Category: Time Management/Productivity

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

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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Productivity Part Deux – Conquer Time and Give yourself a Boost

Welcome champions of the tax code! Back by popular demand (or because I just have more wisdom to share), here’s a few more tips to help you slay the productivity dragon. Let’s turn your office into a well-oiled, tax-filing, time-saving machine with a sprinkle of fun and a dash of wit.

1. “Batch Processing” – The Culinary Art of Tax Work Picture yourself as a master chef in a gourmet kitchen. Just as a chef wouldn’t cook one dish at a time, you shouldn’t handle tasks one by one. Enter the world of “batch processing.” Group similar tasks together and tackle them in dedicated time slots. Answer emails in one go, set aside time for all client calls, and process filings in batches. It’s like meal-prepping, but for taxes. You’ll be amazed how much time you save when you’re not constantly switching gears. Plus, who doesn’t like feeling like a tax Gordon Ramsay?

2. “Early Bird or Night Owl?” – Harness Your Prime Time Are you a morning lark, singing the sweet songs of deductions at dawn? Or are you a night owl, wise to the ways of tax wizardry under the moonlight or candlelight? Identify when you’re most productive and schedule your biggest and most challenging tasks during these hours. Using your peak hours effectively is like catching the express train in rush hour – you get to your destination faster and smarter. So, brew that coffee or pour that late-night tea (without caffeine, not good for your sleep time), and make magic in your prime time. Oh, and don’t do the batched tasks you identified in #1 above during these times. This would be a waste of your Prime Time.

3. “The Magic of ‘One Touch’” – Touch It, Tackle It, Triumph! In the mystical realm of tax filing, there lies an ancient secret: the “One Touch” rule. The idea is simple yet powerful – touch a task once and complete it. Got an email that needs a quick reply? Do it now (in conjunction with #1). A form that needs a quick review? Don’t put it off. By applying the “One Touch” rule, you avoid the black hole of procrastination and the vortex of time-wasting. It’s like defeating the boss monster in one epic move. Game over, inefficiency! This is one of my difficulties, but I am working to beat this one.

4. “The Zen of Saying ‘Later’” – The Artful Skill … Continue reading