The Office Tech Makeover

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• August 2007 Issue
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From the August 2007 Issue

I frequently meet accounting professionals who are either starting a new practice or looking to update their office with the technology trends that have exploded over the past few years. Many factors contribute to an existing practice that finds itself lagging behind technologically, the most common being that as a small practice principal they are often so deeply engaged in client work that it can be difficult to stand back and assess where they are with their technological infrastructure. For professionals starting a new practice (whether they are new to the profession or striking out on their own), it is usually a matter of providing a jumping off point.

While your technology expenditures may be significant, especially when starting a new practice, keep in mind that these are investments in the productivity and, ultimately, the profitability of your practice. Studies have found that the average income of partners in the upper quartile of accounting firms is about 60 percent more than those from other firms because these practices have implemented technologies that enable them to work smarter, not harder. The same studies show that these partners actually work less than their peers in the lower 75 percent of firms. The rest of this column provides general insight into some of the hardware and infrastructure that is central to the modern, tech-savvy accounting practice.

Hire a Consultant
Many technology consultants will try to sell you everything they can, so find one with a good reputation who has worked with people you know. If possible, find one who is not a dedicated reseller of one specific brand and who does not make his or her income from commissions. Find one that charges based on a set fee structure or on an hourly basis. You want someone who will help you to develop a technology plan that can include several options. This then allows you to make the purchasing decisions. Your technology plan should also allow for growth, so you should consider having the consultant visit you a year or so after the implementation of your systems to help evaluate your technology usage.

Workstations
Computers with dual-core, 64-bit processors have only been widely available for a little over a year, but they will become necessary in order to run the most advanced programs within the next two or three years. These new computers, generally loaded with Microsoft Vista, are exponentially faster at performing the complex calculations behind all software applications. More powerful computing systems will enable software developers to create much more powerful programs that are faster, more stable, and share data more efficiently.

Here’s what you should look for:
A 2.0 GHz or greater dual-core processor; at least 2GB of RAM, expandable up to at least 4GB of RAM; 500GB hard drive or greater; and Blu-ray, HD DVD, or DVD+/-RW drive. Check out www.Dell.com or your favorite office supply store.

Monitors
Every accounting office should have dual monitors (or triple screens) for their professional staff. Multiple monitors allow you to have full-screen versions of multiple programs open at the same time, which makes many tasks more efficient, from tax prep and review, to client write-up and research.

Here’s what you should look for:
At least 19” LCD models. Check out www.DoubleSight.com, www.Dell.com or larger computer stores.

Printers
We’re moving toward the paperless office, but we still need to print. Many professional offices are finding that having all-in-one devices on each professional’s desk simplifies everyday tasks by allowing the user to scan, print, copy or instantly create PDFs without leaving their desk. These devices are not meant to replace office or workgroup printers, but instead reduce the time spent running around the office.