We shall discuss How we can continue providing our professional service to our client in lock-down 2020
I personally found lock-down a perfect stage for starting E Practice for offices of Chartered Accountants in India.
In this article I'll try to discuss, how we can provide our routine or special professional service through web in the lock-down period.
1- Database/File Storage:
We can upload client-related databases and required documents on "cloud-based storage application" like Google Drive, One Drive etc. We can synchronize our server computer's database with these cloud storage applications.
This will help us to access database and related information of client anytime anywhere and server computer's database shall also be updated as and when we add/modify/delete items in database on cloud based application.
2- Joint Working/Collaborations:
Google Office Product and MS Office Products (like Word or Sheets etc) enables users to work jointly on a particulars word or sheet file with proper access control too anytime anywhere.
3- Documents Collections and Reports sharing with Clients:
Traditionally we use email accounts to exchange documents, reports and other information.
In New era, we generally exchange information or reports through new mode like;
- Google Form
- Folder Sharing With Client through email or mobile number
- Messenger Application like Whatsapp or Telegram
4- Meeting with Team/Partners/ Employees etc
We can discuss projects etc with our office team through various “Office Oriented Video Calling Applications” like Zoom, Skype, etc which not only provide video calling facilities but also other facilities like Chating among participants, Meeting Recording, Drawing, Access Control, etc.
5- Meeting with Clients:
Above discussed application basically designed for office-related video conference, We can interact with clients through a generally installed mobile applications like Whatsapp, Google Hangout, Facebook, Instagram etc.
6- Data Processing Software:
We generally use System based accounting and Taxation related software. Alternatively we can use cloud-based software for filing returns or preparation of various reports in our routine practice. By using Cloud-based software we can provide service more efficiently from anytime anywhere.
In the GST era we all are observing good software that works better on cloud.
7- Signature and Approvals:
Instead of physically approving the reports we can use Digital Signature and Encryption concept for approving and sharing reports and other documents with clients and authorities.
This will not only reduce the threat of "signature-misuse" but also enable authorities and client to verify the signature technically.
8- Other Activities:
1- Work Assignment: We can instantly allot our employees various works through various messenger application or technology like Google forms.
2- Banking: Acceptance of payment through UPIs, E-Wallets and Use of Internet banking may help us to collect and pay amounts easily
3- Information broadcasting to Clients: Reminding due dates or circulating various information to clients is also a crucial aspect of a prospective office of chartered accountants. We can create various groups or broadcasting lists in commonly used messenger application and can circulate the information easily.
Technology is a never-ending process, I tried to discuss how we can manage office's routine work for small and medium in lock-down period however it can be applied in general days also.
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