Episode 79: Spotting & Solving Your Business’s Core Issues for Bookkeepers & Accountants
Heads up: I use affiliate links for my fave products. If you click and purchase, I may receive a small commission at no extra cost to you.
Conquering Workflows & Systems for Bookkeepers & Accountants podcast with Alyssa Lang, founder of Workflow Queen and Magnetic Bookkeeping & Consulting. Episode topic: Spotting & Solving Your Business’s Core Issues for Bookkeepers & Accountants
In this solo episode, Alyssa Lang covers … the unexpected challenges and responsibilities that come with being a bookkeeper and accountant, common mistakes she sees in the industry and how to solve your biggest problem in the business.
In this episode you’ll hear:
How to identify core system issues and where to begin when improving systems
Why focusing on one core process for significant progress is more effective than tackling everything at once
Common mistakes bookkeepers and accountants make with their system and how to avoid this
What steps to take to identify and fix your biggest issues
Resources mentioned in this episode:
🧡 Sign up our FREE The POWER to Breakthrough Bootcamp: www.workflowqueen.com/bootcamp *Bootcamp dates: August 19th - August 23rd
Listen to the Full Episode here 👇🏼
🎧 Listen on iTunes ⇨ Click here
🎧 Listen on Spotify ⇨ Click here
🎧 Chose another listening platform ⇨ Click here
Are you tired of constantly putting out fires in your bookkeeping business? Feeling overwhelmed by scattered information, inconsistent client experiences, and the never-ending task of managing every little detail? You’re not alone. In our latest podcast episode, we dive deep into what we like to call “world-class systems”—the key to transforming your business from chaotic to controlled.
I get it. As a fellow business owner, I’ve been there too. Just a few months ago, I found myself in a funk, unable to muster the motivation to push forward. I was drained, feeling like I was constantly working without seeing the progress I wanted. But here’s the thing—my systems had my back. Even when I wasn’t fully present, my business kept running smoothly. My team got paid, our clients were taken care of, and I could step back and recharge. That’s the magic of having the right systems in place!
In this blog post, we’ll explore what world-class systems really mean, the common mistakes many of us make, and how you can start building systems that work for you—even when life throws you a curveball.
What Are World-Class Systems?
When you hear the word “systems,” you might immediately think of software and tech tools. But world-class systems go beyond that. They’re the combination of people, processes, and tools that keep your business running smoothly, even when you’re not in the driver’s seat.
Think of systems as the backbone of your business. They make sure that everything from client onboarding to daily operations happens seamlessly. And the best part? These systems don’t have to be complicated. In fact, simplicity is often the key to making them happen.
How to Identify Core System Issues and Where to Begin
Before you can fix anything, you need to know what’s broken. The first step in improving your systems is identifying which area of your business is causing the most friction.
I like to break this down into four key quadrants:
Sales and Marketing
Client Systems
Operation Systems
Team Systems
Start by asking yourself which of these areas feels the most chaotic or where you’re experiencing the most consistent issues. Are you struggling to onboard new clients smoothly? Is your team constantly coming to you with questions because processes aren’t clear? Identifying the problem area is the first step toward making meaningful progress.
Once you’ve identified the core system that needs attention, drill down to the specific process that’s causing the most pain. For example, if your Client Systems are a mess, maybe your onboarding process is the root of the problem. This is where you should focus your energy.
Why Focusing on One Core Process is Key to Progress
It’s tempting to try and fix everything at once, but that approach usually leads to burnout and half-finished projects. Instead, I recommend focusing on one core process at a time. By dedicating your efforts to perfecting a single process, you’re more likely to see significant progress and long-term results.
For instance, let’s say you decide to focus on improving your client onboarding process. Spend the next quarter (yes, three whole months!) refining this process. Map it out, document every step, and test it repeatedly until it’s running smoothly. Once you’ve nailed it, you’ll not only have a streamlined onboarding process but also a template for improving other processes in your business.
Common Mistakes Bookkeepers and Accountants Make—and How to Avoid Them
Let’s be real—setting up systems in your business can feel overwhelming. It’s easy to fall into the trap of thinking that the latest software will solve all your problems. I’ve been there, too. I remember hopping from one project management tool to another, convinced that this next one would be the solution to all my issues. Spoiler alert: it wasn’t. The problem wasn’t the software; it was that I hadn’t nailed down the processes that the software was supposed to support.
Here are some common mistakes that might sound familiar:
• Constantly Switching Software: Chasing the next shiny object might seem like a quick fix, but it often leads to more chaos. Instead, focus on perfecting your processes first. Tools like Asana or Notion are fantastic, but they’re only as good as the systems you’ve built around them.
• Overcomplicating Everything: It’s easy to get lost in the details, creating overly complex systems that are hard to manage. The truth is, business systems should be simple and efficient. The simpler they are, the easier they’ll be to maintain—and to delegate.
• Relying Too Much on Tech: While tech can streamline your work, don’t rely on it entirely. Always make sure you have a manual process in place, so if a tool fails, your business doesn’t come to a grinding halt.
Steps to Identify and Fix Your Biggest Issues
Once you’ve pinpointed the core process that needs attention, it’s time to get to work.
Here’s a step-by-step approach to help you tackle your biggest issues:
Identify the Core System Needing Attention: Choose one of the four quadrants—Sales and Marketing, Client, Operation, or Team Systems—and decide which needs the most immediate attention.
Focus on One Core Process: Within that quadrant, pick one process that’s causing the most headaches. For example, if you chose Client Systems, you might start with your onboarding process.
Plan to Work on It for a Quarter: Dedicate the next three months to refining this process. It might seem like a long time, but the goal is to create a system that works flawlessly, so you won’t have to keep revisiting it.
Process Map and Document: Use tools like Miro or even sticky notes to map out each step of the process visually. Once mapped, document the steps in detail, making sure your team can follow them without needing your input.
Manual Execution First: Before automating, manually execute the process. This helps you identify any gaps or inefficiencies that need to be addressed.
Identify Areas for Automation: Once the manual process is running smoothly, look for opportunities to automate. Tools like Zapier can be invaluable here, but only once you’re confident the manual process works.
Test and Refine: Finally, test the new system thoroughly. Every time you onboard a new client or hire a new team member, take note of what’s working and what’s not, and make adjustments as needed.
Tools and Resources to Support Your Systems
The right tools can make all the difference when it comes to implementing and maintaining your systems. Here are a few that we love:
• Alyssa’s Tech Stack at Magnetic Bookkeeping: Discover the exact tools that keep our business running smoothly, from client management to internal processes.
• Content Snare: Streamline client communication by gathering all necessary information in one place.
• Loom: Record quick videos to explain processes or provide feedback, saving you from endless email chains.
• Tango and Scribe How: These tools help you create step-by-step guides with screenshots, perfect for documenting SOPs.
• Notion: A versatile tool for managing everything from client information to team tasks.
• Breakthrough for Bookkeepers & Accountants: If you need more in-depth support, this program provides all the resources you need to build and refine your systems.
• Workflows in a Weekend for Bookkeepers & Accountants: A quicker option to get your systems up and running in just a weekend.
• Elevate by Serena Shoup: For those looking to take their business to the next level, this program focuses on elevating your systems and processes.
Sign up for our FREE The POWER to Breakthrough Bootcamp: Join us from August 19th - August 23rd for an immersive experience where we’ll dive deep into systematizing your business with hands-on support. Sign up here.
Becoming a Removable CEO
The ultimate goal of building world-class systems is to become what I call a “Removable CEO.” This means creating a business that runs smoothly without you needing to be involved in every single detail. It’s about achieving that work-life balance we all strive for—being able to step away, take that unplugged vacation, and trust that your business will keep running smoothly.
Remember, it’s not about perfection. It’s about progress. Start small, focus on one area at a time, and you’ll be amazed at how much you can accomplish.
If you’re ready to dive deeper into this topic and want more hands-on guidance, join us for our upcoming Power to Break Through Bootcamp. It’s completely free and packed with actionable tips and strategies to help you build the systems your business needs!
I can’t wait to see you there and hear about the transformations you’ll make in your business!
Thanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me, @workflowqueen For more information about the Conquering Workflows & Systems for Bookkeepers & Accountants Podcast or interest in our programs or mentoring visit our resources below:
Visit our website: workflowqueen.com
Follow the Blog: workflowqueen.com/blog
Connect on LinkedIn: linkedin.com/in/alyssa-lang-wq
Connect on Instagram: instagram.com/workflowqueen
Connect on Facebook: facebook.com/workflowqueen
Podcast Publishing Tools we use:
Podcast Editing: Ian Gilliam: iangilliam.com
