For many accounting professionals, growth strategy starts with sales, marketing, and pricing. However, in Episode 115 of The Woodard Report Podcast, hosts Heather Satterley and Joe Woodard make a compelling case that operational efficiency is where true transformation begins.
Operations is often the hidden driver behind profitability, client satisfaction, and even work-life balance. In this episode, you’ll get a five-step roadmap to help you refine your systems and build a more scalable, resilient, and balanced practice—just in time for the end of busy season.
Heather outlines five clear, practical steps to improve your firm’s operations—starting now and continuing well beyond the busy season.
Capture insights in real time while the experience is still fresh. Heather recommends using a shared document (or even a sticky note or voice memo) to record:
Encourage your entire team to participate so you’re working from a complete picture.
Once you’ve taken a breather, schedule a time to review your documentation. Sort feedback into high-impact vs. low-impact, and identify what changes can be made immediately versus those that require a longer rollout plan. Joe adds a framework borrowed from military after-action reviews (AAR):
“What was supposed to happen? What actually happened? Why? What can we do better next time?”
Start with wins (celebrate), then address improvement areas, and finally brainstorm innovations.
Avoid letting shiny new tech drive your processes. Instead, lead with your firm’s culture and the way your team naturally works.
Ask: Does this new tool fit into our existing workflow? Will it support or disrupt our firm’s values?
Heather shares a personal example—initially resisting engagement letter software until discovering it actually expanded her team’s capacity. The key is staying curious but focused.
Automation and artificial intelligence (AI) are accelerating. Staying ahead of the curve means regularly evaluating your tech stack.
Heather recommends:
She specifically calls out newer AI-native general ledger tools like Puzzle and Digits, as well as evolving solutions in QuickBooks and Xero.
Define your key performance indicators (KPIs) for operational success. Suggested KPIs include:
Heather and Joe emphasize tracking progress throughout the year via regular team check-ins. If something isn’t working, don’t be afraid to pivot. Operational improvement is an ongoing journey.
Joe recommends treating your business like a franchise—even if you never plan to franchise it. Documented systems and processes create structure, increase valuation, and ensure continuity in case of emergencies.
Heather’s Pick: The Office, Season 5, Episode 14
“I knew exactly what to do. But in a much more real sense, I had no idea what to do.” – Michael Scott
This quote humorously highlights the gap between good intentions and lacking a real plan—especially relevant if you finish tax season with lots of ideas but no strategy for change.
Joe’s Pick: 1923
“Dying is the most alive you will ever feel.” – Jack
Joe uses this intense quote to illustrate how some entrepreneurs thrive on last-minute pressure—but warns that running on adrenaline isn’t sustainable. Purpose and vision are far better drivers.
Heather’s Pick: Ashley Francis on LinkedIn
A funny but relatable reminder to document and improve your processes now—before the details fade.
Joe’s Pick: Caleb Jenkins quoting David Allen on X
This quote, a nod to Allen’s Getting Things Done, underscores the importance of clearing mental clutter and creating systems to free up focus.
Spring Cleaning for the Mind: Clearing Clutter for Greater Productivity
Author: Kim Petro
This article expands on the episode’s themes with tips to reduce mental clutter, boost clarity, and refocus on what matters most—especially after the intensity of tax season.
Listen in for insights that will help you support your clients and team members through this pivotal moment—and subscribe to The Woodard Report podcast on your favorite platform to stay informed on future episodes and valuable discussions.
This episode is proudly sponsored by CorpNet! CorpNet is the trusted leader in business formation and compliance services, offering one of the best tools for Accountants, CPAs, and Tax Professionals nationwide: the CorpNet Partner Program. 10X your firm’s revenue by helping clients form a business, register for payroll taxes, maintain compliance, and more.