Remember last April 15th? The late night coffee runs, the disappearing spreadsheets, the endless email chains, the promises to “do it differently next year?” We’ve all been there. With the most recent tax season in your rearview mirror, now is the perfect time to transform those promises into action. While peak season will always be demanding, strategic preparation can turn the annual tax season whirlwind into a manageable period of growth and achievement.
Kick-Off in May: Learning from the Past, Planning for the Future
The ink has barely dried on last season’s returns, making this the ideal time to both celebrate successes and plan for improvements. We recommend starting by acknowledging your team’s incredible efforts — whether through awards, expressions of gratitude during team meetings, or tangible rewards like bonuses or extra paid time off. Our experience shows this recognition does more than boost morale; it sets a positive tone for the planning ahead.
While the triumphs and challenges of peak season are still fresh, gather your team for a thoughtful review and analysis. We suggest reviewing those data-driven metrics that reveal both inefficiencies and opportunities. What bottlenecks slowed your progress? Which new workflows made a positive difference? Use these insights to chart your course for a more efficient and rewarding season ahead.
This is also the time to make critical decisions about your tax software. We understand the considerable switching costs that discourage many firms from changing platforms. However, if your analysis reveals significant issues with your current software, it’s better to begin researching alternatives now. We’ve observed that solutions like UltraTax CS, CCH Axcess Tax, or ProSystem fx Tax typically begin requesting renewals and initial payments shortly after tax season ends, so if you’re one of their returning clients, be prepared financially to make these commitments early.
August – November: Building Your Dream Team
We think of tax season staffing like preparing for a marathon. You need the right mix of experienced pacers and fresh energy to go the distance. We recommend starting your recruiting efforts in August and September, aiming to finalize both permanent hires and contract arrangements by October or November. If your leadership team is hesitant to leverage contract resources for professional services, you can help overcome objections by emphasizing that temporary staff can provide vital support for administrative tasks, bookkeeping, and straightforward returns.
It’s important to note while planning and recruiting that flexibility in scheduling isn’t just a nice-to-have anymore — it’s essential for maintaining team stamina through the busy season. We’ve seen how some of your team’s best work might come from early birds who thrive at 6 AM, while others hit their stride in the evening hours. Creating space for these natural rhythms can help your team sustain their energy when it matters most.
October – December: Creating Your Technology Command Center
Nothing derails tax season momentum quite like technology hiccups. We’ve been there, and we see this period as your chance to create a bulletproof technical infrastructure that will support your success. Start with the basics: Are your computers showing signs of age? Have any display screens been flickering? Is your virus protection ready to guard against the latest threats? And yes, is your coffee maker (that unsung hero of tax season) in prime working condition?
We’ve found that putting an IT contractor on retainer for both preventive maintenance and those inevitable urgent needs can be invaluable. Having a backup computer ready to deploy can also be a lifesaver when hardware issues strike at the worst possible moment. And if you haven’t already, we strongly recommend implementing cloud-based systems as they provide a vital safety net, ensuring your team can keep working even if the office becomes inaccessible.
Your practice management software is particularly critical. It serves as the command center for your tax season operations. Through our work with accounting firms, we’ve seen how modern solutions reduce friction and stress by:
- Tracking each return’s journey from document collection to filing
- Matching tasks with the right expertise and available bandwidth
- Keeping internal deadlines on track
- Automating client reminders
- Securing and organizing client documentation
One of its most important roles is to serve as a communication hub, connecting your team with each other and with clients. The best solutions provide secure methods for tracking notes, sharing documents, updating clients, and obtaining approvals and signatures — all in one place. If you’re implementing a client portal for the first time, or bringing new team members onto your platform, we recommend taking time now to develop and share best practices with staff and clients alike for using these tools effectively. We’ve seen how a little training during the slower season can prevent countless headaches when deadlines loom.
November – January: Sharpening Your Team’s Expertise
While your CPAs, Certified Tax Planners, and Enrolled Agents likely pursue continuing education year-round, we’ve found that late fall and early winter is the typical window for focused tax update training. This timing ensures your team is fluent in the latest tax laws and IRS regulations before the season intensifies, setting them up to deliver confident, accurate work.
Working with a tight budget? We understand this challenge. Consider sending key team members to certified training sessions, then organizing internal knowledge-sharing workshops. While these internal sessions won’t count toward CPE requirements, they’re invaluable for spreading expertise throughout your firm and building a culture of collaborative learning.
January: Mastering the Art of Client Management
Success in tax season isn’t just about processing returns — it’s about developing productive client relationships. Having walked this path ourselves, we recommend starting by segmenting your client base into three strategic groups:
- Simple-return clients: These efficiency champions can help smooth your workload if you engage them early. Complete their returns in January and February while waiting for more complex information from others.
- Complex-return clients: These clients, with their intricate tax situations, international issues, or significant investment portfolios, deserve your most experienced team members and earliest attention.
- Habitual latecomers: Begin your outreach to these clients early, making your submission process as user-friendly as possible. Be clear that late submissions may require extensions.
We recommend providing crystal-clear documentation requirements, including detailed organizers and checklists that clients can submit electronically. Our experience shows that well-defined deadlines and policies around extensions help maintain smooth workflows and set healthy expectations for your client relationships.
January – April: Nurturing Your Team’s Well-being
While some overtime during tax season might be inevitable for your firm, sustainable success depends on keeping your team healthy and energized. We’ve seen how simple supportive gestures like access to mental health resources, stress management tools, or even healthy office snacks can make a significant difference in maintaining team resilience. These investments in your people pay dividends in quality work, client satisfaction, and team retention.
March – April: Maintaining Excellence Under Pressure
When volume peaks, your commitment to quality becomes more important than ever. We encourage you to let your accounting practice management software be your ally in maintaining standards. Use those standardized workflows and automated file organization capabilities to keep information readily accessible and processes consistent. Giving special attention to unusual tax situations — ensuring thorough review and documentation — makes a significant difference in quality control and builds a foundation for client trust that extends well beyond tax season.
Year-Round: Maintaining Healthy Financial Rhythms
While you’re likely already closely managing cash flow throughout the year, we suggest paying special attention to planning for seasonal expenses. If you’re implementing new strategies or this is your first season in a leadership role, build these costs into your budget early.
We’ve observed that while some firms have shifted predominantly to monthly retainers, many still have clients who prefer to pay annually for their returns. If a significant portion of your client base is not expecting to pay until their returns are complete, consider implementing revised retainer policies for complex returns and credit card payment options with fees built into your pricing. These approaches help balance your cash flow while still meeting client expectations.
Looking Ahead: Your Path to Tax Season Excellence
While tax season will always bring its challenges, thoughtful preparation transforms it from a period of survival into an opportunity for your firm to shine. By investing in your team, optimizing your technology, and nurturing client relationships, you’re building a stronger, more resilient firm that’s ready to thrive both during tax season, and year-round.
The strategies you implement now will elevate your firm’s performance, client satisfaction, and team culture for years to come. Remember, every great tax season starts with smart preparation. Your next one begins now.
