For accounting, law, notary, insurance and financial planning offices
Follow-up that slips: a fix for professional offices.
When the front desk is slammed, new inquiries wait and callbacks get missed. Answer both on time, with your staff in control.
You tell me where work slips.I tell you whether it’s fixable and what it would cost.If it isn’t worth doing, I’ll say so.
Sound familiar?
- “The front desk is slammed and things get missed.”
- “We told them we’d call back and nobody did.”
- “New inquiries sit in the general inbox.”
- “Clients have to chase us for documents.”
Before and after
A new-client email arrives during the morning rush. It’s read, marked unread to deal with later, and found on Thursday. That new client has waited days for any reply.
Every new inquiry is acknowledged the same day and appears on one shared list with a name beside it. Promised callbacks show up on that list too, with a date.
What the fix involves
One or two people handle the phone, the general inbox and walk-ins. The fix gives them one place to see what’s waiting.
- I map how inquiries and promises move through your office, using real examples from one week.
- I set up one shared view of who is waiting and who owns the next step, with replies drafted for staff to review.
- Staff approve every message. The work covers scheduling and administrative follow-up, in accounts and tools your office has approved.
If paperwork is the bigger problem in your office, see the fix for admin-heavy offices.
Who sets this up
I’ve been putting technology into small businesses since 1987, and spent 22 years running my own referral-driven practice in Victoria.Mark Shepard, Victoria, BC · More about Mark
Three questions
- “What about client confidentiality?”
- Sensitive information stays out of any tool you haven’t approved. The fix covers administrative follow-up, not the content of client files.
- “We already have practice software.”
- It stays. This covers the inbox, phone and handoff gaps around it.
- “Will this replace the front desk?”
- No. It takes the chasing and re-typing off their plate.
Price and guarantee
From $995 CAD for the assessment and written plan. Your scope and price are agreed in writing before any work begins.
If your written plan doesn’t show you at least one fix worth doing, tell me on the findings call and I’ll refund the full fee. The price we agree in writing is the price you pay.
If a fix doesn’t hold for ten business days, I keep working within the agreed scope until it does, or the fix fee is refunded.
You tell me where work slips.I tell you whether it’s fixable and what it would cost.If it isn’t worth doing, I’ll say so.
Prefer to call? (778) 562-8413. My AI assistant answers, takes your details and passes them to me.
Prefer to start alone? Take the 3-minute Leak Check.