If you’re running a tax resolution practice, there’s a good chance you’re doing too much. Between managing IRS deadlines, handling client communication, prepping cases, marketing your services, and overseeing your team, it’s easy to fall into the trap of thinking that everything has to go through you.
But here’s the truth: doing it all is not a badge of honor—it’s a bottleneck. As Admiral Ackbar would say “It’s a TRAP!”. It’s a trap we all fall into, don’t realize we are there and then don’t know how to get out of the hole we dug. The most successful tax pros don’t just do more; they delegate better.
As John C. Maxwell put it, “If you want to do a few small things right, do them yourself. If you want to do great things and make a big impact, learn to delegate.”
Why Tax Pros Struggle With Delegation
Many practitioners—especially solo or small firm owners—resist delegation because they think:
- “It’s faster if I just do it myself.”
- “No one else can do it as well as I can.”
- “Clients expect me, not my staff.”
While those feelings are understandable, they’re also a trap. Holding onto every task limits your capacity, increases stress, and stunts your growth. Delegation is not giving up control—it’s creating more space to focus on the work that matters most.
Identify What to Delegate
Start by categorizing your weekly tasks. Which ones require your expertise—and which ones don’t?
Delegate these immediately:
- Appointment scheduling and calendar management
- Document collection and filing
- Data entry and tax prep basics
- Email follow-ups and client reminders
- Social media posting or blog formatting
Keep these on your plate:
- High-level client strategy and consultations
- IRS representation and resolution planning and case work
- Business development and key relationship building
Use the 80/20 rule. If 80% of your results come from 20% of your activities, focus on those top 20%. Everything else can likely be automated, delegated, or eliminated.
Build Systems That Support Delegation
Delegation works best when you have clear, repeatable processes. That’s where SOPs (Standard Operating Procedures) come in.
Document how each task should be done—step-by-step—with tools like Loom (for video walkthroughs), ScribeHow, or Google Docs. The goal is to make it easy for anyone on your team to step in and follow the playbook.
Use tools like:
- TaxDome to assign and track tasks
- IRS Solutions to centralize case management
- Google Meeting or Zoom for team communication
- Asana or ClickUp for internal project tracking
The more structure you build, the less handholding your team will need.
Hire Support That Adds Value
Your first hire doesn’t need to be another EA or CPA—it might just be a virtual assistant who can manage your inbox or follow up on client documents.
Start small:
- 5–10 hours/week of admin help can free up hours of high-value time
- Contractors or part-time team members reduce risk while increasing output
- Bookkeepers, marketers, or tech specialists can handle entire functions
Good delegation is not just about dumping tasks. It’s about empowering others to succeed and creating a team that supports your bigger goals.
Let Go of Perfectionism
If you wait until someone can do something 100% your way, you’ll never hand it off.
Aim for 80% right. If your team member can do it well enough—and the task gets done without your direct involvement—that’s a win.
Yes, you may need to check or coach at first. But over time, this will compound into massive time savings.
Running a tax practice can be a lonely job, but that doesn’t mean doing everything alone. It means putting systems in place so that all work done under your supervision meets ethical and professional standards.
Your Time is Your Most Valuable Asset
You can always make more money. You cannot make more time.
Delegation isn’t just a strategy—it’s a mindset shift. When you start seeing your time as a CEO-level resource, you’ll stop giving it away to tasks that don’t drive growth.
As business coach Dan Sullivan says, “If you have ambition, the biggest breakthrough you’ll ever have is realizing that other people are your greatest resource.”
At the Tax Resolution Academy®, we help practitioners design lean, scalable practices with the right systems and support in place. Because success isn’t about doing everything—it’s about doing the right things, with the right help.
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Here’s to working smarter, not harder!
And a brighter future for your tax practice!
If you want to know more consider joining the Tax Resolution Academy® by clicking this link to earn your Certified Taxpayer Representative™ (CTR™) certification
I hope this helps.
If you have any questions, please reach out to us.
I would love to hear your thoughts, challenges, and successes in writing your very own book.
Have a GREAT day,
Cordially,
Dan
Dan Henn, CPA, CTR™
Co-Founder, Tax Resolution Academy®
Managing Member
Tax Pro Academy, LLC
P.S. Want to learn more about the Tax Resolution Academy®, go to https://community.taxresolutionacademy.com.
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