Audit Firm: Busy Season

Hello, my followers! Do you have busy season during off season time (it is summer after all, isn't it?!) ? Well, I have. I have to perform audit of 8 statutory financial statements during this summer, then the audit and review of listed companies. I am not complaining, I am just saying: "Busy!". And here is my next article for you about the busy season time tips.

Intro

Busy Season for auditors means long hours, tight deadlines, and constant pressure. It can be exhausting for even the most experienced accountants. The busy season for auditors normally starts from around mid-January and lasts till the end of March.

Here are few tips that will help you to get through the busy season in a successful manner.

Start your day earlier

Starting to work early in the morning can save you some time for a calm sleep in the night that will make you refresh for the next day. Although late sitting is a norm and not an exception during the busy season for auditors, but starting your day earlier can actually help you manage your tasks more efficiently.

Take advantage of travel time to the office: While on the way to office if you are not driving, you can easily check your e-mails, prioritize your most important tasks and preplan the schedule for the whole day.

Set Agenda for meetings

Plan your meetings well ahead of time by setting agenda for each meeting so as to avoid missing out on any important issue that needs to be discussed and clarified from the client.

Make a To-Do List

At the end of every day make a To-Do List for the next day. Things that are left undone today should be given priority the next day so as to avoid backlog of activities. 

Delegate Work

Activities that can be handled by subordinates should be handed over to them in a timely manner to free up yourself for handling more productive tasks.

Keep office and personal time separate 

Busy season does not mean you should ignore your family, health and other recreational activities. Exercise regularly. Do take breaks on the weekends and enjoy passing time with family and friends which will help you to be more effective at work. .

Apply the “Pay time” Sale Concept

Pay time is the time during the day when clients are available; normally it is from 9:00 a.m. in the morning to 6:00 p.m. in the evening. No pay time is when you would not be able to reach out to them. Use no pay time for responding to e-mails, writing, research, or for any other marketing activity that does not directly lead to a paycheck. (Kelley C. Long, CPA, personal financial coach)

Additional Thoughts

The thought of busy season can bring some stress but if you mentally prepare yourself and try to weigh the positives and the negatives you can tackle it with ease and full of productivity. Do plan a trip at the end of the busy season that will keep you motivated throughout the tough busy working season and will also re-energize you at the end of it. 

Audit Method: list of information requests

A list of information requests (LIR) is method to establish common understanding with audit client: what documents need to be prepared in order to progress with audit. The LIR also known in different audit firms as list of outstanding items, client assistance schedule, prepared by client (PBC) list. LIR is one of the project management tools when auditors track if all required information was provided in appropriate quality and on time.

In theory LIR needs to be very specific and at least have following characteristics: detailed description of the request (e.g. it should mention specific account in trial balance), auditor and client employee responsible for request processing, date when information due, format and if applicable prior year example.

I can give following tips on managing LIRs:

1. I advise to use Excel in managing LIRs;
2. The level of details in LIR depends on client: when client is difficult to manage, it might be better to add some more details to be always ready to answer specific questions;
3. The request should be ideally sent 2-3 weeks before start of the engagement, depending on the timing of audit procedures;
4. The auditor must meet and discuss LIR with client representative in charge of the audit after sending the first version of LIR. The protocols of  communication would depend on arrangements with client: e.g. the client might prefer the auditors to work directly with each responsible person in LIR;
5. LIR should be compared with status of audit work at list once a week. I would propose following formula: information received – information processed = unprocessed audit evidence. If there is a lot of unprocessed evidence then it raises questions if audit team have issues with adequate staffing in terms of time and skills of team members.
6.  LIR should be designed in the way to be able to support audit teams in calculating overruns and defend auditors’ position. This could be achieved by updating LIR once a week, calculating number of days/hours from the due date to current date.
7. Regular LIR status calls with client should be organised. All audit team members should participate being ready to provide an update on their section of Audit.