Introduce Xero to Your Team - dummies

By Heather Smith, Rod Drury

You can use different tools and settings in Xero or on your computer to get the most out of your cloud-based accounting experience. Check out the following tips that help make doing the books online easier.

When moving to Xero from an existing accounting system, it’s important you explain to your staff the reasons for the move, the implications of the move, and train staff in how to use Xero.

As with any significant change, it’s critical you talk to your staff before migrating business processes to Xero. Your team is likely to adapt easily to the system if they’ve been involved in early discussions and open communication about the benefits of the system. You’ll also be able to identify any questions or potential roadblocks, and implement strategies to deal with them.

If you highlight that one of the benefits of moving to Xero is reduced data entry, existing staff may interpret this as a reduction in hours. In the same breath, emphasise how this positively influences the staff member’s existing role. For example,

‘The benefit of moving to Xero is <insert business benefit>, which positively impacts your role by <insert team members benefit>.’

You could go on to explain how the staff member is still responsible for checking Xero bank reconciliations against bank and credit card statements. They’ll also have more time to check the accuracy of reports and follow up on discrepancies, claim credit notes, and produce reports on a timely basis. Here’s an example conversation,

‘The benefit of moving to Xero is you can access Xero on the internet, which means that you can issue invoices anywhere, even at a client’s premises, rather than catching up with paperwork back in the office. This also means you’re issuing invoices on a timely basis, and issuing them while you have the details of the job fresh in your mind.’

If you want to put a cherry on top, you could also mention that they have the option of travelling to the office less, with more time to generate additional onsite income, and get home to their family earlier!

Comprehensive training for all staff is another key component to a successful rollout. Prior to the implementation, provide staff with general training and also training on anything specific that they may need, or like, to know. Offer an avenue for one-on-one support if they need it too. A purchasing officer may only require specific training in how to use the Purchases Dashboard, while a stockperson may require training in an add-on inventory solution that’s integrated with Xero.

During and after the rollout, have ongoing training and support available to staff. Also be aware that additional support may be required when significant milestones are reached, such as end of year reporting.