Your next tech: questions to ask before installing new software.

• Author: Blitz, Adam
• Position: Tech Talk

Every year CPA firms are inundated with the latest and greatest software solution guaranteed to help their firm save time, reduce costs and improve lives. Ever)' year many firms succumb to one of these false hopes. They believe that if only they had this "one thing," the stress level would be cut in half and all the problems in the world would go away. Every year firms find out that the purchase of their software solution made either no dent in their firm problems or (in many cases) created new stress to handle and manage.

The dream of purchasing document management, cloud accounting solutions, IT outsourcing, tax preparation software and practice management to ensure "your next tax season will be a breeze" ... Does this picture feel eerily similar? If so, answer these four questions to ensure that the next time you go down the road of purchasing a software solution, your solution meets the dreams of a relaxed tax season.

1. What new or unknown problems may this new solution cause? These new or unknown problems can come from anywhere. Personnel may find additional availability, thereby creating unnecessary employment concerns. IT may find that the new software fails to configure to the current operating system, causing the need to upgrade systems. Accountants may find the new software solution fails to link with the systems already in place. Clients may find that their user interface is not efficient. You don't know what you don't know; but before you make the decision to purchase, find out the underpinnings of what potential problems may arise--and the actions that will be taken if and when they do.

2. Who will this change affect? And how will we communicate the new expectations to these people? Implementing new software comes with emotions. Think of it like the day you decided to hit the gym and make an effort to get back in shape: Day one is uncomfortable, but as you get used to your new routine, each day you see progress and eventually you ask yourself how you ever lived without it. The goal is to move from the unknown (fear) to love (trust). In implementing new software into your firm, remember that this change may not affect you on a daily basis, but it will have an effect on colleagues, clients and your business. Before implementing the new solution, the group affected needs to be engaged and advised about the new process and how this change will be beneficial to them and the firm. Furthermore, these groups need to be continually...