Welcome to Training Beyond Accounting's Time Management E-Bulletin.TOP TIME MANAGEMENT TIPS FOR ACCOUNTANTS.
With thousands of hours working with staff of accounting firms to develop their practice management skills, TBA has developed a strong understanding of the issues that cause firms to lose valuable chargeable time. Our comprehensive time management program 'TAKE CONTROL OF YOUR TIME' is specifically designed for public practice. Each month, I will provide some practical time management tips that practices we work with use from day to day, using just some of the points outlined in this program. The idea is to challenge your current approach. Just try it, even if you are not sure it will work for you. By doing things differently, you will quickly discover what is effective and what is eating into your day. If you can't find the time to do this, then you definitely need to change the way you manage your day.
#1 Tackle small tasks on the spot if they can be done quickly
One of the most challenging issues we face every day is how to deal with the small tasks that come across our desk. Should you deal with them or put them aside for later action. The most effective approach I’ve seen to dealing with small tasks is called the ‘2 minute rule’ . This rule states that if you have an action that can be done in 2 minutes or less, then just do it! For example, if you have an item on your task list that says çall John Smith about status of the job, do it. Why put an item in your in-box or task list when you can just go ahead and do it almost as quickly. Of course, this does not mean that you continually interrupt time you have set aside to focus on difficult or complicated tasks to answer emails or tackle little issues. If you need to divert the phone or turn off Outlook, then do it! But when you go back ón-line’ then try to tackle the small issues immediately. It’s amazing how many tasks we can address on the spot rather than spending more time making lists or procrastinating.
#2 Use the 4-D approach - drop it, Do it, delegate it or defer it.
David Allen, the author of ‘Getting Things Done’ looks at task management from a different perspective. The T approach starts by asking one essential question: Does the task under consideration (eg email, phone message, idea) require any action? If it doesn’t, then DROP IT. If it does, then you move on to decide how this task will be handled. If the task is urgent or important or both and can be done quickly then do it now. Can you DELEGATE the task? Who is best suited to complete this task effectively? Remember to delegate as many DO IT NOW tasks as you can. There will also be tasks on your list which don’t need to be done now but can’t be delegated. For each of these tasks your decision will be to DEFER IT – make the decision to come back to it at a later time. One of our accountants told me he had a Wednesday tray in which he put everything he decided to defer. He would then go through this tray every Wednesday only to find that half the tasks in his DEFER IT tray didn’t need to be actioned after all as circumstances had changed since he had made the decision to defer the task. No doubt you can see how this process can be used effectively to make quick decision about things that come across your desk.
USE TAKE CONTROL OF YOUR TIME Program as the Time Management Coaching Program for your team
SINCE WE LAUNCHED TAKE CONTROL OF YOUR TIME, many accounting firms have incorporated the program as a part of their internal training program. The program has been specifically designed by accountants for accountants and incorporates practical hints and tips for getting more out of your working day. It uses techniques that we have used effectively with accounting firms over the past 10 years.
TAKE CONTROL OF YOUR TIME runs over 10 stand-alone modules covering areas such as principles of effective delegation, using administrative staff to create more capacity, introducing the client services role, establishing a more proactive approach to workflow management and effective task management. Each module includes a CD ROM audio presentation, an electronic workbook that you can distribute to your team, a powerpoint presentation and supporting documents and procedures to help you implement your strategies for improving productivity in your firm. For only $132 per month over 10 months, or $1,100 for up-front payment, you will not find a better, more cost effective resource for ongoing use by your accounting and administrative team.
For more details of the program, click here, or call me directly on 1300 883 789.
Kind regards,
Dorothy Crosby
Developed by Business Aptitude, leading Practice Management Consultants and Trainers to Accountants. For further information, go to www.bizaptitude.com.au
