Client Planning Systems.

Look, I’m just like you…I’ve worked the long hours, the overtime, the Saturdays…I’ve caught things “in the nick of time”…I was starting to HATE my new business.

Implementing this system made work a pleasure once again and gave me the freedom to run the business the way I wanted to run it…rather than having it run me.

What the Client Planning System will do for you and your business…

The Client Planning System allows you to be systematized and structured, and it simplifies things. It will take you out of the details of the work and have you looking at the big picture for your client. 

The other thing it will do is make you a valuable resource to your client. You’re going to be reminding them of things you don’t necessarily do for them. It looks like you are looking out for their best interest, which in fact you are. That goes a long way in a client relationship.

For example, we don’t do property tax returns for any of our clients. It’s something I chose to not get involved with when I started my firm. Property tax returns for Connecticut towns are due November 1.

In September, we remind the client. We ask if they want us to coordinate with their CPA or whoever is going to be doing it. We’re letting the client know this is due. We’re looking out for their best interest. That goes a long way in a client relationship.

I usually do a lot of Client Planning during the 4th Quarter and then update it quarterly. (Actually, I don’t do it myself…I delegate that task. When you have systems in place, you can delegate with confidence and receive excellent results.)

Here is the step-by-step to creating your very own Client Planning System:

STEP 1: Get all important tax compliance dates from the federal and state governments.

STEP 2: Collect a list of Federal holidays – you need to know when banks are closed.

STEP 3: Create profile for each client and update every quarter. (Set aside time to do this. Calendar it or designate a staff member to do this.)

NOTE: This is the most extensive and involved part of the Client Planning System. There are about 15 items. Once created, it is an IMMENSE timesaver and value provider!

STEP 4: Determine day or days to do client processing.

STEP 5: Create Client Calendars – processing, monthly, quarterly, annual and payroll.

Client Planning Systems give you peace of mind, more time – and definitely more freedom. This is what saved me from closing my doors for good…it allowed me to go from “Fed Up” to “Freedom”. It can do the same for you!

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