Deadlines are entries, not reminders
Every deadline knows its rhythm, its lead time and what has to be finished before it.
Practice / Deadlines and filings
Deadlines and filings
Deadlines are the kind of work where forgetting costs money straight away. In many businesses they are still only weakly secured.
The starting point
The work
in between.
- One person knows the important dates. They carry them in their head and partly in a calendar.
- The same person knows what has to be done. It is not written down.
- If they are ill or on holiday, the preparation moves. The deadline does not.
- What was filed once is rarely stored so that it can be found in a minute when an inspector asks.
A suitable design
What needs to
work together.
These components describe one possible individual scope. Scope and rules are agreed with your business.
Prepare instead of remind
A reminder tells you work is coming. Here the work stands finished and waits for a look.
The filed state is locked
The original is not quietly overwritten. Necessary corrections appear as new, linked entries with a reason, a time and an approval.
Presentable in an inspection
Every filing comes with the figures, the derivation and the state of the system at that time.
An example decision card
A filing falls due in 13 days
The figures and checks are complete and the filing draft is ready. An authorised person checks it and initiates submission.
The original filed state stays locked. Corrections are recorded as new, linked entries with a reason, timestamp and approval.
What was checked?
- every line of the period read in completely
- totals reconciled against the bank balance
- no entry without a document
- closed period locked
07 · To try out
Thirty days before a deadline.
Pull the slider. What stands out is how long nothing happens, and when the system says something for the first time.
30 days before
Nothing.
No note, no reminder, no email. The period is running, receipts come in and get assigned. There is nothing to do, so nothing stands here.
The screen stays empty
An illustration. You set the lead times and the checks. What stands here is one usual cut.
Silence is the real work
Any tool can remind you. The difference is saying nothing for sixteen days and then saying the right thing. A system that speaks too often gets clicked away, and it is then powerless at exactly the moment it matters.
The last step stays with you
In this example, an authorised person checks the draft and initiates submission. Any later extension of automation is assessed for the particular procedure. Authority, technically enforced boundaries and the form of control must be agreed before extending the scope.
The countercheck
Where things
can go wrong.
In this first scope, the system prepares the filing. An authorised person checks it and initiates submission. Further automation is a separate decision: authority, procedural requirements, technical boundaries and the form of control must be assessed and agreed first. Automation does not remove responsibility.
A useful first trial includes this failure case explicitly. Fast processing alone is not success if checking and correction create more work.
The connection to the next task
Your first stage
Start where
the work improves.
For Deadlines and filings, we choose a bounded first outcome with your team. Existing specialist systems can stay where they fulfil necessary requirements. We compare time relief, payments that can end and the cost of the new way of working.
The workshop gives you priorities and a roadmap. You can continue internally or with support from Markus Kirchmair. The choice of model and agent follows the task, with data and rules retained outside an individual chat.
Explore the workshop →Ready for the next change
Keep the work simple.
The first view should show the next relevant decision. Reasoning and sources remain accessible. We leave out unnecessary features and make actual progress visible.
When a rule changes, agents can help investigate the impact, prepare the adjustment and update tests and documentation. A qualified person assesses the result and its adoption.
Try a change →Your first step
Say yes
to less.
Less unnecessary software. More room for your work. Let’s find the useful first step.