Category: Client Management

Protect your time as your life depends on it, because it does!

Hello, brave warriors of the tax realm! In the grand battle of life and work, your most precious weapon isn’t your calculator or your knowledge of the tax code—it’s your time. Once spent, time is the one treasure you cannot win back, earn anew, or retrieve. It’s irrevocable. Thus, setting boundaries is not just wise; it’s essential to protect this invaluable asset. Let’s gear up and learn how to shield ourselves from the time-stealers lurking around us—be they clients, family, friends, or even our own troops (staff).

1. Fortify Your Calendar Your calendar is your castle. Defend it fiercely! Block time segments for different activities and stick to them ruthlessly. Allocate specific times for client meetings, family time, and personal quests like your beloved hobbies. This not only keeps invaders (a.k.a distractions) at bay but also ensures you’re ruling your day, not scrambling in the battlefield of busyness. Use this wisely and this will help you prevent the got a minute call. If you set a payment system to book these calls and your clients will think twice about wasting your time.

2. Train Your Gatekeepers Whether it’s your receptionist, assistant, or a trusty software app, make sure your first line of defense knows who can breach your gates. They should be skilled in the art of saying “no” or “let’s schedule this” when unexpected visitors (tasks or people) try to storm your schedule.

3. Establish Communication Trenches Decree when and through what channels (email, phone, messenger pigeons) you will communicate. Inform your clients and your legion (your team) about these channels and respect them yourself. It prevents the chaos of missed messages and the anarchy of constant interruptions. I have had this note in the subject line of my email for the last 8 years. “Effective immediately, I will be returning phone calls and emails from 11am-1pm and 4-6pm ET.”

4. Proclaim Office Hours Set and communicate your kingdom’s operating hours—times when you are available to clients and staff. Outside these hours, the drawbridge goes up, and the moat is filled. Your time is your own to enjoy the spoils of your hard work, whether it’s spending time with family or indulging in hobbies. Block your time each day. I always did all day Tuesday and Thursday to have available to meet my noble subjects (clients). But I also did what I could to make sure they were back to back to limit the … Continue reading

Tax Pros – Fire that bad client – Here is what he/she looks like!

It’s time we had a heart-to-heart about those clients who make our lives miserable. You know the ones – they’re always late with their paperwork, they argue about every deduction, whine about our fees and they think we’re their personal servants. Well, I’m here to tell you that it’s time to cut them loose! Here are seven reasons why firing your worst clients is the best decision you’ll ever make.

1) They’re always late. These clients are the ones who show up on April 14th with a shoebox full of receipts and expect you to work miracles. They don’t respect your time or your expertise, and they’re always surprised when you can’t get their taxes done in 24 hours. It’s time to show them the door!

You can’t train these people. If you could, it is not worth your time. It was the best decision I ever made to fire the bulk of the people who did this to me year in and year out. It actually made the next tax season the best I ever had.

2) They’re never satisfied. No matter how hard you work or how many deductions you find, these clients are never happy. They always want more, and they’re never willing to pay for the extra time and effort you put in. It’s a losing battle, and it’s time to wave the white flag.

These are the “Got a minute” people. Because you don’t want to offend them, you take their call (even though you knew you shouldn’t have) and 45 minutes to an hour later, you finally get to answer their question. Then YOU feel guilty about sending them a bill. Your time is valuable (and limited), don’t let people take advantage of you and waste your valuable time. Did you ever think that you could have used that time to get work done, that you get paid for and maybe gone home on time and done something you enjoyed?

3) They’re rude and disrespectful. These clients treat you like their personal servant, and they have no problem letting you know when they’re not happy. They yell, they curse, and they make your life miserable. You don’t need that kind of negativity in your life!

Not only do they do this to you, they do it to your staff. Then you wonder why Sally or Joe left. You never thought it was because of the rude client and that … Continue reading

The Art of War – Working with Clients, Setting Boundaries to prevent an invasion

Greetings, valiant warriors of the of the tax code! In the grand arena of financial combat, where numbers clash and deductions duel, you stand as the fearless generals leading the charge. But even the most skilled tactician must not only face the external foes of complexity and ever-changing regulations that the IRS and Congress gives us but also manage the allies (clients) within their own camp.

Ah, yes, clients! The very lifeblood of our practice, as essential to our survival as air to a dragon’s flame. Yet, like a double-edged sword, they can uplift or undo us. Fear not, for I come bearing the ancient scrolls of wisdom to guide you in mastering the art of client management, ensuring you rule your practice with the authority of a seasoned commander, setting boundaries as formidable as castle walls.

1. Assert Your Dominance: You Control the Battlefield, Not the Invaders

Remember, brave souls, your practice is your kingdom, and you are its leader. The standards you set are the laws of the land. When clients enter your domain, they do so to seek your expertise, your guidance through the treacherous tax terrain. It is essential to make it known that while their input is valued, it is you who charts the course of the campaign. The map is in your hands; you know the shortcuts and the pitfalls. Stand firm, for a kingdom without rules is but a village awaiting conquest.

2. The Fortress of Boundaries: Erecting Impenetrable Walls

As any seasoned warrior knows, a fortress with weak defenses invites disaster. Thus, you must construct unassailable walls in the form of clear, explicit boundaries. Office hours are your drawbridge; services offered are your moat. Let these boundaries be known from the outset, and make no exceptions, for the moment you do, the enemy spies weakness. A boundary respected is an alliance strengthened. This includes not responding to email, texts and phone calls immediately.

3. The Ritual of Firing: Banishing the Unruly from Your Kingdom

Alas, there comes a time in every ruler’s reign when they must face the unpleasant duty of banishing those who defy the laws of the land. Clients who consistently breach your walls, ignoring the sacred boundaries you’ve set, must be sent forth from your kingdom. This is no act of cruelty but a necessary purification, ensuring the health and prosperity of your realm. Let it be known that your practice is not a

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