How to deal with nit-picking clients

How to deal with nit-picking clients who are asking for a discount

Are you finding that some of your clients, some who have previously been good clients, have suddenly become quite fussy? Maybe they have been getting obsessed with the tiniest of mistakes when previously they would have just breezed over it, or maybe they are finding new issues that have never come up before. Whatever problems that are arising, here is how to deal with nit-picking clients, especially if they are asking for a discount.
Why postet note

The global pandemic has caused a considerable amount of stress. Some obvious, such as financial and health problems, and some not so obvious, emotions that can bubble and brew under the surface affecting our daily lives without us even realising.

As you can imagine, the net result of 3-4 months of anxiety and stress is starting to take its toll and people are trying to take control of what they can to ease some of that pressure.

Finances is a big one. Many people are worrying whether their businesses will bounce back, whether they’ll have a job to go back to, and their financial future, and to try and take control of this, many are now looking for that discount where they can. They are looking to shed overheads and for any opportunity to lighten the pressure of such a tight cashflow.

If you have clients who are asking for discounts, who are highlighting mistakes that you’ve made or who are trying to get more out of you, here are 3 things that you should do:

  1. Apologise – if you’ve made a mistake, acknowledge it. Put your hand up and own it and reassure them that you are investigating how it happened as well as putting in the necessary measures to prevent it from happening again.
  2. Offer additional value – don’t offer a physical discount, unless you’ve made a mistake that is of great magnitude. Always look to offer extra value instead. Is there any other way that you can help your client? Is there an add-on or service that doesn’t require too much from you that you can offer to the client for the same price?
  3. Listen and empathise – with how stressful it’s been, everyone is having a difficult time in their own way and they just want someone who can empathise and acknowledge this. If you can show them that you care and maybe even help them to see that this small mistake or issue they see is causing no material loss to them overall, that might be all they need.

Discount

It’s a difficult situation to be in, to have clients asking for discounts, but be strong. You are providing a service and you deserve to be paid for that service. It might only take an apology or for you to show your client that you want to help them in other ways.

If you start offering discounts, you will start training your clients to ask for discounts every time they see a mistake or if they’re not completely satisfied. Appeasing them now will only cause further issues for you down the line, so offer additional value and listen to their worries. They’ll soon start to value what you’re doing for them and you’ll be remembered for it when you need it most.

skull - To charge or not to charge blog

To charge or not to charge? That is the question.

To charge or not to charge? That is the question.

Right now many business owners are in desperate need of support to help them get through the current crisis. These are unprecedented times and the question keeps popping up “should accountants charge for the additional help to their clients?”

As a family run business, with strong family values at our core – we say NO.

We have approached this current crisis head on and have offered our clients help and support as an extension to their current service. We are extremely proud of the 1 Accounts team for delivering extra services such as processing furlough claims, applying for grants for our retailers and small business rate relief clients and preparing forecasts to help get essential funding from the banks. Not to mention giving advice to all our clients on how to get through this crisis. This approach has not been adopted by all accountancy firms, and has even been scrutinised.

We have looked at why we are able to adapt and support our clients so quickly and this is what we have done to secure our business and help others in their time of need:

  • 100% digital. Meaning the team can work from home easily.
  • We don’t have time sheets and are happy to give extra support and not charge for every 6 minutes.
  • We operate on fixed monthly fees that are easy to understand – https://www.1accountsonline.co.uk/
  • We furloughed three of the team, two admin and one Director
  • We received SBRR grant of £10k. This enabled us to keep paying our landlord and office services.
  • We applied for a loan from our bank under CBILS.
  • We deferred our VAT payment although we expect to pay this very soon.
  • We reviewed our expenses and reduced some of our spending.
  • We paid for Zoom to enable us to service our clients easier
  • We have appointed a marketing company to adjust our website
  • We have been sending our regular updates to all clients
  • We have become a shoulder to cry on and a much needed sounding board.

Many traditional accountants will be struggling with this current crisis. We sympathise with them as they are business owners too. However COVID-19 has highlighted even more that online accounting is the way forward. It is time to embrace technology not to hide in the shadows. Due to the way our business is set up, we have not had to furlough our whole team nor ask anyone to take a pay cut. We will also not be sending out a bill in the post for every 6 minutes of advice we have given. We genuinely want to help our clients – after all we are all in this together.

If you need some extra help and support, and would like to hear more about our services, please email jade@1accounts.co.uk to arrange a zoom call.

#weareinthistogether

An inbox showing 6 emails

Instant Response Time

INSTANT RESPONSE TIME

Growth in technology has lead to the need for instant gratification. With everything available at the click of a button our patience is dwindling. As a result of this emails can be hard to manage as people often expect an instant response.

The development in technology has been astounding, just 20 years ago iPhones didn’t exist and Spotify was just an idea. Air BnB and Uber were not even considered as possible. Technology has made our lives easier, but also for businesses it has made expectations higher. This is especially true for responding to emails. Here are our top tips for email management:

Instant responses

Instant responses are an unrealistic expectation. You are not a robot. Setting those expectations can be difficult, after all you want to keep your clients happy. Work emails on your phone can then stretch this expectation to be 24/7 rather than just in work time. Think of the effects this may have on yourself and your team. Put yourself first, emails can wait until the morning.

Allocate Time

Allocate time for your emails. At 1 Accounts we get a huge volume of emails with Paul and Jade opening their inbox in the morning to occasionally near 100 emails. These can be overwhelming at times especially when you have planned your day to complete other work. That is why we now allocate specific time to deal with them. We have an hour in the morning, 30mins after lunch and then an hour at the end of the day. Emails then get shut down for the time in-between allowing the team to focus.

Focus

Email notifications can be a huge distraction. To allow for ‘deep work’ these distractions need to be turned off. This means, turning off the push notifications on you phone and computer. This will allow you to focus on the job in hand, probably resulting in a better job and quicker result. You have allocated time for your emails so you won’t miss anything important and your clients will still be happy.

Sort

Sorting your emails is important. We use Karbon as our workflow system, that really helps us with our email management. To sort we scan through the inbox to see if there is any ‘junk’ that can be deleted straight away. This will clear more than you think and make the inbox less overwhelming. We then go through and answer any emails that we know will only take 1-5mins or that you can delegate. If there is an email regarding work that you know a team member is working on, pass it on, you don’t need to deal with it. Anything that will take longer than 1-5mins that you have to deal with gets scheduled into ‘deep work’ as it will require time and focus. Using this method will give your emails structure and efficiency.

So after reading this blog, turn off your push notifications, allocate time for your emails and allow time for ‘deep work’ and focus this should result in a happier team and a happier you.