AI & People Plan
1. Summary
Your team spends around 31 hours a week on tasks where AI could help. We recommend starting with three changes that could give back around 8 hours a week, all of it moved into client reviews and training. No role is removed. Everyone affected has a plan below.
2. Priorities
| Priority | Change | Who it affects | Time back a week |
|---|---|---|---|
| 1 | AI drafts reminders for missing records; a bookkeeper checks and sends | Bookkeepers | about 2 hrs |
| 2 | Receipts and invoices read automatically, reviewed before posting | Bookkeepers | about 4 hrs |
| 3 | Client call notes and actions written up automatically | Whole team | about 2 hrs |
3. Staff impact plan (extract)
Bookkeepers (5 people)
- What changes
- Less chasing and re-keying. They check AI-drafted reminders and review entries before posting.
- Where the time goes
- Sitting in on client reviews, then preparing them.
- Training
- Two sessions on checking AI output, then shadowing a partner on advisory work.
- Check-in
- One to one after four weeks: what's working, and how they feel about it.
Practice manager
- What changes
- Owns the new ground rules and signs off each change before it goes live.
- Where the time goes
- Fewer late nights at month-end; more time on onboarding new clients.
- Training
- One session on the tools and settings, plus the handover notes.
- Check-in
- Monthly, as part of the review call.
4. Ground rules (extract)
- Only the practice's business AI accounts are used for client work.
- Client names and account details never go into a tool that could learn from them.
- A person checks anything AI drafts before it reaches a client.
5. What stays human
Advice on clients' affairs, anti-money-laundering checks, and anything the practice signs off.
6. If you go ahead
Set-up and training for the three priorities, a written agreement covering scope and sign-off, and a walkthrough with the whole team before anything changes.
