TWR Podcast Episode 113: 7 Productivity Hacks for Busy Season

Written by Heather Day Satterley | Mar 13, 2025 7:02:42 PM

Tax season can be an overwhelming time for accountants, bookkeepers, and tax professionals. With deadlines looming and client demands increasing, managing workload efficiently is essential. In this episode of The Woodard Report Podcast, hosts Joe Woodard and Heather Satterley share seven productivity hacks designed to help professionals stay focused, reduce stress, and maximize efficiency during the busiest time of the year.

1. The Two-Minute Rule

Source: Getting Things Done by David Allen

The two-minute rule is simple: If a task takes two minutes or less, do it immediately. This approach prevents small tasks from accumulating and clogging up your to-do list.

Examples:

Replying to a client email with a quick confirmation (“Got it! I’ll review and follow up.”).
Logging notes into your practice management system instead of keeping them in your head.
Forwarding emails with a one-liner rather than letting them sit in your inbox.

Try This: For one day, apply the two-minute rule and see how much lighter your workload feels.

2. Quick Email Hacks to Reduce Back-and-Forth

Emails can be a major time drain—these strategies help streamline communication:

Use Email Templates: Create canned responses for FAQs like extension requests, missing documents, or payment reminders.
Be Clear & Direct: Use bullet points and suggest specific time slots instead of open-ended scheduling questions.
Use a Scheduling Tool: Tools like Calendly or Microsoft Bookings cut down on unnecessary email exchanges.

Example: Instead of writing, “Let me know when you’re free,” say, “I’m available Tuesday at 10 AM or Thursday at 2 PM. Which works for you?”

3. Automate One Repetitive Task

Automation is a valuable tool. If you’re doing a repetitive task, chances are you can automate it.

Where to Start:

Set up automated client reminders for missing documents
Automate recurring emails for estimated tax payments
Use practice management software to streamline workflows

Take Action: Block 15 minutes this week to set up one small automation that will save you time throughout the season.

4. Shift Your Mindset to Reduce Overwhelm

Your mindset matters. Instead of thinking:

“I have too much to do,” shift to “What’s the most important thing to focus on right now?”

Additional Mindset Tips:

Celebrate small wins—finishing a complex return, clearing your inbox, or wrapping up a client call.
Busy season is a marathon, not a sprint—allow yourself time to reset.
Give yourself permission to pause—stepping away can improve focus and efficiency.

5. Take Stretch Breaks to Stay Sharp

Sitting for long periods reduces focus and productivity. Movement helps.

Try This:

Stand up and stretch every 90 minutes.
Use box breathing to reduce stress: Inhale 4 seconds, hold 4 seconds, exhale 4 seconds, hold 4 seconds.
Take a short walk between client calls or tasks.

6. Know When to Call It a Day

Pushing through exhaustion does not always mean more gets done. If you find yourself:

Making more mistakes,
Rereading emails without comprehension, or
Staring at the screen without progress—it's time to log off.

Set a Daily Cutoff: Define a reasonable stopping time and stick to it. Rest improves accuracy and efficiency.

7. Say No Without Guilt

Setting boundaries is essential during busy season. Saying “no” does not have to be harsh—it can be clear, professional, and firm.

Examples:

“I’d love to help, but I’m fully booked until after the deadline. Let’s schedule something then.”
“To serve my current clients effectively, I’m not taking on new projects until April.”

Key Reminder: Your time is finite—protect it so you can serve your clients effectively.

**Book of the Month – The Execution Factor by Kim Perell**

Buy on Amazon

This month’s featured book offers practical strategies for improving execution and efficiency.

Key Takeaways:

Set SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound).
Apply the 80/20 Rule—focus on the highest-impact tasks.
Take imperfect action—progress is better than perfection.
Develop systems & habits to improve consistency.

TV & Movie Quotes of the Week

Joe’s Pick: “It’s not personal, Sonny. It’s strictly business.” – The Godfather
Lesson: Business is always personal because it involves people.

Heather’s Pick: “When I choose to see the good side of things, I'm not being naive. It is strategic and necessary.” – Everything Everywhere All at Once
Takeaway: A positive mindset is a deliberate strategy for handling challenges.

Favorite Social Media Posts

Heather’s Pick: Matt Tait on LinkedIn
"I am not my job. Neither are you." – A reminder to separate self-worth from work identity.

Joe’s Pick: Greg Kyte on The Soul of Enterprise on X
"People who perpetrate fraud are often those who have built trust over time." – A crucial reminder about internal controls in business.

Woodard Report Article of the Week

Executive Orders: The Good, The Bad, and The Impact on Business – Ryan Francis

Key Insights:

Explains the mechanics of executive orders and their impact on businesses.
Covers how they affect SEC regulations, tax laws, and business policies.
Highlights what requires congressional approval before implementation.

Final Thoughts

The busy season can be stressful, but small changes make a big difference. Try implementing one or two of these hacks today and see the impact on your productivity and well-being.

Listen now and subscribe!

Listen in for insights that will help you support your clients and team members through this pivotal moment—and subscribe to The Woodard Report podcast on your favorite platform to stay informed on future episodes and valuable discussions.