Is Your Schedule Controlling You?
You sit down at your desk, ready to tackle the big projects that will move your business forward. But before you even get started, your day is hijacked.
Client emails. IRS notices. Last-minute calls. The “Got a minute!” quick questions that somehow take 15-45+ minutes to answer.
And just like that, the work you planned to do? It never even started.
The truth is, if you don’t control your time, someone else will.
The Difference Between Reactive and Proactive Work
Many tax professionals spend their days in reactive mode—responding to what’s in front of them instead of intentionally focusing on what will truly grow their business.
Common signs you’re stuck in reactive mode:
📌 You start your day by checking emails (and get sucked in for hours)
📌 You take calls whenever a client reaches out—no matter what you’re working on
📌 You feel like you’re always working, but never making real progress
📌 Your most important projects keep getting pushed to “later”
Sound familiar? You’re not alone. The good news? There’s a way to take back control.
The Time Block Rule: How Productive Tax Pros Stay Ahead
The most successful tax professionals don’t just work harder—they work smarter by following The Time Block Rule.
Here’s how it works:
✅ Pick 1-2 “protected work blocks” per day. Usually in the morning or when you are the most energized and productive. These are non-negotiable. No emails, no phone calls, no internal meetings, no distractions—just focused work.
✅ Communicate boundaries. Set response times for emails and calls—your availability shouldn’t be 24/7. This should be a normal thing. Remember, we are not doctors and there is no financial emergency that you need to deal with outside of regular business hours. Your time is your time.
✅ Own your schedule. You don’t need to answer client requests the moment they come in. Set the rules for when and how you engage. Train (or retrain) your clients on your schedule, not the other way around. Does your doctor, dentist, attorney take your call when you call or return your call immediately. Probably not. They have a schedule and return calls or messages according to that schedule.
This isn’t about ignoring clients—it’s about creating space to actually work on the things that will build a profitable, sustainable tax practice.
How to Implement Time Blocking in Your Business
If you’re not used to protecting your schedule, here’s how to start:
1️⃣ Decide when you do your best work. Are your peak focus hours in the morning or afternoon? Set your work blocks accordingly.
2️⃣ Put it on your calendar. Treat your time blocks like a client appointment—because your business deserves that level of importance.
3️⃣ Set expectations with clients. Let them know when they can expect responses from you—and stick to it. Insert this to the signature block in your email.
4️⃣ Batch similar tasks together. Instead of constantly switching between tax prep, calls, and admin work, group tasks into dedicated time slots.
5️⃣ Turn off notifications. Email, phone, and Slack distractions will pull you off track. Create a distraction-free environment during work blocks.
What Happens When You Take Control of Your Time?
Tax pros who implement The Time Block Rule report:
📌 More completed work in fewer hours
📌 Less stress and burnout—because they’re in control of their day
📌 Fewer last-minute emergencies—because clients respect their boundaries
📌 Higher revenue—because they spend time on tasks that actually grow their firm
📌 More time for family or the things you most enjoy in life!
Ready to Level Up Your Productivity?
Try this for a week, and you’ll be amazed at how much real work gets done.
Want to take your productivity even further? Inside Tax Resolution Academy®, we teach tax pros how to take back their time, systemize their workflow, and build a business that runs on their terms.
_____________________________________________________
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
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.
P.P.S. Check out our CPE classes here! Click the link to Follow our page and you will be notified when we release new classes.
