Help! I Need more time.

Did you know that according to research by Gloria Mark, a professor at the University of California at Irvine, it can take over 20 minutes to refocus after an interruption? Professionals face constant interruptions during busy days, adding to the stress of heavy workloads. For instance, a friend of mine mentioned being interrupted more than 20 times per hour, making it a challenge to complete a task.

Merely showing up at the office and hoping to tackle your workload is often insufficient. It is essential to adopt a strategic approach to enhance productivity. Here are some suggestions to help you make the most of your busy days:

1. Transition to a paperless system and centralize your documents. Moving to a paperless system in 2008 proved advantageous for my firm, saving time by having all files readily accessible. This allowed for quick retrieval of tax returns and workpapers when clients called, enabling immediate assistance.

2. Schedule dedicated time for specific tasks and organize your calendar. Allocate time for all activities, including administrative tasks, and be realistic about task durations. A CPA friend of mine schedules all tasks on a shared calendar in detailed slots, enhancing capacity planning and providing project status transparency to the team. This level of planning helps manage client expectations effectively. While such detailed scheduling may not suit everyone, consider allocating blocks of time for client work, meetings, and administrative duties to structure your days efficiently.

3. Establish weekly and daily priorities. Setting priorities not only offers the satisfaction of completing tasks but also ensures important activities are not overlooked amidst the chaos of busy periods. This approach provides focus for each workday, aiding in achieving necessary objectives.

4. Manage phone and email communications. Balancing client responsiveness with avoiding email and phone distractions is crucial. Designate specific times during the day for email responses and call returns, as most accounting matters are not urgent. Some professionals disable email notifications while working, while others silence their phones. Limiting notifications and keeping your phone out of sight can also minimize distractions.

5. Leverage technology and automate tasks where possible. Utilize tools like QuickBooks® Online for client work and consider scheduling apps for efficient appointment setting, reducing time spent on email coordination. Video conferencing services such as Zoom, Skype, or Google Hangouts can save time by eliminating travel and enabling real-time document sharing.

6. Plan challenging tasks during your most productive hours. Identify your peak productivity times, whether in the morning or evening, and schedule cognitively demanding tasks accordingly. Minimize interruptions during these productive periods by arriving early, staying late, or working from home. If possible, create a distraction-free environment by closing your office door and muting your phone.

7. Schedule breaks and downtime. Balancing work with breaks, exercise, and sufficient sleep is essential to prevent burnout and maintain optimal brain function.

As a knowledge worker, your effectiveness lies in managing your time efficiently rather than merely increasing efficiency. Implement these strategies to enhance your productivity and effectiveness.