Since the industry is rather personal, tax preparers absolutely must have good Business Communication Etiquette. This is a non-negotiable that is key to a highly productive firm. Communication skills are a must in this day and age, and it goes without saying that delivering communication that is beyond average will add to your professionalism while giving off an immediate sense of courteousness. Both of those things contribute directly to client retention and establishing ties with clients.
What are some good tips for the improvement of tax preparers’ Business Communication Etiquette?
There are, of course, two modes of etiquette in communication when it comes to business. There’s in-person or face-to-face, then there’s digitally or through e-mail, virtual meetings, and more.
No matter what situation is at hand, however, it’s important to remember that client privacy must never be compromised. Discretion is key, especially since the information you can see as a tax preparer is likely not information the client will want to make public. That applies even if you’re using professional tax preparation software.
For Digital Situations
- Keep Your Microphone Muted Unless You’re Talking
This one is more for virtual meetings with more than two people in it. It is best to avoid any unnecessary background noise in a group call or meeting as common courtesy. This also helps to minimize distractions or interruptions on the other person’s end.
- Proofread Your Emails
This probably goes without saying, but it’s worth noting. Emails must be somewhat formal, with complete sentences. The grammar you use must also be correct in order to prevent any misunderstanding.
- Write Emails with Good Wishes, Correct Closings, and Salutations
Email etiquette may seem outdated, but the truth is that a little bit of structure can go a long way. This one is reminiscent of how you would communicate in person. There has to be a balance between professionalism and friendliness. In order to have a tinge of warmth, inject phrases such as “Have a nice day!” to avoid letting clients feel that you’re cold.
For In-Person Situations
- Continue to Chat While You Work
Preparing tax returns requires a lot of focus in itself, even with tax pro software. So find a way to still communicate as you work without necessarily needing long-winded conversations. When moments of silence drag on, it can lead to discomfort amidst clients.
- Lessen Distractions and Maximize Eye Contact
When you’re able to actually sit down with a client and speak to them face-to-face, you’re able to make them feel just how valued and welcomed they are in the first place. Sure, there’s a lot of work all the time, and of course there are emails that need a response. However, those should all be put on hold the moment you’re with a client. It will give a clear signal that they’re the top priority which is crucial.
- Make Small Talk and Give Big Smiles
Friendliness and a little bit of casual chit-chat can only ever help. It allows customers to feel like they’re more than just dollar signs. This will also contribute greatly to customer retention.
Conclusion
Etiquette matters especially so for business communication between tax preparers and clients. There are a number of avenues to communicate, but a common ground is to exercise discretion and respect client privacy. Proofread your emails, keep your microphone muted, and continue to chat while you work.
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