transforming your workflow with karbon templates

Transforming your workflowwith Karbon templates

Best practice templatesChoose from Karbon’s brand new, extensive collection of best practice templates to

provide your staff the step-by-step guidance for client service delivery work and internal processes.Pick and choose from the full library of more than 50 processes.

Get the templates

karbonhq.com/template-upload

Best practice templatesClient services: • Weekly reconciliation • Month-end close • Year-end review • Payroll • Advisory • Tax (business) • Tax (individual) • Tax (other)

karbonhq.com/template-upload

Enablement processes: • Prospect to sale • Client onboarding • Staff onboarding • Staff offboarding • Client offboarding

Internal processes: • Building processes • Change management • Corporate name change • Measuring client satisfaction • OKR management process • Picking & choosing tech • Ratings & reviews

— Atul Gawande, surgeon and author of the “Checklist Manifesto” —

“It is common to misconceive how checklists function in complex lines of work. They are not comprehensive how-to guides. They are quick and simple tools aimed to buttress the skills of

expert professionals.”

Today’s speakers

Ian VacinKarbon

VP Education

1. Orientation 2. Theory & best practices 3. Process examples 4. Managing your workflow

Before we get started, some housekeeping…

Polling questions

1. Close any open apps 2. Ask and we’ll answer 3. Have fun!

1. Close any open apps 2. Ask and we’ll answer 3. Have fun!

1. Close any open apps 2. Ask and we’ll answer 3. Have fun!

Introducing Karbon A whole new approach to practice management

karbonhq.com

Get above your email — as a team. Don’t just read it, action it.

See the whole conversation no matter who said it to collaborate to complete.

Get the work done — collectively, collaboratively and repeatedly.

Work just flows — customized for you, your staff and your clients.

Remove blind spots and get full visibility across the work.

Know what is happening within your practice and in regards to your clients.

Get Karbon: karbonhq.com

1. Orientation 2. Theory & best practices 3. Process examples 4. Managing your workflow

Karbon Feature: Practice settings

1. Colleagues

1. Colleagues 2. Connected apps

1. Colleagues 2. Connected apps 3. Contact types

1. Colleagues 2. Connected apps 3. Contact types 4. Workflow statuses

1. Colleagues 2. Connected apps 3. Contact types 4. Workflow statuses 5. Work templates

1. Colleagues 2. Connected apps 3. Contact types 4. Workflow statuses 5. Work templates 6. Work types

1. Colleagues 2. Connected apps 3. Contact types 4. Workflow statuses 5. Work templates 6. Work types 7. Practice details

1. Orientation 2. Theory & best practices 3. Process examples 4. Managing your workflow

The evolution of a process

Process raw data table

The evolution of a process

Process raw data table

Process overview

Process raw data table

The evolution of a process

Process overview

Detailed process map

Processes define work.Work defines progress.

Breakdown of work

• Projects: Planned work that has a specific purpose and requires a lot of time.

• Checklists: A list of items required or things to be done; used as a reminder.

• Tasks: Something to be done; typically short in duration.

Work ownership

Practice

Client

Project

Checklist

To do

Verb + Noun + ObjectScop

eDoer

Manager

Partner

If processes & checklists define work,how do we transition between?

The journey to checklists

Process overview• Phase descriptions

• Subprocesses

Detailed process map

• Ownership & notes

• Order

• Logic

Process raw data table

• Process name

• Step title

• Step description

• Step duration

The journey to checklists• Work template name

• Checklist item

• Checklist item description

• Due date

• Work status

• Checklist section

• Step owner

• Checklist step order

• Additional checklist steps

The journey to checklists From processes to mapping to work to checklists

Processes & mapping Work & checklists

• Process name

• Step title

• Step description

• Step duration

• Work template name

• Checklist item

• Checklist item description

• Due date, budgeted time

• Phase descriptions

• Subprocesses

• Work status

• Checklist section

• Ownership & notes

• Order

• Logic

• Step owner

• Checklist step order

• Additional checklist steps

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Raw

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Can you measure it?Process step vs. checklist item

Missing elementDue date vs. to-do date

— Atul Gawande, surgeon and author of the “Checklist Manifesto” —

“In the end, a checklist is only an aid. If it doesn’t aid, it’s not right. But if it does, we must be ready to embrace the possibility.”

The Checklist Manifesto

• Required: They protect us from failure and ensure a higher standard of baseline performance.

• Problems: Three problems exist: simple, complicated & complex. Checklists get the dumb stuff out of the way.

• Ownership: When doers create their own checklists, consistency & quality can rise by 50%.

• Types: Choose between Do-Confirm (validate activity) or Read-Do (recipe) convention.

• Actionable: Checklist items should be simple, exact, kept between 5-9 in count, and fit on a page.

Source: “The Checklist Manifesto” by Atul Gawande

— Daniel Boorman, Boeing, prior Checklist Procedure Manager —

“Good checklists are precise, efficient, to the point, and easy to

use even in the most difficult situations. They do not try to spell out everything—a checklist cannot

fly a plane. Instead, they provide reminders of only the most critical

and important steps—the ones that even the highly skilled professionals

using them could miss. Good checklists are, above all, practical.”

Keys to checklists

• Generic & specific: Must be flexible yet customizable.

• Tight & light: Detailed enough to track but lightweight enough to use.

• Ownership is king: Clear ownership with clear hand-offs.

• Work just flows: Visibility must be baked in.

Generic & specific

Generic: • Work template: Superset of all clients defined by job roles

• Checklist item: Simply stated and applicable regardless of client

• Links: Point to a step-by-step process in your knowledgebase

Specific: • Checklist: Checklist items added/deleted as needed (80/20)

• Item description: Contains the nuance for each client

Tight & light

• Precise, efficient, easy-to-use, and easy to manage

• Keep item names short (like process step titles)

• Use verb + noun + object construction

• Leave the detail to the description

• Use links in the description to point to the step-by-step process

• No more than 5-9 items per list (use sections)

• List only what is important (combine like items into description)

Checklist itemsDepth of detail vs. ease of use

Work just flows

• Process phases = workflow statuses

• No more than 3 to 5 statuses per work type

• Team members must relate to work statuses

• Last checklist item is to track, assign, and communicate

Source: Hemingway Bailey Bookkeeping process

Chase Process Reconcile Review

Ownership is king

• One owner per item, work status, checklist, work, and client

• Minimize baton passing — group items where possible

• When the baton is passed, overcommunicate

• Separate checklists into sections — preferably by ownership

• Work statuses should relate to person or team owning

Statuses TemplatesTypes

Tips & tricks of checklists

• One owner for everything

• Checklists are an 80/20 client fit

• Keep detailed process in knowledgebase

• Think of it as a relay race

• Due dates & to-dos are not the same

• Preserve the ability to customize

• Don’t be too rigid; every client is unique

Steps to place the checklist in Karbon

1. Prep data table: Genericize step owners, convert duration to due date, update description and capture the high-level details.

2. Setup supporting components: In Practice Settings, add new work type, work statuses, job roles, and create work template.

3. Build work template: Copy & paste titles in Karbon; add item descriptions, job roles, and due dates per checklist item.

4. Publish & get work done.

1. Orientation 2. Theory & best practices 3. Process examples 4. Managing your workflow

Process: US business tax return

US business tax return (1120)

Financial Statement:

• Send engagement letter

• Receive signed letter

• Send bill to client

• Receive access to books

• Review books (initial)

• Chase client for docs

• Reconcile accounts

• Review internally

• Review fin. with client

Workpaper:

• Review fin. statements

• Prepare workpapers

• Set-up review meeting

• Review workpapers

• Sign-off on workpapers

Financial Statement:

• Send engagement letter

• Receive signed letter

• Send bill to client

• Receive access to books

• Review books (initial)

• Chase client for docs

• Reconcile accounts

• Review internally

• Review fin. with client

Return:

• Modify workpapers

• Prepare tax return

• Set-up review meeting

• Review tax return

• Sign-off on tax return

Workpaper:

• Review fin. statements

• Prepare workpapers

• Set-up review meeting

• Review workpapers

• Sign-off on workpapers

Financial Statement:

• Send engagement letter

• Receive signed letter

• Send bill to client

• Receive access to books

• Review books (initial)

• Chase client for docs

• Reconcile accounts

• Review internally

• Review fin. with client

Assembly:

• Setup review meeting

• Upload docs to file mgmt

• Print copy for client

• Conduct review meeting

• Obtain signature(s)

• Collect payment

• Ask for referral

Return:

• Modify workpapers

• Prepare tax return

• Set-up review meeting

• Review tax return

• Sign-off on tax return

Workpaper:

• Review fin. statements

• Prepare workpapers

• Set-up review meeting

• Review workpapers

• Sign-off on workpapers

Financial Statement:

• Send engagement letter

• Receive signed letter

• Send bill to client

• Receive access to books

• Review books (initial)

• Chase client for docs

• Reconcile accounts

• Review internally

• Review fin. with client

Filing:

• Submit e-file forms

• Receive acceptances

• Scan return to file mgmt

• Deliver final client file

• Send a thank you

• Schedule next season

Assembly:

• Setup review meeting

• Upload docs to file mgmt

• Print copy for client

• Conduct review meeting

• Obtain signature(s)

• Collect payment

• Ask for referral

Return:

• Modify workpapers

• Prepare tax return

• Set-up review meeting

• Review tax return

• Sign-off on tax return

Workpaper:

• Review fin. statements

• Prepare workpapers

• Set-up review meeting

• Review workpapers

• Sign-off on workpapers

Financial Statement:

• Send engagement letter

• Receive signed letter

• Send bill to client

• Receive access to books

• Review books (initial)

• Chase client for docs

• Reconcile accounts

• Review internally

• Review fin. with client

Best practice template: US business tax returns (1120)

Process: Advisory services

LivePlan method for advisory services

Admin/Bookkeeper Virtual CFO Analyst Analyst Virtual CFO

Kick off:

• Set up LivePlan

• Connect Liveplan to GL

• Set up scoreboard

• Set up benchmarks

• Set up pitch

• Schedule kick-off mtg

• Prepare for kick-off

• Host kick-off meeting

• Set Plan meeting date

Admin/Bookkeeper Virtual CFO Analyst Analyst Virtual CFO

Plan:

• Prepare for Plan mtg

• Problem worth solving

• Target market

• Sales channels & mktg

• Resources (e.g. IP)

• Contractual items

• Publish pitch for client

Kick off:

• Set up LivePlan

• Connect Liveplan to GL

• Set up scoreboard

• Set up benchmarks

• Set up pitch

• Schedule kick-off mtg

• Prepare for kick-off

• Host kick-off meeting

• Set Plan meeting date

Admin/Bookkeeper Virtual CFO Analyst Analyst Virtual CFO

Model:

• Gather historial P&L

• Review (trends & ratios)

• Compare w/ benchmarks

• Set forecasting categ.

• Determine revenue & GM growth; Expense ratios

• Gather beginning balances for start of plan

Plan:

• Prepare for Plan mtg

• Problem worth solving

• Target market

• Sales channels & mktg

• Resources (e.g. IP)

• Contractual items

• Publish pitch for client

Kick off:

• Set up LivePlan

• Connect Liveplan to GL

• Set up scoreboard

• Set up benchmarks

• Set up pitch

• Schedule kick-off mtg

• Prepare for kick-off

• Host kick-off meeting

• Set Plan meeting date

Admin/Bookkeeper Virtual CFO Analyst Analyst Virtual CFO

Build:

• Enter revenue forecast

• Enter direct costs

• Enter personnel

• Enter expense forecast

• Enter assets

• Enter dividends

• Enter tax rates

• Set cash assumptions

• Enter financing needs

• Enter beginning balances

• Finalize mapping

Model:

• Gather historial P&L

• Review (trends & ratios)

• Compare w/ benchmarks

• Set forecasting categ.

• Determine revenue & GM growth; Expense ratios

• Gather beginning balances for start of plan

Plan:

• Prepare for Plan mtg

• Problem worth solving

• Target market

• Sales channels & mktg

• Resources (e.g. IP)

• Contractual items

• Publish pitch for client

Kick off:

• Set up LivePlan

• Connect Liveplan to GL

• Set up scoreboard

• Set up benchmarks

• Set up pitch

• Schedule kick-off mtg

• Prepare for kick-off

• Host kick-off meeting

• Set Plan meeting date

Admin/Bookkeeper Virtual CFO Analyst Analyst Virtual CFO

Advise:

• Confirm meeting date

• Review scoreboard

• Review benchmark data

• Prepare client notes

• Host monthly meeting

• Send meeting wrap up

Build:

• Enter revenue forecast

• Enter direct costs

• Enter personnel

• Enter expense forecast

• Enter assets

• Enter dividends

• Enter tax rates

• Set cash assumptions

• Enter financing needs

• Enter beginning balances

• Finalize mapping

Model:

• Gather historial P&L

• Review (trends & ratios)

• Compare w/ benchmarks

• Set forecasting categ.

• Determine revenue & GM growth; Expense ratios

• Gather beginning balances for start of plan

Plan:

• Prepare for Plan mtg

• Problem worth solving

• Target market

• Sales channels & mktg

• Resources (e.g. IP)

• Contractual items

• Publish pitch for client

Kick off:

• Set up LivePlan

• Connect Liveplan to GL

• Set up scoreboard

• Set up benchmarks

• Set up pitch

• Schedule kick-off mtg

• Prepare for kick-off

• Host kick-off meeting

• Set Plan meeting date

Admin/Bookkeeper Virtual CFO Analyst Analyst Virtual CFO

Best practice template: Advisory services

Process: Prospect to sale

Sales to prospect process

CloseSales Qualified LeadMarketing Qualified Lead

Marketing qualified lead:

• Auto-respond to prospect

• Auto-schedule discovery mtg

• Review & qualify lead

• Remind via email & text

Sales qualified lead:

• Prime the prospect #1

• Conduct scripted discovery mtg

• Prime the prospect #2

• Prepare for prospect (day of)

• 1:1 Proposal meeting

• Follow-up email (with proposal)

• Remove objections

• Follow-up call & close

Marketing qualified lead:

• Auto-respond to prospect

• Auto-schedule discovery mtg

• Review & qualify lead

• Remind via email & text

Close:

• Get signed letter & authoriz.

• Conduct Welcome call

• Send thank you email

• Process payment

• Complete onboarding work

Sales qualified lead:

• Prime the prospect #1

• Conduct scripted discovery mtg

• Prime the prospect #2

• Prepare for prospect (day of)

• 1:1 Proposal meeting

• Follow-up email (with proposal)

• Remove objections

• Follow-up call & close

Marketing qualified lead:

• Auto-respond to prospect

• Auto-schedule discovery mtg

• Review & qualify lead

• Remind via email & text

Best practice template: Prospect to sale process

1. Orientation 2. Theory & best practices 3. Process examples 4. Managing your workflow

1. Import/build a template

1. Import/build a template 2. Customize

1. Import/build a template 2. Customize 3. Create work

1. Import/build a template 2. Customize 3. Create work 4. Personalize the work

1. Import/build a template 2. Customize 3. Create work 4. Personalize the work 5. Setup a schedule

1. Import/build a template 2. Customize 3. Create work 4. Personalize the work 5. Setup a schedule 6. Manage the work

1. Import/build a template 2. Customize 3. Create work 4. Personalize the work 5. Setup a schedule 6. Manage the work 7. Gain insights

Polling questions

Wrap up

1. Orientation 2. Theory & best practices 3. Process examples 4. Managing your workflow

— Joe Carufe, Two Roads, President —

“A fine-tuned checklist isn’t just a list of to-dos, it’s a culture contributor. The team involved gets a

boost of momentum each time a task is crossed off the list because they know they are making real

progress towards a defined goal.”

Best practice templatesChoose from Karbon’s brand new, extensive collection of best practice templates to

provide your staff the step-by-step guidance for client service delivery work and internal processes.Pick and choose from the full library of more than 50 processes.

Get the templates

karbonhq.com/template-upload

Questions?

Thank youGet Karbon — karbonhq.com

@KarbonHQ ian@karbonhq.com

Appendix

Steps to place the checklist in Karbon

1. Prep data table: Genericize step owners, convert duration to due date, update description and capture the high-level details.

2. Setup supporting components: In Practice Settings, add new work type, work statuses, job roles, and create work template.

3. Build work template: Copy & paste titles in Karbon; add item descriptions, job roles, and due dates per checklist item.

4. Publish & get work done.

#1: Prep checklist data table

#2: Setup supporting components

#2: Setup supporting components

#3: Build work template

#3: Build work template

Just copy & paste to populate.

#4: Publish & get work done

#4: Publish & get work done