Tax Season Monster
Tax season can be one of the most stressful times of the year, especially for a small business. With tight deadlines, sensitive financial data, and an increased reliance on technology to process everything smoothly, the last thing you need is a tech breakdown. Whether it’s a malfunctioning computer, a lost file, or a network crash, even minor issues can become monster issues.
To help you prepare, here are steps to ensure your technology runs seamlessly:
1. Back Up Your Financial Data Regularly
Imagine spending hours compiling tax documents only to lose them due to a system crash or accidental deletion. Backups are your safety net.
What to Do: Ensure all your financial data is backed up to both a local drive (like an external hard drive) and the cloud. This creates redundancy, so even if one backup method fails, you’re still covered. Automated backup solutions can simplify this process, ensuring that your data is regularly and securely saved without requiring manual intervention. Make sure to test your backups periodically to confirm they are complete and functional.
2. Check Your Software and Hardware Health
Outdated software or faulty hardware can lead to unexpected downtime. For example, if your accounting software isn’t updated, you might encounter errors or compatibility issues.
Inspect and Update: Review your software and hardware to ensure everything is updated and in good working condition. Confirm that your accounting and tax software is running on its latest version and is compliant with current regulations. Perform a system health check to identify any aging or underperforming hardware that could fail under pressure. If any equipment seems unreliable, consider replacing it before tax season begins.
3. Protect Sensitive Financial Data
Cyberattacks often spike during tax season because hackers know businesses are handling valuable data. Without proper protections in place, your sensitive information could be at risk.
Secure Your Data: Use strong, unique passwords for all accounts, and enable two-factor authentication wherever possible. Install reliable antivirus and anti-malware software to protect your systems, and ensure your network is secured with a robust firewall. Educate employees on recognizing phishing attempts and avoiding suspicious links or attachments. Avoid accessing financial data on unsecured public Wi-Fi networks, as these can be easily exploited by attackers.
4. Plan for Increased Workload
Tax season often involves handling larger files, running multiple applications, and even accommodating remote work. This increased workload can strain your network and devices.
Prepare Your Systems: Test your internet speed and confirm that your network can handle the added demand. If your internet connection is frequently slow or unreliable, consider upgrading your plan or equipment. Optimize your devices by freeing up storage space, closing unnecessary applications, and performing routine maintenance like disk cleanups and software updates. If you have employees working remotely, ensure they have secure and reliable access to the systems and files they need.
5. Have a Contingency Plan
Despite the best preparations, things can still go wrong. Having a contingency plan in place will help you respond quickly and minimize disruptions.
Be Ready for the Unexpected: Identify critical tasks and systems, and establish a clear process for how to continue operations if something fails. Keep a backup device or spare hardware available in case of emergencies, and ensure your team knows how to access important data and systems through alternative methods if necessary. Document these contingency plans and communicate them to your team to ensure everyone is prepared.
Don’t Let Tech Issues Derail Your Tax Season
Tax season is stressful enough without the added frustration of tech problems. By taking proactive steps to secure your systems, back up your data, and prepare for increased demands, you can avoid unnecessary disruptions and stay focused on what matters most: running your business.
If you need help preparing your tech for tax season, contact Tech by Dale today for guidance and support. Let us keep your technology running smoothly, no matter how hectic things get! (724) 249-6299 | contact@techbydale.com