Silverfin

Project Managing Tech Deployments for Accountants

The blog discusses the challenges accounting firms face in adopting new technology—such as time pressures, resistance to change, and the need for smooth migration—and offers practical advice from an experienced accountant on managing digital transformation projects to ensure successful deployment, user uptake, and long-term value.

Change might be a constant but that doesn’t make it easy—especially when implementing new technology. In this blog, the challenges accounting firms face with tech deployments and digital transformation are discussed, along with top tips on how to overcome them.

The pace of change in business and technology has never been this fast, and it is not slowing down. Accounting firms understand this better than most. Whether it’s the rise of cloud-based software, legislation like MTD, ESG, or cryptocurrency, accounting firms constantly have to adapt and respond to new trends.

We like what we’re used to. We get comfortable with processes, tools, and ways of working. Unfortunately, this means that firms often struggle to onboard new systems—even if doing so will increase productivity and performance.

The author shares experience from a decade as an accountant in practice, focusing on digital transformation, helping a midsize firm transition from desktop-based systems to cloud-based software, and later supporting customers as they deploy Silverfin. The focus is on ensuring that any deployment is successful in terms of a smooth migration, uptake, and delivering value.

Common hurdles to successful tech deployments (and how to overcome them)

Generally, firms face four major hurdles:

  1. 1.

    Time pressure

    • Accountants are always up against the clock, working against deadlines for filing accounts, payroll, and other responsibilities.
    • When a new tech system is announced, teams may feel they don’t have time to learn it. Project managers need to emphasise the bigger picture: while implementation requires short-term investment, the long-term benefits include time savings and the ability to focus on more meaningful work.
    • Reinforce the project’s main aims and give your team time during normal working hours to devote to the new project. Plan for a potential reduction in billable hours and ensure everyone understands the long-term benefits.
  2. 2.

    A hesitant team

    • Tech change is ultimately people change. It doesn’t matter how innovative a system is if people don’t know how to use it or are unwilling to learn.
    • Do the upfront work: invite questions, explain goals, and sell the benefits. Understand reservations and reiterate how the system will benefit them.
    • Make it clear you’re on the journey together. Answer queries, welcome feedback, and collaborate throughout.
  3. 3.

    Lacking a clear plan

    • Many teams start change projects without a clear plan, not knowing which processes to change or how.
    • Without clear goals, employees revert to old ways when challenges arise.
    • Ensure a clear plan is in place before beginning. Identify pain points, select software to address them, determine success metrics, and envision the post-implementation state.
  4. 4.

    Project managers acting as bottlenecks

    • Project managers may feel they have to do everything themselves, but this can hamper success.
    • Delegate tasks, provide clear briefs, set deadlines, and trust others. Focus on ensuring everything runs smoothly rather than getting lost in details.

3 key steps for creating a successful plan for tech change

  1. 1.

    Establish a project team

    • The right team is critical. Include technical experts, end-users, and executive sponsors—a cross-section of everyone impacted by the new software.
    • Determine accountability from the start. Identify responsibilities and deadlines. Give the team ownership to shift the narrative from imposed change to self-driven improvement.
  2. 2.

    Set clear deadlines and goals for pilots and testing

    • Projects need to achieve outcomes on time and on budget. Run a pilot or test the new system within one area or team before wider deployment.
    • Tackle initial blockers and demonstrate value to other teams. Select innovative, forward-thinking clients for the pilot stage.
  3. 3.

    Ramp up

    • After pilots and process adjustments, expand efforts to include other clients. Set clear milestones on usage metrics and customer satisfaction, but be prepared to adapt metrics as the project progresses.

Bonus tip: work with tech vendors who will support you

Overcoming internal hurdles is crucial, but successful tech deployments also require the right vendor. Leading providers work closely with customers throughout planning and implementation, providing materials, training, regular check-ins, and ongoing support.

Choose a vendor who will partner with you for success and be present throughout your project.