Category Archives for "Technology"

Ten Technology Tips for Accountants
Mar 02

Top 10 Technology Tips for Accountants

By Charles Hall | Technology

Are you looking for technology tips for accountants? Here are ten tips that will make you more productive.

Ten Technology Tips for Accountants

Ten Technology Tips for Accountants

Here are my top ten technology tips in no certain order (with links to prior blog posts).

  1. Use Notability to take notes.
  2. Use Office 365 to jointly create Word or Excel documents with others.
  3. Use Basecamp to manage projects (such as audits).
  4. Use Scanbot as your phone scanner.
  5. Use a Livescribe pen to take notes with audio.
  6. Use Evernote as your personal digital library.
  7. Travel light as a minimalist auditor.
  8. Use your cell phone in creative ways as an accountant.
  9. Use technology to save your life.
  10. Use technology to make your office work life more efficient.

Those are my ideas. What are yours?

Also, here are Eight Ways to Increase Your Efficiency and Productivity as a CPA.

Using Slack for CPA Project Communications
Jan 04

Are You Using Slack for CPA Project Communications?

By Charles Hall | Technology

Do you ever find yourself digging through hundreds of emails to find one message? You know it’s there somewhere, but you can’t put your electronic finger on it. Use Slack to communicate by project–that way, you’ll have all messages (by project, e.g., individual audit engagement) in one place.

Using Slack for CPA Project CommunicationsWhat is Slack?

Slack is software designed to allow project teams–e.g., audit team–to send and store messages. Why use Slack rather than traditional email? Messages are stored by channel (by project), making it much easier to see project conversations.

The Slack website says the following:

Most conversations in Slack are organized into public channels which anyone on your team can join. You can also send messages privately, but the true power of Slack comes from having conversations everyone on the team can see. This transparency means it’s quick to find out what’s going on all across the team, and when someone new joins, all the information they need is laid out, ready for them to read up on.

How CPAs Use Slack

How can you as a CPA or auditor use Slack?

Create a channel for each project, and ask all team members to communicate using Slack (rather than email).

In CPA firms, some activities are year-round such as quality control reviews (we perform several hundred a year). Other activities are a true project, such as an audit engagement. Either way, you can use a separate (Slack) channel to communicate and store all related messages.

Using Slack for Quality Control Reviews — An Example

Below you see an example of how Heather, my associate, and I use Slack to communicate about file reviews in our quality control department. By doing so, we can see who is doing what and when. Also, all of the messages are searchable by channel. So, suppose I’m wondering when we reviewed the ABC Bank engagement. I can search the CPR (cold partner review) channel to see who performed the review and when. Notice, in this channel, Heather and I are posting status comments. We do so for the following reasons:

  • To create a history of each review
  • To notify each other that the review has commenced (Slack automatically sends a notification message to those included in a channel)

To select our quality control channel, I click the CPR channel on the left (where all the channels appear). Once I click CPR, I see the most recent messages for this channel.

 

Slack

Made with Stitcher

Audits – Another Example

Think about a typical audit. You have three to five team members, with some individuals coming and going. To maintain continuity, you need a message board that allows all audit team members to see what is going on. That’s what Slack does when you create a channel for a particular audit. Think of it as a message board in the cloud since the designated personnel can see the audit communications with their PC, iPad, or cell phone.

Other Advantages of Slack

Advantages of Slack include the following:

  • Accessibility from all devices, including cell phones and tablets
  • Shareability of documents such as PDFs and spreadsheets
  • Integration with other apps such as Trello and Google Calendar
  • Configurable notifications of messages to team members
  • Private messaging (when needed)
  • Basic plan is free

Give It a Try

The best way to see how Slack works is to try it yourself. You don’t need any training since it’s easy to use. To see more information about Slack, click here.

auditor's cell phone
Sep 17

An Auditor’s Cell Phone

By Charles Hall | Accounting and Auditing , Technology

A cell phone is an auditor’s Swiss knife. And with all the options, I am continually looking for another way to use mine. So I’m sharing my ideas with the hope that you will likewise share yours. While I use an iPhone, I realize there are plenty of other nifty cell phones; my comments below are directed not at a particular phone but how I use mine as an auditor.

Below you will see a screenshot of my cell phone home screen and information concerning how I use various apps.

Auditor's Cell Phone

An Auditor’s Cell Phone

 

Camera

I use this iPhone app to capture pictures of documents as I perform internal control walkthroughs. I embed these pictures in my walkthrough documentation. A picture says a thousand words. If the person explaining the accounting system creates pictures on a whiteboard, I take photos of the drawings.

Sometimes I need a copy of a page from a hardback book (e.g., research); rather than using the copy machine, I take a picture of the page and email it.

Keynote

Keynote is Apple’s version of Powerpoint. I build the Keynote slide deck for presentations and use my phone to present. If you use iCloud, the slide deck you create on your iPad will automatically appear on your iPhone (if your settings are right).

You can also present a Keynote slide deck using your iPad as the presentation device and your iPhone as a remote. Your iPhone moves the slides of the iPad slide deck as you stand at a distance. Both devices (iPad and iPhone) must be on the same wifi for the remote feature to work.

Kindle

I buy most of my books using the one-click option in Amazon. Most books are 50% less in price (or more) than physical books. You can highlight books you read and then create a summary of those highlights (which I then place in my searchable Evernote account–see below); you can copy and paste these highlights to Word or other software.

If I am waiting on a plane, taxi, a friend, a doctor, etc., I have all my books handy for reading. You can even purchase my fraud prevention or SSARS 21 books (shameless advertising, yes I’m guilty).

Evernote

I love Evernote! It is my cloud storage, and at $70 per year for the premium version, it provides me with tremendous power. All the research I have performed and stored is available everywhere I go. All the articles I have saved are at my fingertips. (And it is so easy to store information in this application.) At present, I have thousands of screenshots, websites, articles, presentations, conversations, books, pictures, and answered research issues. It’s my knowledge library.

You can use this app to record conversations that are automatically loaded into Evernote.

Dropbox

I also use Dropbox to store some documents. Most apps connect well with Dropbox, and it handles large video or audio files well.

1Password

I save all my passwords in 1Password. No more wondering how I’m going to get into my computer with a password I’ve forgotten–again (I know this never happens to you).

Messages

I text my audit team members to see how things are going. Messaging is much more efficient than calling if the communication is short. (You can also take a picture of anything with Camera and message the picture. If your audit team member needs to see something on your computer screen, take a picture of it and message the shot to them with comments.)

Don’t want to type the message? Just say it out loud, and the app will record your words for sending.

Maps

I use Google maps to get to new audit locations.

Weather

I use the Weather Channel’s app to check the weather before I leave for trips so I can dress appropriately.

Pandora

Mozart or U2 makes my audit day go by much better. If you prefer music without ads, you can pay Pandora for the service. 

Sharefile

Sharefile is my go-to app for sending sensitive client data. With hackers everywhere, I don’t risk sending sensitive client data in emails.

Fantastical

My Fantastical calendar app syncs with my Outlook calendar, so regardless of where I am, I can check my appointments and schedule the same. I can also add reminders in Fantastical, so I don’t forget the milk.

ToDoist

Do I keep a to-do list? Yes, in my ToDoist app. This app integrates with Outlook.

Audible

When I am driving, I listen to books using Audible. If you’re on the road a lot, this is a great way to redeem your time.

WSJ

I read the Wall Street Journal to keep abreast of current events. This WSJ app provides me access to one of the best newspapers in America (and there aren’t many these days).

Siri

While not an app, I push the button on my iPhone and Siri asks me what I want to do. This is how I make phone calls by simply saying, “call my wife,” for example. I also send texts (or emails) the same way by saying “send a text to C.S. Lewis”; then I tell Siri what I want to say–works amazingly well; she even understands my southern accent (and that, my friends, is truly amazing).

What About You?

How do you use your cell phone at work? I would love to hear from you.

>