The document discusses a seminar on practice management led by CA Dhaval Paun, focusing on improving client service workflows for chartered accountants. It highlights the inefficiencies of unstructured workflows and presents strategies for optimized time allocation through structured processes, technology integration, and effective communication management. The document also emphasizes the benefits of ideal time allocation, such as enhanced professional opportunities and the ability to adapt to changing technologies.

1. “If you are
doing it
MORE THAN
ONCE,
You are doing
it in a
WRONG WAY”
Seminar on “Practice Management”
CA Dhaval Paun
B.Com, FCA, DISA, FAFD(cert.), CFE
27th June 2020
Kozhikode Branch of SIRC of ICAI

2. Current Time Allocation of a CA
Client Service Rendering

3. Examples of Unstructured Workflow
 All Tasks-
 Team Leave Application
 Client Communication
 Strategic Business Decisions
 Marketing Emails and Newsletters
Land in single UNDIFFERENCIATED Inbox
 Work Files getting exchanged in Emails back and forth.
 Client and Team Communication on Whatsapp
 Unscheduled Meeting and calls from Clients
 Training Teams repetitively on Same tasks
These fragments ATTENTION, leaving only small stretches left,
To take Strategic DECISIONS.

4. Ideal Attention Allocation for a CA
Client Service Rendering Structure Workflow Learning & Teaching

5. Examples of Structure Workflow
 Setting up of Processes
 Training the Staff
 Educating Clients on Scheduled Meeting and Call
 Checklist Creation
 Automated Calculator Creation
Basically implementing Systems, Processes and Technology,
To achieve minimum time involvement by CA Partners/Proprietors
In Client Service Rendering.

6. Examples of Better Workflow Strategies
 Batch Processing of Emails and Whatsapp
 Team Communication NOT on Emails and Whatsapp
 No Exchange of Files on Email
 CRM / Ticketing System to Manage Client Requests
 Role Based Email Addresses (even if one person is handling everything)
 Project Management Tools
 Information Management
 System which emphasis on doing the stuff NOW

7. Examples of Learning/Teaching
 Upgrading Skills to enter new Practice Area and Render Higher Level Services
 Creating Online Presence with
 LinkedIn Discussion Participation
 Quora QnA
 Writing Blog Articles on your Own Website or Medium.com
 Creating Knowledge Sharing Videos on Youtube on your expertise
 Writing a Book

8. Benefits of Ideal Time Allocation
 Being Relevant in Fast-Changing Technology Time,
 Create Online Presence,
 Attract New and Better Professional Opportunity,
 Higher Level of Fees for the same Professional Efforts,
 Start thinking Deeply,
 Applying your skills at a Higher Level,
 Able to indulge in newer and better Professional Opportunity

9. https://resource.cdn.icai.org/
47921daab37895dcmm.pdf

10. https://resource.cdn.icai.org/57964daaa
b47265.pdf

11. Case Study – Better Workflow – US Law Firm – BULK CASES
Mass Arrests of Protesters – “Black Lives Matter”
Ticketing Tool/CRM enables Followup, Visually able to track status, allot work and monitor each case.
Next Steps – Retainer Agreement (Auto Emailed) from Ticketing Tool/CRM……..
Email Creates a Ticketing Tool/CRM
Add-On to Email PDF version of Response along with Uploaded File Google Drive Link
IFTTT to Save the Response PDF in Google Drive
Google Form with File Upload Question (uploaded to Google Drive)
FACT SHEET PDF Form Filled up and Scan copy to upload with Other Evidences in Dropbox File Request Link

15. Features of a Productivity Tool
 Cloud Based
 Sync to Multiple Devices
 Integrate with other Apps
 Team Collaboration
 Adaptable to match our Need
 Free of Cost/Cost Effective If you opt to upgrade
 Easily integrated in your Workflow

16. INFORMATION
MANAGEMENT

20. Benefits of IFTTT
 Helps your Apps and Devices Work Together
 Number of Ready-to-use Applets to automate the process totally or
converts the process into one click.
 For Example, To save a receipt on Evernote,
 Open Camera; Take Photo; Go to Gallery; Share the Photo to
Evernote.
 With correct IFTTT Applet, you can directly save receipts to
Evernote in one click
 Other Example of Applet, It automatically saves starred emails in
Evernote, if you have that Applet
 One other Example of Applet, It save all your new iOS contacts to a
Google Spreadsheet.
 Most Powerful Applet is “Add to a Note in Evernote”, with this
turned on and a widget activated on your mobile devices, you can
externalize your ideas, thoughts and To-dos in a single note in
Evernote with Date and Time stamp with a single click.

21. Examples of IFTTT Applets

23. TASK
MANAGEMENT

27. FILES
MANAGEMENT

28. Basic Files Management
 Build a Folder Structure
 Devise a Good File Naming Strategy
 Optimize with Metadata
 File as You Go
 Cloud Based Storage Like Dropbox or Google Drive

29. SERVICE
MANAGEMENT

31. EMAIL
MANAGEMENT

32. Basic Email Management
 Outlook vs Browser-based Access
 Rename Emails adding keywords to assist searching
 CLEAR your Inbox, don’t check it!
 Do; Waiting On; Achieve(Information); Delete (become ruthless)
 Create “Quick Steps” Macro in Outlook
 Unsubscribe from Unwanted mail services
 Read Receipts Tracking with Chrome Extension Streak

34. COMMUNICATION
MANAGEMENT

36. MISC
MANAGEMENT

42. System Image

43. Q & A

44. CA Dhaval Paun
B.Com, FCA, DISA, CFE
+91 95 3770 3880
dhavalpaun@gmail.com