Tuesday, 11th March, 2025
Running your own accountancy practice comes with flexibility, financial rewards, and professional growth. However, juggling client work, compliance deadlines, marketing, and admin can be overwhelming. Without effective time management, it's easy to feel stretched too thin.
If you want to maximise productivity and reduce stress, here are essential time management tips tailored for accountants running their own practice.
Plan Your Day with a Prioritised Task List
Start each day with a clear plan of action. List your tasks in order of priority, focusing on urgent deadlines and high-value work. Categorise your tasks into:
🔹 Urgent & Important (e.g., tax return deadlines, client queries)
🔹 Important but Not Urgent (e.g., business development, networking)
🔹 Urgent but Not Important (e.g., emails that can be delegated)
🔹 Neither Urgent nor Important (e.g., social media scrolling)
This helps you stay focused on what truly matters rather than reacting to every minor distraction.
Leverage Technology to Automate Routine Tasks
Manual data entry and admin work can drain your time. Automate as much as possible by using:
🔹 Cloud Accounting Software - Quickbooks, Xero, or FreeAgent streamline bookkeeping and tax filing.
🔹 Scheduling Tools - Calendly or Microsoft Bookings eliminate back-and-forth emails for appointments.
🔹 Practice Management Software - Track client work and deadlines efficiently.
🔹 Automated Reminders - Set up email and SMS reminders for client tax deadlines to reduce last-minute rushes.
By letting technology handle repetitive tasks, you free up time for client advisory and business growth.
Set Clear Boundaries with Clients
It's easy to feel obligated to respond immediately to every client request, but this can disrupt your workflow. Instead:
🔹 Set response times for emails and messages (e.g., within 24 hours).
🔹 Designate specific "client call hours" instead of taking calls anytime.
🔹 Use an FAQ document for common queries to reduce unnecessary emails.
By setting clear expectations, you prevent clients from dictating your schedule and maintain control over your workload.
Batch Similar Tasks Together
Multitasking reduces efficiency. Instead, batch similar tasks to stay in flow:
🔹 Admin Mondays - Handle invoicing, payroll, and internal meetings.
🔹 Client Work Blocks - Dedicate uninterrupted time for tax returns and advisory work.
🔹 Marketing Fridays - Schedule social media posts, client emails, and content creation.
This method reduces mental switching and boosts productivity.
Use the 80/20 Rule to Focus on High-Impact Work
The Pareto Principle (80/20 rule) states that 80% of your results come from 20% of your efforts. Identify:
🔹 Which clients bring the most revenue?
🔹 What tasks directly contribute to business growth?
🔹 What services take up too much time with little return?
Focus on high-value clients and services while considering outsourcing or automating low-value tasks.
Outsource Non-Core Tasks
As an accountant, your time is best spent on advisory and tax planning - not admin or social media. Consider outsourcing:
🔹 Admin Tasks - Hire a virtual assistant for emails, invoicing, and scheduling.
🔹 Marketing & Social Media - Let professionals handle your online presence.
🔹 Data Entry & Bookkeeping - Delegate routine tasks so you can focus on high-value work.
Investing in outsourcing allows you to scale your business without burnout.
Take Breaks to Avoid Burnout
Long hours without breaks can reduce efficiency. Use techniques like:
🔹 Pomodoro Technique - Work for 25 minutes, then take a 5-minute break.
🔹 Short Walks - A quick break increases focus and reduces fatigue.
🔹 Non-Screen Time - Avoid checking emails during lunch to mentally reset.
Productivity is about working smarter, not longer.
Final Thoughts
Running your own accountancy practice is rewarding, but effective time management is key to sustainable success. By planning ahead, leveraging technology, setting boundaries, and outsourcing wisely, you can stay productive, reduce stress, and grow your business efficiently.
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