Ok, maybe not real ‘commandments’ and maybe they are relevant to a wider audience than sole practitioners. Either way I hope you’ll nod as you look through the list. I suggest you aim to pick out one or two where you know you could do better. And then focus on what you could do to improve your client service in this regard over the next few days, weeks and months.
Could I also encourage you please to complete a quick survey (just 2 questions) re the key issues facing sole practitioners? See here>>>
1. Ask good questions: You need to identify and anticipate your client’s needs. Some clients may just tell you everything they think you want to know. But some need to be encouraged and many clients won’t know what’s important and relevant until you ask them to take about specific issues. You are the expert so you should know what additional information you need to give valuable advice. Do you get to the nub of the issue to find your client’s underlying issues, concerns and worries?
2. Listen attentively: It’s all too easy to assume that one client’s situation and needs are the same as ‘all the others’ with a similar background. Even if that turns out to be the case, the fact that you listened to them will form a stronger bond, give them more confidence in your advice and increase the prospect they will speak positively about you – leading to more referrals and recommendations. Do you KNOW, as regards each client, what are their 3 most important concerns?
3. Make clients feel special: Smile when you meet with them. Be careful to only make promises you know you can keep. Be sincere. Only ever under-promise and then over-deliver. Give them more than they expect (as long as they will value the extras). Be respectful of clients’ time. Resolve their problems as quickly as possible and keep them informed of your progress (or lack of it). Every client interaction is an opportunity to show you care and to provide outstanding service. Deliver a solution that meets or even exceeds a client’s expectations and you’ll strengthen your relationship with that client.
4. Avoid jargon: Remember that clients don’t generally use the same acronyms and abbreviations as accountants. They may feel daft not understanding what you’re talking about and just nod quietly. Speak to clients using language they understand. Communicate to be understood, not to impress. Are you even aware of how often you use terms and jargon that clients may not follow? Clients hate it. Most people do, which is why I didn’t simply say: DUTMA.
(DUTMA = Don’t Use Too Many Acronyms!)
5. Bill promptly and fairly: With the possible exception of your smallest clients, you and your clients will benefit from regular billings across the year. ‘Prompt’ billings means around the time you provided the service and in line with your terms of business/engagement. ‘Fairly means, fair to YOU as well as fair to your clients. If your fee is going to be higher than they might have expected, you should DISCUSS this with them before sending out the fee note and chasing payment.
6. Apologise promptly: None of us is perfect. When something goes wrong, be honest about it and apologise. Suggest how you might make amends and seek your client’s feedback as to what they want. Clients rarely swap accountants simply because of a mistake or two. The client service failing comes when your client perceives that you don’t care enough. Make it simple for clients to let you know if they have a problem. Make it clear that you value their complaints. Better they should let you know than tell other people! It also gives you an opportunity to improve. Even if customers are having a bad day, go out of your way to make them feel comfortable The client isn’t always right but they like to feel as though they have won – even when they are wrong.
7. Make it easy to do business with you: You don’t need to be available 24 hours a day. But you do need to be easy to contact. If you’re often out and about, consider a telephone answering service so that a real person takes messages. Consider an online diary scheduling service to allow clients to book meetings with you at mutually convenient times. I use calendly – but there are many other options. These facilities can make your life easier whilst also removing the frustration that follows when a client cannot easily reach you.
8. Focus on solutions vs problems: Clients don’t ‘really’ buy an accountant’s services. What they are really buying are good feelings and solutions to their problems. The more you can talk in terms of providing solutions to their problems, the more they will appreciate what you are doing for them and what you can do for them.
9. Admit what you don’t know: You are rarely doing clients a favour if you pretend to have more knowledge and experience than you do. Clients will rely on you more if they know they can trust you to be honest with them.
10. Seek regular feedback: If you are serious about wanting to provide great client service, you will only know if you seek feedback from your clients. How do you do this? Casually or in an organised way that adds to your credibility? The best method invites constructive criticism, comments, and suggestions.
If you are a sole practitioner, do please complete this quick survey (just 2 questions) re the key issues you are facing.