Botkeeper
As the tax season looms, accounting professionals brace themselves for the busiest months of the year. While tax accountants are at the forefront, their colleagues in bookkeeping, client advisory services (CAS), and other areas of accounting feel the ripple effects. Inaccurate records, client miscommunication, and last-minute data dumps can throw off even the best-laid plans. Time management becomes the lifeline for navigating the chaos.
To help accountants stay organized and stress-free this tax season, we’ve outlined six practical tips that will transform your approach to time management and leave you better equipped to tackle the workload.
1. Start with a Pre-Tax Season Strategy
Before the rush begins, take a step back to assess your priorities and potential bottlenecks. Schedule a team meeting or a solo planning session to address the following:
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Client Preparedness: Ensure clients understand what they need to provide and when. Send reminders and deadlines early.
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Internal Priorities: Identify tasks that require immediate attention and allocate them across your team or your schedule.
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Technology Check: Ensure your systems, from bookkeeping software to communication tools, are running smoothly.
A clear strategy will prevent surprises and set you up for success.
2. Embrace Automation
Tax season is not the time for manual processes. Tools like automated reminders, batch processing for client files, and AI-driven bookkeeping solutions can free up significant time. For example:
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Use apps like Botkeeper to handle repetitive bookkeeping tasks.
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Automate client communication with scheduling tools that send updates and reminders.
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Implement workflow management systems (like Karbon or Asana) to track progress on projects and prevent overlap.
By automating mundane tasks, you’ll have more capacity to focus on client relationships and critical problem-solving.
3. Adopt Time Blocking
Time blocking involves dividing your day into dedicated segments for specific tasks. For accountants, this might mean:
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Morning Review: Start with a quick check of emails and urgent tasks.
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Client Work Block: Dedicate uninterrupted hours to high-priority client work, such as reconciliations or financial reviews.
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Admin Time: Reserve a block for responding to emails, calls, and meetings.
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Catch-Up Time: Use the end of the day to address anything that came up unexpectedly.
By structuring your day with intentional time blocks, you’ll reduce multitasking and maintain focus.
4. Prioritize Client Segmentation
Not all clients require the same level of attention during tax season. Segment your client list into categories:
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High Priority: Clients with complex needs or those prone to delays. Address their files early.
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Mid Priority: Clients with straightforward needs and good responsiveness. Tackle them in the middle of the season.
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Low Priority: Clients with fewer demands who can wait until the rush subsides.
Clear segmentation ensures the most pressing issues get your attention when you have the most energy and focus.
5. Leverage Delegation and Collaboration
Tax season is a team sport, even for solo accountants who can lean on tech or outsourcing.
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Delegate Wisely: Assign tasks to team members based on their strengths. For example, a junior staff member can handle routine reconciliations, while senior staff can focus on strategic client advisory.
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Collaborate Effectively: Use collaboration tools like Microsoft Teams or Slack to keep everyone aligned and share updates without lengthy meetings.
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Outsource When Needed: If the workload becomes unmanageable, consider outsourcing specific tasks like data entry or payroll processing.
Delegation and collaboration ensure you’re not carrying the entire burden alone.
6. Set Boundaries and Avoid Burnout
The pressure of tax season can lead to overwork, but burnout helps no one. Protect your time and well-being with these strategies:
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Stick to Office Hours: Establish firm working hours and communicate them to clients. Avoid the temptation to respond to late-night emails or texts.
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Schedule Breaks: Build short breaks into your daily routine to recharge. Even a 10-minute walk can make a difference.
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Learn to Say No: Politely decline non-essential meetings or requests that add unnecessary stress during this critical period.
Remember, a healthy accountant is a productive accountant.
Bonus Tip: Create a Post-Tax Season Plan
While managing the immediate demands of tax season, don’t lose sight of what comes next. Plan a debrief with your team to identify lessons learned and areas for improvement. Use this downtime to refresh processes, update technology, and prepare for future challenges.
Wrapping Up
Tax season is a demanding time, but with thoughtful time management, it doesn’t have to be overwhelming. By starting with a strategy, leveraging automation, and focusing on priorities, you’ll navigate the busiest months with confidence. Remember to delegate, protect your time, and embrace tools that lighten your load.
This isn’t just about surviving tax season—it’s about thriving in it and emerging better prepared for the next cycle. After all, time management isn’t just a skill; it’s the foundation for delivering exceptional service year-round.