IRS Requirement

Record Retention

Client information security

Due diligence records

Review of all documents

Client Needs

Processing & Preparing Tax return

Customer Service

Safe guard thier information

Off-season service

Your Needs

Finanical Creditability

Security of clients records

Business Growth

IRS Compliance

Establish office management routines and stick to them.

Routine tasks need routine procedures if you want to stay organized and keep things running smoothly.

 Set up routines for handling paperwork and office systems. For instance, if possible, every piece of paper that comes into your office should be handled once, acted upon, and filed – not haphazardly piled on a desk. Similarly, digital communications such as emails should be prioritized and acted upon immediately if possible, or flagged for future action.

Office systems, including desktops, laptops, file servers, multi function printers, and mobile devices, will need both the administration and emergency procedures. When the system crashes or a computer-related piece of equipment fails, everyone in your office needs to know who to call and what not to do (such as try to fix the problem themselves).

Set up clearly delineated responsibilities.

Good office management depends on people knowing who is responsible for what – it’s people who are accountable who get things done.

 What would happen, for example, if the clerk for your small tax business started to train your tax prepaers, they have never done taxes before.   

You need to have one person responsible for the security of your computer systems and keeping track of things such as accounts, passwords, and software. Using cloud-based systems for office applications, accounting software, and data storage is an ideal solution for small businesses, but you still need to have a trusted person assigned to perform administrative tasks such as adding/deleting users, assigning permissions, etc.

taxrecord

Keep records – and keep your business out of trouble.

Keeping records sounds like the easiest part of good office management – until you consider the need to keep those records both accessible and updated. But the first rule for being a good office manager will help you get a grip on this; make updating records an office routine. When you get a new customer or client, for instance, it only takes a moment to enter him into your database. Remember the IRS has strict requirments on tax records, everything from retention, security, and availblity to the IRS.

 

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