Change might be a constant but that doesn’t make it easy\u2014especially when implementing new technology. In this blog, I’ll discuss the challenges accounting firms face with tech deployments and digital transformation, and share my top tips on how to overcome them.<\/p>\n
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The pace of change in business and technology has never been this fast. It is not slowing down either. Accounting firms understand this better than most. Whether it\u2019s the rise of cloud-based software, legislation like MTD, ESG or cryptocurrency, accounting firms constantly have to adapt and respond to new trends.<\/p>\n
Change might be a constant, but that doesn’t make it easy\u2014especially when implementing new technology.<\/p>\n
We like what we\u2019re used to. We get comfortable with processes, tools, and ways of working. Unfortunately, this means that firms often struggle to onboard new systems\u2014even if doing so will increase productivity and performance.<\/p>\n
This is an issue I\u2019m all-too-familiar with. If there\u2019s one area I know well, it\u2019s project managing tech deployments. During my decade as an accountant in practice, I focused primarily on digital transformation, helping my midsize firm transition from desktop-based systems to cloud-based software. I then left to join Xero, where I was responsible for helping their portfolio of accounting partners successfully implement (and make the most out of) the platform.<\/p>\n
Today, as Head of Customer Success in the UK, I\u2019m supporting our customers as they deploy Silverfin. My focus is ensuring that any deployment is successful in terms of a smooth migration, uptake and delivering value. I speak to customers daily about their implementation projects: their goals, challenges, progress, and what they\u2019ve learned throughout the process.<\/p>\n
My experience has given me a unique insight into how accounting firms can successfully implement tech change. So let’s look at the challenges firms face with tech deployments and then I’ll share my top tips on overcoming them.<\/p>\n
Generally speaking, firms face four major hurdles: time pressure, a hesitant team, a lack of proper planning, and project managers who unintentionally act as their own bottlenecks. Let\u2019s dig into each of these issues in more detail below.<\/p>\n
Time pressure: <\/span>Accountants are always up against the clock. They\u2019re constantly working against a deadline, whether it’s having to file a client\u2019s accounts, calculating payroll, or conducting a myriad of other time-sensitive responsibilities.<\/p>\n So when you announce you\u2019re going to roll out a brand new tech system, your team might say they simply don\u2019t have the time to get to grips with the software. This is understandable but it\u2019s missing the point. Project managers need to emphasise the bigger picture. Yes, implementing a new system will undoubtedly require some short-term time investment. However, when it\u2019s successfully up and running, the software will save them time over the long run. They\u2019ll be able to create working papers in just a few clicks rather than a few hours. They can then spend this extra time having meaningful advisory conversations with their clients.<\/p>\n So what can you do about this? Reinforce the project\u2019s main aims and give your team time. It\u2019s important that you allow them to devote time during normal working hours to the new project, rather than expecting they\u2019ll somehow fit it in on top of their already time-pressured day job. Be conscious of the impact this will have on business as usual (BAU) and plan for a potential reduction in billable hours. Most importantly, ensure everyone understands that while your team might have to take a step back in the short term, they\u2019ll be taking two steps forward in the long run.<\/p>\n A hesitant team: <\/span>Before embarking on a complex tech deployment, project managers must get everyone on board. Remember that tech change is ultimately people change. It doesn\u2019t matter how many innovative features a new system offers if your people don\u2019t know how to use it\u2014or are unwilling to learn. <\/span><\/p>\n Take the time to do the upfront work, as this will pay huge dividends further down the line. Invite team members to ask questions or raise concerns. Explain the project\u2019s ultimate goals and sell them on the \u2018promised land\u2019 (how much better their day-to-day work will be once the new system is properly up and running). Don\u2019t chastise colleagues who seem determined to object. Instead, understand why they have reservations before reiterating how the system will ultimately benefit them.<\/span><\/p>\n Make it clear you\u2019re by their side\u2014it\u2019s a journey that everyone\u2019s going on together. Answer queries, welcome feedback, and collaborate throughout.<\/span><\/p>\n Lacking a clear plan: <\/span>Many teams charge ahead with change projects without a clear plan. They don\u2019t know which processes they want to change or how. They have a vague idea that they need to move with the times, but the details are missing. <\/span><\/p>\n These projects are inevitably doomed to fail. Without clear goals, employees will simply revert to their old ways of working as soon as they hit a bump in the road. <\/span><\/p>\n Ensure you have a clear plan in place before you begin. Dive into what your team is struggling with, identify specific software that will alleviate these pain points, and determine your success metrics as well as what life will look like afterwards. This will give you a clear picture of what you\u2019re aiming for. <\/span><\/p>\n Project managers acting as bottlenecks: <\/span>Last but not least, make sure you\u2019re not unintentionally acting as your own bottleneck. This is something I struggled with when I first started. Project managers often feel like they have to do everything themselves\u2014after all, they\u2019re ultimately in charge of tech deployments. If things don\u2019t go as intended, they\u2019re the ones to blame. <\/span><\/p>\n However, by taking on too much responsibility, you could unintentionally hamper your chances of success. Delegate tasks to other team members. Don\u2019t think you have to do everything yourself\u2014provide clear briefs, set deadlines, and trust others to do their job well. As a project manager, your job is to ensure everything runs smoothly. Getting lost in the details might mean you miss the bigger picture.<\/span><\/p>\n 1. Establish a project team: <\/span>Getting the team right is critical. You need to have the right representation, which usually encompasses everyone from technical or subject matter experts, to end-users, to executive sponsors. Your team should include a cross-section of anyone who\u2019ll be impacted by the new software. This will ensure you address all stages of the process change, not just what managers believe to be the problem and solution. <\/span><\/p>\n Determine accountability from the beginning. Identify who\u2019s responsible for what and when each step needs to be completed. Give your team a sense of ownership over the project. This way, you\u2019ll change the narrative from \u201cwe\u2019re forcing this change upon you\u201d to \u201cyou\u2019re changing your own ways of working for the better\u201d.<\/span><\/p>\n 2. Set clear deadlines and goals for pilots and testing: <\/span>For any project to be successful it not only needs to achieve its defined outcome but it needs to do this on time and on budget – so deadlines are vital. It\u2019s advisable to run a pilot or test the new system within one area or team before a wider deployment. That way you tackle any initial blockers upfront but can also demonstrate the value to other teams in order to get them onside. You should have a defined schedule for roll-out pilots of the new system. It\u2019s best to select your more innovative, forward-thinking clients for this pilot or testing stage. They\u2019ll be more willing to get involved in supporting progression underpinned by tech than your more traditionally minded clients, who may not be comfortable with change.<\/p>\n3 key steps for creating a successful plan for tech change<\/h3>\n