Late May is when things start to speed up for many accounting firms. Between project wrap-ups, client requests, and the start of new summer cycles, this season can feel tight. When deadlines pile up, it’s not always the accounting work itself that causes issues. It’s misfiled reports, forgotten passwords, slow networks, and tech systems that aren’t lined up for the rush.
Planning ahead helps keep these distractions out of the way. Using smart business technology solutions can ease everyday tasks and reduce stress before it snowballs. Whether it’s organizing shared files or setting up automated reminders, small changes in how we manage our systems make a big difference. Most accounting teams rely on tools like Microsoft 365, cloud file systems, and email access to complete reports and stay on top of client deadlines. If these aren’t running smoothly, the pressure only gets worse.
This season, instead of waiting for something to go wrong, we’re looking at how a few steps now can keep everything working better when we’re busiest.
Review Access Control Before Staff Take Vacation
Before summer schedules take full effect, now is a good time to look at who can access what. When a report needs to go out and someone’s already taken off for the week, waiting on the right login can be a real delay.
- Review shared folders and project drives to make sure the right people have the right permissions
- Use Microsoft 365 to assign access based on roles rather than guessing who should still have keys
- Assign alternate access where needed so someone else can jump in if a teammate is out
Soaring Towers provides small business IT consulting and access control solutions as part of our core service offerings, helping teams assign, remove, and update file shares with ease.
Take the opportunity to check user lists and folder permissions early, when things are a bit quieter. Setting up approvals for access requests in Microsoft 365 streamlines new access and helps prevent bottlenecks if someone is out unexpectedly. These quiet updates save everyone time later. When access is properly managed ahead of time, backups cover gaps without the need for emergency calls or last-minute tech help.
Organize Client File Storage and Email Archives
Messy shared folders and overloaded inboxes slow things down and make mistakes more likely. The busier the season gets, the easier it is for files to go missing or get saved in the wrong place.
- Clean up shared desktop folders, move paused projects into labeled archives, and delete unused files
- Review email settings to make sure past attachments aren’t bloating inbox storage
- Store final documents in cloud folders tied to the right client or department, not individual devices
This work doesn’t take much time, but it clears out the clutter that builds up when things get hectic. A clean file system means less time spent searching and more time moving tasks forward. Go through client folders as a team, sorting out files from past quarters and making sure only active work stays on the main drive. Set folder rules so new files always land in the right spot. Keeping files organized makes it faster to prepare for audits, answer client questions, or send out reports on a deadline.
With email, emptying old attachments or creating automated archiving rules can speed up your inbox and make searching easier. Move outdated message threads into folders, so workplace communications are more focused and less overwhelming. Tidying up now, when deadlines aren’t yet peaking, keeps stress down during crunch time.
Automate Repetitive Administrative Work
Summer deadlines often come with a lot of repeated tasks. Client updates, invoice reminders, and status reports are all needed often and tend to follow the same script.
- Set up Microsoft 365 flows to send weekly reminders or schedule recurring tasks on calendars
- Use email rules or templates to simplify client updates and follow-ups
- Make shared calendars and progress folders the place for teams to check in on tasks without extra calls
Automating where it makes sense keeps small jobs from taking up too much headspace. Fewer manual tasks mean we get more hours focused on reviews, reports, and time-sensitive work. Look for routines that happen every week, like staff check-ins or client billing notices, and turn those into automated messages or calendar entries. This is also the time to set alerts for quarterly goals or project deadlines, so nothing gets missed as workload peaks.
Making automation part of your routine gives teams more confidence that the work is covered, even if someone gets busy or heads out early for a summer weekend. Keeping updates and reminders flowing automatically cuts down on confusion and lets everyone focus on the more important details.
Update Password and Device Security
As we enter peak work periods, it’s risky to leave logins unchanged or devices running old software. Even one shared password being out of date can slow down a project.
- Rotate shared BitWarden passwords tied to client tools, vendor portals, or collaboration apps
- Double-check that all devices have current security patches and software updates
- Take inventory of devices used outside the office to make sure they still meet security steps for remote work
Soaring Towers uses BitWarden to provide secure password management and device audits, so accounting teams can move into busy cycles without access or security bottlenecks.
It’s easier to fix a login now than while someone’s locked out with a report due by end of day. Keeping things current helps avoid stress later. Change old group passwords and verify device lists so you know who is signing in, and from where. Check if traveling team members have the right security apps installed or if their devices need updates before going into heavy project periods. Reviewing these basics means you are ready for anything the summer season brings, without having to troubleshoot security issues at the last minute.
Strengthen Wi-Fi and Network Setups at Branch Offices
For offices with multiple locations or staff working across jobsites, steady internet isn’t a luxury. When reports are being uploaded or numbers are being finalized, lag or dropped connections waste time.
- Use Ubiquiti hardware to support fast, consistent Wi-Fi across the office or between trailers and main systems
- Check network settings to make sure guest access is turned off where it’s not needed, especially before clients visit
- Add bandwidth or improve firewall settings if you expect more traffic during reporting season
Soaring Towers supports accounting clients with Ubiquiti installs and Wi-Fi upgrades for both office and mobile teams, so teams keep file sharing fast and reporting on pace through the spring and summer.
Connectivity issues that seem minor now can turn into bigger snags when reports and files stack up. A strong system helps us avoid delays when time is tight. Run a quick test of your connection speeds and identify dead zones around your workspace or satellite offices, so you know your data will keep moving. Increase protections on your wireless networks, review who has admin access on routers, and make adjustments if staff numbers change for the summer.
Proactively addressing networking needs ensures that shared drives, cloud apps, and reporting tools keep up with demand, supporting business continuity during heavy reporting cycles, no matter where teams work.
Keep Work Smooth as the Season Picks Up
Getting systems ready before summer workloads jump protects more than just schedules. It helps keep stress in check and lets teams focus on client work, not last-minute tech fixes. Clean folders, updated access, working devices, and stable connections are all part of keeping things running steady during the busiest weeks of the season.
Technology planning doesn’t need to be big or complex to be helpful. Often, it’s the small fixes and habits that make it easier to meet deadlines without getting sidetracked. When we work ahead now, things just go better later.
When your accounting workflow relies on seamless performance during the busiest times of year, having your tools keep up with demand is important. From organized file storage to reliable access control, having the right setup prevents delays as team schedules change and client requests increase. We work with accounting teams to resolve bottlenecks and optimize processes through modern business technology solutions. Soaring Towers is ready to help you create a more efficient and resilient system, contact us today to get started.