It’s Self-Assessment season! Are you going to let this one fall into chaos or have you got the right systems and processes in place already?
A massive consideration for all of you should be client communication.
Without having a solid line of communication with your clients you risk late submissions, frantic data gathering, and last-minute queries.
Without it, you’ll also struggle to maintain strong client relationships that ensure a steady stream of income into your firm.
Proactive communication
Clients are often juggling multiple priorities and may need reminders about tax deadlines.
They may want checklists and automated reminders to ensure that they don’t miss submissions or risk fines and penalties.
We suggest that you:
· Send regular reminders: Use automated emails or text alerts to gently nudge clients about key dates, such as when to submit documents or approve their returns.
· Break it down into manageable steps: Simplify the process for your clients by providing checklists or guides on what they need to prepare. This removes the guesswork and reduces delays.
Remember that communication that’s clear, approachable, and free from jargon can encourage your clients to take action promptly – any confusion just slows the process down.
Leverage technology to streamline data collection
Chasing paperwork and emails can be one of the most time-consuming parts of Self-Assessment season.
Streamlining this process with the right tools makes engagement easier for both you and your clients.
· Create a secure client portal: Platforms like Glasscubes provide a centralised, secure space where clients can upload documents and communicate with you. This eliminates the risks of lost emails and ensures sensitive information is protected.
· Automate data collection: Use tools that allow you to send forms or requests for information directly to clients. Automated reminders can be set for incomplete submissions, ensuring everything is in place well before the deadline.
We suggest you allow your clients to view their progress through your chosen platform.
When clients can input data themselves, it allows you to respond to queries and make updates without unnecessary back-and-forth emails.
Stay on top of last-minute submissions
Despite your best efforts, there will always be clients who leave things to the eleventh hour.
Managing these situations effectively is crucial to avoid bottlenecks.
You should have a clear process in place for handling late submissions, including a way of prioritising urgent tasks and allocating them to team members if needed.
Throughout this, it’s helpful to have checklists so you can quickly review data for errors or missing information without compromising on the quality of your work.
Remember, let your clients know what you can and can’t accommodate if they submit information at the last minute.
This transparency can prevent unnecessary friction later on.
Make engagement easy – and it will happen
The golden rule of client engagement is simplicity.
The easier you make it for clients to understand the process, share information, and respond to your requests, the more likely they are to meet deadlines.
By adopting proactive communication strategies, leveraging the right technology, and preparing for last-minute challenges well in advance, you can reduce the stress of Self-Assessment season but also enhance the overall client experience.
Glasscubes is here to help, offering useful tools that simplify collaboration and streamline data management for accountancy firms.
Want to know how Glasscubes can transform your self-assessment process for 2025? Check out our revolutionary platform today!
