When Your 'Sh*t To Do List' just gets TOO big!
Lydia Sinclair FREC
Helping practice accountancy professionals further their careers and achieve their dream jobs within the profession
This week is half term, only 2 days in and the juggle is real. I worked late into the night last night trying to catch up on myself, but in truth, I just felt overwhelmed. My to do list is just too long, and while I can pick out the 'urgent' tasks - just looking at it makes me feel queasy! While the idea of writing about reducing a to do list seems a little 'fluffy', we have been discussing mental health at work a lot recently, and it strikes me that feelings of being in control, or being overwhelmed can have a massive impact on our well being at work, and in turn, at home too.
How to Manage When Your To-Do List is Overwhelming: Tips for Accountancy Firms and Employees
In the fast-paced world of accountancy, it’s not uncommon for both employers and employees to feel overwhelmed by long to-do lists. Deadlines, client demands, and ever-evolving regulations can easily turn a manageable day into a race against time. Managing an overflowing to-do list is not just about ticking boxes but about fostering productivity, reducing stress, and maintaining high-quality work standards.
Here are some proven strategies for both accountancy firm leaders and their employees to turn a daunting list into an achievable action plan.
1. Prioritise Tasks with the “ABC” System
For both managers and employees, breaking down the list of tasks into three categories—A, B, and C—can provide structure and clarity.
- A: High Priority Tasks - These are urgent tasks that must be done today. They are deadline-driven or have an impact on client relationships.
- B: Important but Not Urgent Tasks - These tasks are crucial but do not necessarily need to be completed immediately.
- C: Non-Urgent, Low-Impact Tasks - These can be considered for delegation, streamlining, or even elimination if they do not add significant value.
This system can help individuals and teams focus on the highest-impact activities and allocate their time more effectively.
2. Implement Time Blocking for Focused Work
Time blocking is a highly effective method to help teams and individuals focus on one task at a time. This means setting specific blocks of time throughout the day dedicated to working on a particular task, without interruption.
- Managers can encourage employees to use “deep work” sessions by limiting internal meetings or distractions during specific hours.
- Employees can dedicate uninterrupted time for complex tasks, knowing that emails and non-urgent questions can be tackled in designated times.
Time blocking can be a game-changer in an industry where distractions can severely impact productivity and accuracy.
3. Delegate Wisely
Employers can encourage employees to seek help or delegate when possible, while managers can foster a culture where delegation is seen as a positive, collaborative practice rather than a weakness.
- For managers, delegation involves matching tasks with team members who have the right skills, while providing clear instructions and trust.
- For employees, understanding when and what to delegate is essential to ensure they can focus on high-priority work.
Proper delegation not only helps prevent burnout but also empowers employees and enhances team collaboration.
4. Use Technology to Streamline Tasks
Today, there are many tools designed to help professionals organise their work more efficiently. Tools like Trello, Asana, and Microsoft Teams offer a way to set deadlines, share notes, and track progress.
- Managers should provide teams with access to project management tools to centralise information and streamline communication.
- Employees should take full advantage of these tools to create a virtual to-do list, set reminders, and avoid letting tasks slip through the cracks.
By leveraging these technologies, accountancy firms can save time on coordination and focus on achieving their core goals.
5. Set Realistic Goals and Limit “Overtime Creep”
In accountancy, it's easy for employees to feel like they must work late or answer emails outside of office hours to keep up. However, setting boundaries is crucial for long-term productivity and job satisfaction.
- Employers should lead by example, respecting employees' time off and encouraging work-life balance.
- Employees should be transparent about their workload and communicate any difficulties in meeting deadlines so adjustments can be made before things get overwhelming.
Setting realistic goals and respecting time boundaries helps everyone perform at their best and fosters a supportive, balanced workplace culture.
6. Regularly Review and Adjust the To-Do List
A regular review session, even if it’s just 10 minutes each morning, can help to refocus priorities. At the start of each week, a team huddle can serve as a checkpoint where everyone can discuss upcoming deadlines, re-evaluate tasks, and adjust priorities as needed.
- Managers should provide guidance on tasks that may not need as much attention, helping employees streamline their work.
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- Employees should practice this daily review to keep their focus on what truly matters.
7. Build a Culture of Support and Open Communication
Finally, accountancy firms can avoid overwhelm by fostering a supportive environment. This means creating an atmosphere where employees feel comfortable discussing workloads with their supervisors without fear of judgment or penalty.
For both employers and employees, open communication can be the difference between a stressful day and one where they feel confident they’re working toward shared goals.
By implementing these strategies, you can tackle overwhelming to-do lists with confidence and clarity. When time is managed effectively, stress decreases, productivity improves, and the entire team can focus on what really matters—providing excellent service to clients and fostering a healthy work environment.
At ProTalent, we understand that managing workload and expectations is a big part of keeping any accountancy team productive and motivated. If your firm needs recruitment solutions that go beyond just filling roles, we’re here to support you with specialists who know how to handle the unique challenges of this industry.
75Hard is HARD!
I have to be honest, I have failed 75 Hard a number of times, but I am committed to getting it done. But wow is it hard! I have been up and on the bike before 5am for 24 days in a row now, and I have lifted weights Monday to Friday at the Office. Weekends I try and lift less and use active recovery for my training sessions.
Things I have noticed:
In the process I am hoping to raise funds for our charity of the year the Elhers Danlos Society who are awesome! You can read more about them and what they do here: https://www.ehlers-danlos.com/what-is-eds/ and you can support me and my insanaely hard 75 Hard journey here: https://www.justgiving.com/page/protalent
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2 周Love this article and the recommendations, Lydia - thanks for sharing!