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 possibility of 2-3 hour meetings.
5. Cultivate the Art of Delegation You, brave leader, do not need to fight every small battle. Delegate tasks to trustworthy knights and squires. This empowers your team and frees you up to focus on high-level strategy and rest.
6. Enforce a Treaty on Meeting Times Meetings can be like quicksand, sucking up time with little to show for it. Enforce a strict policy on meeting duration and frequency. Use the magic of agendas to keep meetings concise and ensure every gathering is a decisive victory in efficiency.
7. Beware of Time Thieves Keep an eye on activities and people that do not add value to your kingdom. This might mean reevaluating clients who demand more time than they’re worth or hobbies that don’t bring you joy. Be ruthless in cutting these out.
8. Commandeer Personal Time Just as you plan for battles (work tasks), schedule retreats (personal time). Whether it’s a vacation or just an evening walk, make it sacred. Your well-being is a critical asset in maintaining your empire.
9. Harness Technology Shields Use technology to your advantage. Automated tools can handle tasks like scheduling, billing, and even answering basic client queries. Let these digital warriors streamline your processes.
10. Celebrate Victories All work and no play makes for a dull knight. Make sure to celebrate your victories, big or small. Reward yourself and your team for well-fought battles to maintain morale and ensure everyone’s ready for the next challenge.
Remember, fellow tax professionals, setting boundaries is not about keeping the world out; it’s about letting the right things in. Protect your time zealously, and you’ll find you have more of it for the things that truly matter—like vanquishing foes on the golf course, conquering new lands on your travels, or spending precious moments with your family and grandkids.
So, let’s adjust our armor, sharpen our swords, and prepare to defend our most precious resource. Our time isn’t just a gift; it’s our legacy. Let us use it wisely and fiercely protect it from those who dare to waste it!
Have a GREAT day,
Cordially,
Dan
Dan Henn, CPA, CTR™
Managing Member
Tax Pro Academy, LLC
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