If we can learn anything from Q1 every year, it’s that time management is an absolute necessity for accounting pros. It’s all too easy to feel overwhelmed as you repeat, “Just keep swimming,” over and over.
But how do you manage your schedule when everything is a priority?
The time block is my secret weapon. I teach it to my team and find that many of our clients can benefit from implementing it in their own businesses.
When your brain isn’t pulled in 14 different directions, it’s easier to focus on the task at hand and make a heck of a lot fewer mistakes. What’s more, clients are a lot more understanding that you can’t just, “Hop on a quick call,” when they know that you’re in focus mode.
Even when you’re not working on their projects, they can trust that you’ll devote the same focus and energy when the time comes.
So all of this sounds great, but how do you do it?
Before you even think about breaking out your calendar, make a list of all the tasks you have, the approximate amount of time each takes, and which tasks should take top priority.
You can also categorize your tasks based on the type of focus they require.
Just starting out? Maybe consider breaking your days into hour-long blocks. You can always adjust as needed, but this gives you a solid starting point.
You can start with paper calendars or with an online option and give the blocks different colors. Then start slotting tasks in based on when you’ll be most productive to handle them.
Another option is to try the Pomodoro method, which gives you 25 minutes of intense focus time followed by a 5-minute break. You can play around with it but commit to those blocks when you start out.
Pro tip: Don’t forget to schedule breaks!
Your inbox shouldn’t dictate your workday. Make sure to set specific times for checking emails, responding to Slack messages, and returning calls. This will protect your time, keep the lines of communication open, and streamline your workflows simultaneously.
Strategic planning can mean setting goals for your long-term vision and making plans to reach them. Another option is to spend the last 15 minutes of every day mapping out your priorities for tomorrow, so you can stay a step ahead and hit the ground running when you return to the office.
Our team members earn an hour of paid professional development time every 40 hours they work so they can stay on top of the latest technologies and regulatory changes. Plus, they can use it for personal development as well. We encourage them to take that time, whether they block out a half day each quarter or an hour here or there.
After a few weeks of time-blocking, take a step back and evaluate what’s working and what isn’t. Are you consistently underestimating how long certain tasks take? Are you finding certain blocks more productive than others? These insights let you fine-tune your calendar.
For example, you might realize that back-to-back client calls on Tuesdays are too draining, and you need a short “buffer” block in between. Then again, you might find that you need to shift your administrative tasks to the afternoons when your energy levels naturally dip.
In my business, I only open my calendar to sales conversations a few mornings a week. Those require a special level of my energy and focus, and I do better when I can group them together.
Remember: Time-blocking isn’t meant to be rigid or inflexible—it’s a framework that helps you take control of your schedule and get the most out of each day. Adjust as needed, and don’t be afraid to experiment until you find the rhythm that suits you best.
Time blocking doesn’t magically take away all of the things you have to do, but it gives order to your day and makes it easier to stay on top of your tasks and schedule, while minimizing distractions.
We’ve found this is crucial for our team—especially when clients are lining up for monthly closes, quarterly reviews, or year-end work. With dedicated time blocks, we find it easier to dedicate focus to important to-dos, while also giving us the mental space for breaks and communications.
Best of all, I expect you’ll find fewer errors in your work, improved trust, and more progress toward that work-life balance we all crave.