Have you ever asked your bookkeeper for a specific report only to receive a different document? Does miscommunication happen frequently? While it is easy to assume that it is distraction or laziness on the bookkeeper’s part, there can be a more serious reason such as the communication barriers. You and your bookkeeper may only meet once a month, but you still need to effectively communicate with them so you will know what is going on. As a business owner, you know for a fact that something is wrong with the way your bookkeeper handles the task. However, it is not ideal to jump to conclusions without setting some strategies that will correct the issue.
Dedicate Time to review or request bookkeeping information.
Working on a financial report and verifying information from your bookkeeper but not hearing from them is indeed frustrating. It is clear that your bookkeeper has not delivered the information you requested, which means you need to set aside meeting times so you can review and request bookkeeping information. You can also schedule regular weekly meetings so you can discuss the information you need with your bookkeeper. Regular meetings ensure you get updates from your bookkeeper and if something is missed, you can easily inform them about it before the tasks pile up.
Make a list of the documents you requested.
Monitoring your bookkeeper ensures that the tasks get done efficiently. See to it that you take and share notes after meetings and the notes must be kept in the client file. It should also be shared with all the parties involved. This way, you will have the opportunity to clarify the notes which you think might have been miscommunicated or misinterpreted. Documenting meeting notes also provides a steady flow of information.
Give detailed feedback and reviews.
Bookkeepers benefit from performance reviews just like any other employee. If your requests are not delivered in a timely manner, you need to communicate with your bookkeeper by giving them detailed and constructive feedback so they will know the areas they need to improve. If there is confusion about the expectations you set, you will need to set a more productive course.
However, you will need to let go of your bookkeeper if they are consistently missing deadlines or providing incorrect data. Keep in mind that your bookkeeper should help you put your business in proper perspective but if they are doing the exact opposite, it is best to review some options for bookkeeping.