you can get ai to help, too.
by jackie meyer
the balanced millionaire: advisor edition
“it’s not about having time, it’s about making time.” we all start with the same 24 hours, yet some advisors seem to achieve more in a workday and still get home in time for dinner. many tax and financial advisors begin their day consumed by urgent emails and end it wondering where the time went.
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reclaiming your hours is about taking control of your schedule so you can focus on what truly matters. this post provides specific strategies for time management and prioritization – so you can boost productivity, avoid burnout and actually achieve that mythical concept: work-life balance. the payoff? more freedom, more impact and yes, often more revenue as you spend time on high-value tasks instead of getting lost in the weeds.
introduction to time blocking
in today’s fast-paced accounting world, managing time effectively isn’t optional – it’s essential. structured weeks and time blocking are not just trendy hacks; they’re powerful strategies for maximizing productivity. by planning your week in advance and assigning tasks to dedicated slots, you avoid the trap of constant firefighting and reactive busywork. instead, you’ll work proactively on your priorities. this structured approach to scheduling can dramatically transform your work efficiency, focus and overall firm performance. it’s the difference between feeling in control of your day versus feeling like your day controls you.
this will be an evolving calendar. if you are starting as a solopreneur, it will be challenging! but remember, there are only so many hours in the week, and you can master them.
prioritize personal obligations first
if you’re having trouble managing personal obligations, don’t start by defining your work availability. instead, begin with what’s most important in your personal life. this might include:
- personally doing their 20 minutes of reading homework with them right before school each morning, so you can give them a positive word of encouragement to kick off their day.
- getting them to and from soccer practice at 4 p.m. on mondays, yourself, because you know they tend to spill the beans on their day the best during this time.
block out personal time
make sure these personal commitments are blocked off on your calendar. additionally, include:
- personal health needs like lunch (yes, it’s easy to forget!)
- working out
calculate available work hours
- determine total work hours: once your personal obligations are blocked and recurring appropriately, decide on the total work hours you want per week (e.g., 40 hours).
- divide by work days: divide the total work hours by the number of days you can work (e.g., 5 days).
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- example: 40 hours / 5 days = 8 hours per day
- assess reality: does this 8-hour workday truly fit into your daily schedule with all your personal commitments?
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- you might realize that realistically, you only have 35 hours available per week, which is 7 hours per day.
identify vital and important tasks
- list priority tasks: determine your most vital and important tasks – those with the highest priority and urgency for you. list them out.
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- examples:
- reviewing returns: 10 hours per week
- team check-ins: 5 hours per week
- examples:
- block time on your calendar: start blocking off time on your electronic calendar for these items, ideally at the same day and time each week.
adjust expectations and evolve
- unrealistic expectations: you’ll likely notice how unrealistic your initial expectations were regarding what you could accomplish with the actual time available.
- adapt and evolve:
- perhaps for the next 6 months, you need to put in 40-hour weeks.
- with a new hire, you might be able to reduce that to 35 hours by month 7.
- redo your schedule: redo your schedule as it evolves.
- track your progress: i took screenshots of my time-blocked schedule from the first year until now, and it makes me so proud!
the impact of effective time management
a study by the american psychological association found that constant task switching can reduce productivity by up to 40 percent. let that sink in – almost half your output disappears when you let your attention get hijacked by interruptions. this stark statistic highlights why having a well-structured approach to your time is so crucial. by implementing the techniques in this post (like time blocking), you minimize distractions, focus on high-priority work and spend more time being strategic instead of reactive. the result? less stress, higher quality work and the ability to serve more clients or dedicate time to growth initiatives without working longer hours.
understanding time blocking
time blocking is a time management method that involves scheduling specific blocks of time for specific tasks or activities. instead of keeping a never-ending to-do list that competes for your attention, you proactively allocate time slots on your calendar for each important task. this approach helps you in several ways:
- prioritize tasks: when you schedule tasks on your calendar, you’re forced to decide what’s truly important. this ensures your most critical work gets done first, rather than being drowned by “urgent” but low-value tasks.
- focus deeply: dedicated time blocks allow for focused, uninterrupted work on one task at a time. this deep focus leads to higher quality output and faster completion.
- increase accountability: if a task is on your calendar at 10:00 a.m., you’re more likely to stick to it. time blocking makes you accountable to your schedule – tasks are less likely to be forgotten, ignored or perpetually postponed.
- reduce procrastination: seeing a task officially slotted into your day creates a sense of urgency and commitment. it’s harder to procrastinate when “3:00-4:00 p.m.: prepare client tax plan” is staring at you from your calendar.
different time blocking methods
there’s no one-size-fits-all way to block your time. the key is to find a system that fits your work style and responsibilities. here are a few popular approaches:
- calendar blocking: schedule every task and activity on your calendar, including breaks and personal time. this is the most comprehensive approach – your entire day is mapped out. for example, 9-11 a.m. might be blocked for “client tax planning,” 11-11:30 a.m. for “email responses,” etc. seeing everything laid out prevents overload and ensures balance (including downtime).
- theme days: dedicate specific days of the week to certain types of work. for example, you might make monday your “meeting/client calls” day, tuesday for “deep work/planning,” wednesday for “client work,” thursday for “networking/business development” and friday for “admin and training.” grouping similar tasks by day helps maintain focus and reduces context switching. you’re not bouncing from a client call to a tax return to a marketing task all in one day.
- task batching: group similar tasks together and complete them in a single block of time. instead of peppering email check-ins throughout your day, batch them – say, two 30-minute email sessions (late morning and end of day). likewise, batch phone calls, invoice processing or reviewing staff work. this minimizes the mental startup cost of switching tasks.
- timeboxing: set a fixed time limit for a specific task, and stop when time is up. for instance, give yourself 90 minutes to draft a client financial plan – no more. timeboxing forces efficiency and combats perfectionism. knowing you only have until the timer goes off pushes you to focus and finish instead of polishing endlessly.
each of these methods can be mixed and matched. you might theme your days for broad focus, and within those days, batch similar tasks, using timeboxes to stay efficient. the goal is to design a schedule that protects time for what’s important and keeps you moving forward.
setting boundaries and protecting your time blocks
creating an ideal schedule is one thing; protecting it is another. once you’ve blocked out time for your high-priority tasks, it’s crucial to defend those blocks from the onslaught of interruptions and requests. here’s how to safeguard your time:
- communicate your schedule: let your team and even clients know when you’re available – and when you’re not. for example, you might inform staff that 9-11 a.m. is your focus time for strategic work, and you’ll be unavailable then. use your calendar’s status (busy/free) or tools like slack statuses to signal when you’re in deep work mode. when others know you have “appointments with yourself,” they’re less likely to interrupt.
- turn off notifications: during a focused time block, eliminate digital distractions. mute your email, silence your phone and turn off notifications from chat apps and social media. consider using “do not disturb” settings or apps that block interruptions for you. every ding or popup is a threat to your focus. guard your attention zealously.
- learn to say no (or “not now”): protecting your time sometimes means politely declining requests or deferring them. if a client asks for an unscheduled call during your planned writing time, it’s okay to say, “i’m booked at that time – can we talk at 4 p.m. instead?” every time you say “no” to something unimportant, you’re really saying “yes” to your priorities.
- reschedule, don’t cancel: life happens and unexpected issues will arise. if something truly urgent forces a change, reschedule your missed time block to another slot – don’t just cancel it outright. treat your time blocks like you would a meeting with your most important client. if you had to skip a meeting, you’d reschedule it. do the same for your commitments to yourself.
by setting these boundaries, you’re training others (and yourself) to respect your schedule. over time, this creates a culture where focused work is valued – and interruptions are the exception, not the norm.
adjusting your time blocks
no matter how well you plan, no schedule is set in stone. being rigid can lead to frustration when things inevitably change. the secret is to be disciplined yet flexible. here’s how to adjust on the fly while staying on track:
- review your schedule daily: begin each day with a quick review of your calendar. what did you plan to do, and does it still make sense given new developments? move or tweak blocks as needed before your day kicks off. this daily calibration helps you mentally prepare and ensures your plan for the day is realistic.
- build in buffer time: avoid packing your schedule back to back. include short breaks or buffers between blocks (even just 15 minutes) to account for tasks running long or last-minute needs. if a client call runs over by 10 minutes but you had a 15-minute buffer before the next task, your whole day isn’t thrown off. buffers are your shock absorbers.
- don’t be afraid to reschedule tasks: if a task takes longer than expected, or an opportunity pops up that truly is higher priority, adjust your calendar. push less critical tasks to later in the day or week. the key is to consciously decide what moves and when – rather than just dropping it. remain realistic about how long tasks take. with practice, your estimates will get better.
flexibility ensures that time blocking serves you, not the other way around. the goal is a productivity system that adapts to reality, not a rigid prison of schedules.
leverage ai: use chatgpt to structure your ideal week
time blocking can feel daunting when you’re starting from scratch. if you’re unsure how to design your ideal week, why not ask for help? chatgpt and other artificial intelligence tools can assist in creating a structured schedule based on your role and priorities. here’s a prompt you can use to get a jumpstart on a time-blocked week:
“i am looking to create a structured, time-blocked schedule for monday through friday to integrate into my calendar. i’m the owner and key decision-maker of a public accounting firm with [x] full-time employees. my primary responsibilities include [list your main duties: e.g., reviewing client work, sales calls, practice management]. i also want to allocate time for [other important activities: e.g., strategic planning, client care calls on mondays 2-3 p.m., personal development, etc.]. please fill in an ideal weekly schedule for me, including any activities you think an owner should be doing.”
ask an ai (like chatgpt) with that prompt, and you’ll get back a detailed, color-coded weekly schedule. it will likely break your week into day-by-day columns (monday-friday) and assign clear time blocks for things like:
- primary responsibilities: e.g., “client work/review” every morning from 9-11 a.m.
- client meetings and interactions: e.g., slots for client calls or on-site meetings
- administrative work: handling emails, billing, internal admin tasks
- team leadership/practice management: team meetings, 1:1s, mentoring staff
- strategic/visionary time: working on the business (planning, innovation) rather than in the business
- professional development: learning, training or industry research
- personal time: lunch breaks, exercise and start/stop times to enforce work-life balance
the ai might even suggest color-coding your calendar (if you use google, outlook, etc.) for quick visual reference: perhaps green for focused solo work, purple for client-related time, blue for personal blocks, and so on. each hour will have a label so you can literally see where your time is going and ensure it aligns with your goals.
result example – structured week snapshot:
imagine an output like this:
- 9:00 a.m. – 12:00 p.m.: deep work – client deliverables (monday through friday)
- 12:00 p.m. – 1:00 p.m.: lunch/walk
- 1:00 p.m. – 3:00 p.m.: client meetings or calls (scheduled blocks a few days a week)
- 3:00 p.m. – 4:00 p.m.: practice management/admin (billing, team check-ins, etc.)
- 4:00 p.m. – 5:00 p.m.: strategic planning or exercise (alternate days for business planning vs. personal exercise)
plus specific recurring items like “monday 2-3 p.m.: team meeting” or “friday 3-5 p.m.: learning/continuing ed” built in.
of course, your actual schedule will vary, but this gives a flavor of how a thoughtfully designed week might look. the point is to intentionally design your week rather than let each day just happen to you. it’s more than a calendar exercise – it’s a leadership move. by structuring your time, you reduce decision fatigue (no more “what should i do next?” moments), increase focus on what truly drives your business, and even set an example to your team about the value of time management. stop being the bottleneck in your firm’s workflow. time blocking puts your priorities front and center, where they belong.
other smart ways to level up your week
time blocking is powerful, but there are other complementary tricks to help you optimize your schedule and maintain balance:
- get a second opinion (from ai): take a screenshot of your current calendar (or outline of your week) and ask chatgpt, “how can i improve this schedule to be more productive and balanced?” fresh eyes (even artificial ones) might spot inefficiencies or suggest better sequencing.
- eos visionary check: if you follow the entrepreneurial operating system (eos) or consider yourself a “visionary” in your firm, ask, “what’s missing from my calendar that a visionary should be doing each week?” this can reveal if you’ve neglected big-picture activities (like networking, big strategic thinking or innovation) because you’re too bogged down in minutiae.
- seasonal schedules: create two versions of your ideal week – one for tax season (or your busiest season) and one for off-season. your focus and hours might shift dramatically at different times of year. for example, during tax season you might block more hours for client work and fewer for long-term projects, whereas in the off-season you flip that. planning for seasonality prevents burnout during crunch time and boredom during slow periods.
by experimenting with these ideas, you’ll continuously refine a schedule that works best for you. remember, productivity is personal – what works for one advisor may not be perfect for another. the key is to iterate until your calendar truly reflects your highest priorities and ideal work-life rhythm.