Structuring Your Week as a CPA or Accountant

Accountants and CPAs in Pennsylvania usually have a “busy season” and a “busier season.” But with proper time management, both seasons can become less busy and more manageable, giving you time to work on growing your firm as well as the personal time we all need to remain healthy and happy.

There are several techniques that work well for accounting firms. Think about which you can adapt to your needs, whether you are a sole proprietor or have a growing staff. They can even be combined to create the perfect method for you.

Create a small chart with three rows and three columns. Leaving the top left box blank, label the left column Important and Not Important. Label the top row Urgent and Not Urgent. Now categorize your to-do list.

Anything you determine is important and urgent, DO. Anything that is important but not urgent, SCHEDULE. Anything that is not important but urgent, DELEGATE. Anything that is not important and not urgent, DELETE.

This technique will quickly identify how to handle every task that comes your way. You can even create a chart and hang it on your wall or in the office, with the action words in each space, so you and your staff always remember to categorize tasks properly right from the beginning.

You need to prioritize client time to be profitable, but you also need to prioritize working on the business to be profitable. So what do you do? Time blocking is a great option.

Think about your important tasks for clients, the business, and your personal life. All need to be worked into the schedule. The tasks that require the most demanding mental energy are often best tackled in the morning, maybe even before everyone else comes into the office or anyone in the house wakes up. Of course, if you are getting up earlier, be sure to get to sleep earlier. You need sleep to avoid mistakes and to interact well with clients and staff.

Block out time on your schedule for client work and for work on your business. You may choose to do both every day, or you may choose to save all your internal business work for one day of the week. Either way, block out time for evaluating your internal reports and making business decisions; marketing and networking; streamlining the business for optimal profitability; or just ordering office supplies.

Leave some time open every day for clients and staff to schedule time with you. You want to be accessible, but you also need to have focused time.

Once you’ve decided your consistent schedule, enter the important tasks into the schedule on a weekly basis. Include an estimated amount of time each will take. Be sure to schedule in non-negotiables that include eating, sleeping, spending time with loved ones, and self-care or hobbies, even during the busiest times.

It’s important to work some flexibility into the schedule, as well. Leave at least 15 hours of “blank” space in your weekly schedule as a buffer for unexpected demands. For instance, schedule a 2-hour lunch every day so that you have time to eat in peace as well as time when nothing is scheduled so you can work uninterrupted or slip in some personal time.

This method of time management breaks your work into focused intervals with brief breaks. The original method recommends 25 focused minutes followed by a 5-minute break. However, accounting tasks often require longer periods of intense concentration, so it may be better to schedule 45-50 minutes with a 10- 15-minute break.

The break is crucial because it helps keep the mind fresh and sharp. You will actually be more productive if you take short regular breaks. It allows you to chat briefly with a team member, do some quick exercises to move the body, or do a little mindfulness activity to create inner calm. Setting a digital timer can help remind you to take breaks.

Efficient use of technology will be a major factor in improving time management, including advanced accounting software, cloud-based accounting with clients, and secure e-signing and file-sharing, such as Verifyle Pro, which is offered free to our PSTAP members.

With proper time management, you will be much more productive and, in the long run, more available to clients, staff, and family. Make sure the staff is aware of your intentions and encourage them to create their own schedules, as well. Recommend that their open time aligns with yours so you will be available for questions and conversation.