In our last article ("Creating Your Firm's Onboarding Workflow"), we covered how to create workflows and document processing. Here, we want to close out this series with some of the most important things to consider when onboarding. In today’s world everything is done via the internet, which is great—except for the fact that hackers are multiplying and we are their greatest target.
I am not saying we should all go back to exchanging documents in person because that is a paper headache and not really a productive way to work. What I am saying is that in every choice we make when it comes to onboarding new clients or managing existing ones, it is important we take the appropriate security measures to ensure our clients’ data is safe.
File Storage Options
When onboarding new clients, we all need those initial documents (and ongoing documents) to get the ball rolling. Being in the industry we are in, it is more important than ever to make sure what tool we use is secure yet accessible to our clients.
Each of these tools allow for secure upload links to be provided to the client for them to access:
Box Example
Box is a single app that gives you the power to securely share content and collaborate with clients and fellow co-workers. You can even save Google docs, sheets and slides inside of Box.
Security
Security is vital. Our industry has a huge target on its back from hackers so we must stay proactive in making sure our clients' data is safe and secure. From managing passwords to managing team members, there is a lot of important information that can be compromised if we do not take the proper precautions.
This must be a top priority for us when onboarding new clients to stay compliant. Examples of security apps include:
Practice Protect Example
Practice Protect is a single sign-on platform that makes managing client data secure and easy. In addition, it has great team member management features that allow you to control what a team member has access to.
To conclude this series, creating an onboarding workflow that is productive and streamlined can be a headache, but we hope we have given you some resources to help you find the right flow that works for your firm.
Liz Scott is a multi-business entrepreneur working to bring together technology and accountants through her business, Liz Scott Consulting. A member of Intuit Trainer/Writer Network, she authored and taught Master level courses, including Advisory Guides and Consulting Tools for Accountants. In addition to Liz Scott Consulting, she also owns Accounting Lifeline, a firm to serve small businesses with their financial needs. Liz is a co-host of the "Appy Hour," which helps other accountants learn about the different tools and apps for small business needs. Holding a high passion for real estate investment, she owns properties throughout Oklahoma.
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