It’s a tough ask to keep track of progress via isolated inboxes when a manager’s view is dictated by updates, CCs and FYIs. How can this make for a coherent team?

Systems have got to exist for the business not to fall apart, but also for the individuals among it. Email was designed to communicate one-on-one, like a letter or a phone call—so how do we justify using it as our primary source of team communication and workflow management?

Operating in inboxes equals operating in silos

Let’s start with capturing information. All accounting communication with team members and clients is a business record. Sales records, operating reports, ledgers—they all require retention for a number of years—from three to infinity. Classifying attachments so they sit within a project puts the brakes on the real task at hand.

Email just doesn’t marry up with the way we work anymore. If your firm hasn’t already, it’s time to consider a central information hub that streamlines historical search and access, making for more complete records. In the event of an enquiry from a client or scrutiny from management, you want to ensure that you won’t lose a beat because of outdated processes.

Don’t rely on FYI

In accounting teams—remote or office based—a manager may not have a clear idea of the situation until they are copied in. If you have to send an email to ask for a status update—in an email—things are getting a little circular.

If you need a second opinion on a client’s email before a direct response, or need to get up to speed on an unfamiliar project—creating new email chains or being copied into a lengthy existing one creates duplication of effort. You want to scroll less, right? A central hub of information is one thing; a system that is adapted to the one-to-many or many-to-one type of conversations we have can organise correspondence, too.

With all pertinent information in a shared space, accountants can make better decisions straight away. Email doesn’t allow this because everything goes to the top of the list and feels like it needs your immediate attention. Also, the majority of emails are sent to one person—but what if that is not the correct person to answer it?

How much partner and manager time is wasted responding to emails that could have been handled by someone else? With context at anyone’s fingertips as they need it, deciding on priorities becomes more straightforward, and smarter responses will result from individuals. Your firm