So you want to be a Tax Agent

A survival guide to working in Public Practice

Linda McGowan

• Publisher: Steam Ahead Publishing
• Year: 2020
• ISBN:
  9780648869511
• Edition: 1
• Topic: Business
• Subtopic: Taxation
• Index: Business

So your days and nights of study are over and you have a hard-earned accounting qualification and a burning desire to make your mark in public practice. Are you ready? Do you know how to prepare for a meeting?How will your productivity be measured?Do you know how to manage upwards?In this book, Linda McGowan distils the everyday wisdom of a career in public accounting. This is the stuff they probably don't teach you at school but is essential to master if you're to thrive in a profession that today is more dynamic than ever.

1

Prepare for the meeting

The door opens and in walks the client. They take a seat while the receptionist organizes their beverage of choice.

What do you do? Well, it all actually started well before the client arrived.

First, it’s all about you.

Take a look at yourself. Are you ready for this appointment? Have you been to the bathroom and tidied yourself up? Do you have any food stains on your clothing?

It is really important in summer but really it’s just as important all year round; is your deodorant working? Splash, not soak, some body spray or aftershave on. That office is a small room so any body odour will be off putting. The same goes for your breath. Eat a mint or brush your teeth.

If you are a smoker please wash your face and your hands before a meeting and most definitely eat a mint. This is really important if you are a heavy smoker. Don’t underestimate how much non smokers hate having to sit three feet from the smell of stale cigarette smoke.

The Interview Room

It might not be your job to set the interview room up but make sure the room is ready for the appointment. Things to check:

• are the lights on?
• is the room tidy and clean?
• if you are using a computer ,is it on and is the software open and ready?
• is there paper in the printer?
• are there pens and paper for you to write on? (this is important even if you are in a "paperless" office)
• jug of water and glasses?

Success is no accident. It is hard work, perseverance, learning, studying, sacrifice and most of all, love of what you do are doing or learning to do.

- Pele

Remember the critical non essentials that clients judge us by? How we address each client, how we present ourselves and how we talk to them are as important as the technical work we are about to undertake for them. Be prepared for the meeting. Show the client that you are respectful of the trust they are putting in you and your firm.

Get to know the client

Now, it is all about them. A few minutes before the client walks in, make sure you remember their name. Do they go by their first name, their middle name or a nickname. This is especially relevant where you are new to the practice but the client is not. It is a clear sign that you have not done any research if you do not use the name the client prefers to be called by.

I have a client whose first and middle names are Robert Campbell but he is called Adrian by his friends and family.  Imagine how he feels when he receives mail from our office address to Robert when he’s been a client of the practice for twenty years.

Is the client meeting just for them or is it also about their spouse or business?

Review the last return lodged and if available, the business financials. Get an understanding of the work that is needed:  do they have a rental property or investments; do they have a small business; are there lots of work related deductions?

Review last year's working papers. Is the client going to bring in software and if so, do you know how to upload the data and access it? If you don’t, then find out who in the office does and make sure they are available during the time of your appointment.

Does your office have a checklist or system for gathering client data in an interview? If it does, read it and get it ready for the meeting. If there isn’t a system then at a bare minimum print out a copy of the last tax return lodged as a guide for the information you should be asking the client for.

Do you have all the Tax Office reports that you need? Is there any other document or file that the client has emailed through in anticipation of this meeting? It’s also important to check your practice’s software for any electronic file notes.

If the client has a business find out if there are any documents that need to be signed that may have been kept aside waiting for the next meeting. An example would be unsigned minutes or an ASIC form following the change of address.

Has there been a partner or staff member managing this client in the past that you can talk to? If so, ask them for a brief rundown on the client. Remember, this meeting is all about the client so find out a little bit about them as a person.

One thing a client hates is having to go through their life history just because there has been an internal change in staff in the practice.

Demonstrate to the client that you, while new to their file, have done your homework.

But if there is really no one in the practice with knowledge of the client, then be honest. Tell the client that you haven’t had a chance to catch up with whoever their last contact was but that you are looking forward to working with them now and doing what you can to help sort out their query or their tax return or whatever it is that they are there for.

2

The Client Interview

Greeting the client

Okay, so you know who the client is, your personal presentation is immaculate and the room is ready. As you approach the client what do you do?

Smile. As you walk towards the client, look directly at them and smile. As you get nearer hold out your hand, say hello, use their name, and introduce yourself. If you do shake their hand, please use a slightly firm grip by applying some pressure when your hand makes contact.

Think of something to say appropriate to the situation, such as:

• can I give you a hand carrying anything?
• have you been offered a coffee or tea yet?
• thanks for coming in, how are you going?

During the interview

Remember to talk to the client. They might be more nervous than you are so put them at ease. Ask them if they have any questions they would like addressed. If they do, make notes and make sure you address those questions before they leave the meeting.

If you are preparing a tax return in front of the client you should be proficient enough at using the tax software that you can enter data and make small talk at the same time. If you don’t know the client, keep it fairly simple until you feel a rapport building. Try neutral questions like:

• how was your day so far?
• do you have a big day ahead?

Try to get the client to feel at ease as you start to gather their information. If you’re nervous or inexperienced prepare a list of questions to bring into the meeting. It is really important that you listen to the answers provided. Active listening is a very difficult skill to master. You may n...