{"id":18416,"date":"2020-01-13T08:00:20","date_gmt":"2020-01-13T14:00:20","guid":{"rendered":"https:\/\/taxprocenter.proconnect.intuit.com\/?p=18416"},"modified":"2020-03-09T21:56:27","modified_gmt":"2020-03-10T02:56:27","slug":"5-tips-to-handle-interruptions-during-a-busy-tax-season","status":"publish","type":"post","link":"https:\/\/accountants.intuit.com\/taxprocenter\/practice-management\/5-tips-to-handle-interruptions-during-a-busy-tax-season\/","title":{"rendered":"5 Tips to Handle Interruptions During a Busy Tax Season"},"content":{"rendered":"<p>Distractions during busy season not only affect the productivity of your team, but also impact employee <a href=\"https:\/\/accountants.intuit.com\/taxprocenter\/practice-management\/beat-busy-season-burnout-with-these-morale-boosters\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-beatbusyseason\">morale<\/a> when trying to meet tight deadlines. Whether it\u2019s crunch time during tax season when the workload is even greater, or really any other time during the year, the goal is to maximize your efficiency and output.<\/p>\n<p>Workplace interruptions are most commonly unplanned. The <i>Washington Post<\/i> reports that\u00a0<a href=\"https:\/\/www.washingtonpost.com\/news\/inspired-life\/wp\/2015\/06\/01\/interruptions-at-work-can-cost-you-up-to-6-hours-a-day-heres-how-to-avoid-them\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_washpost-workinterruptions\" target=\"_blank\">work interruptions<\/a> can cost six hours a day, and a typical office worker is interrupted every three to four minutes! Regardless of which profession you belong to, we all have times that are busier than others. Here are my tips to handle common interruptions <i>and<\/i> survive busy season.<\/p>\n<p><b>#1. Plan for Interruptions<\/b><\/p>\n<p>Whether you work <a href=\"https:\/\/accountants.intuit.com\/taxprocenter\/practice-management\/keep-your-team-together-with-remote-staffing-strategies\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"\">remotely<\/a> or in an office, and regardless of your position in the workflow, it\u2019s necessary to plan for interruptions. Not planning for interruptions can often result in missed deadlines. To overcome this, while committing to a deadline or providing time estimates, consider adding a buffer for such disturbances. Worst case scenario, you\u2019ll find yourself finishing your tasks earlier than expected, with additional time to accommodate that <a href=\"https:\/\/accountants.intuit.com\/taxprocenter\/client-relationships\/procrastinators-how-to-deal-with-last-minute-tax-filers\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"procrastinators-how-to-deal-with-last-minute-tax-filers\">last-minute tax filing request<\/a> from a friend or even a short power nap.<\/p>\n<p><b>#2. Establish Proper Expectations<\/b><\/p>\n<p>While it may seem obvious to provide your clients with proper <a href=\"http:\/\/accountants.intuit.com\/taxprocenter\/client-relationships\/how-to-manage-your-clients-so-they-dont-manage-you\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-manageclients\">expectations<\/a>, this may be one of the most challenging things to accomplish when overwhelmed by daily tasks. Here are a few tips to help you establish the right expectations:<\/p>\n<ul>\n<li>\u201cNo later than\u201d should be your favorite line when setting expectations with clients and\/or team members.<\/li>\n<li>When requesting documents, be sure to provide a <a href=\"https:\/\/accountants.intuit.com\/taxprocenter\/client-relationships\/how-your-tax-clients-can-help-you-be-more-efficient\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-clientshelpyoubemoreefficient\">clearly defined timeline<\/a>; this will help eliminate last-minute requests.<\/li>\n<li>Use \u201cin case of emergency only\u201d sparingly.<\/li>\n<li>It\u2019s important to educate those closest to you about your seasonal schedule. This will avoid frequent calls, but also ensure the same support.<\/li>\n<\/ul>\n<p><b>#3. Limit the Communication Channel<\/b><\/p>\n<p>Take a moment and consider just how many different channels of <a href=\"https:\/\/accountants.intuit.com\/taxprocenter\/client-relationships\/client-communications-getting-ahead-before-busy-season\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-clientcommspreseason\">communication<\/a> you must monitor every day. Now, imagine if you streamlined those channels to the most important ones; how much time will that possibly save?<\/p>\n<ul>\n<li>Instead of using three different <a href=\"https:\/\/accountants.intuit.com\/taxprocenter\/practice-management\/how-to-keep-your-inbox-organized\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-inboxorganized\">emails<\/a>, use only one dedicated address by forwarding the other two to that address.<\/li>\n<li>Instead of picking up phone calls, use a call-back text options or even set your voicemail to divert the traffic to a dedicated Inbox.<\/li>\n<li>Delegate walk-ins to staff.<\/li>\n<li>A \u201cDo Not Disturb\u201d sign on your cubicle or office will help to avoid unnecessary chatter from colleagues who are on a coffee break or casual walk.<\/li>\n<\/ul>\n<p><b>#4. Schedule Your Day<\/b><\/p>\n<p>Smart means of communication is the most common addiction in the tech-savvy work age. Consider that the average person is likely to <a href=\"https:\/\/www.journalofaccountancy.com\/newsletters\/2018\/apr\/how-often-use-phone-every-day.html\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_jofa-howoftenusephone\" target=\"_blank\">check their phone<\/a> 47 times a day and <a href=\"https:\/\/mashable.com\/2014\/12\/12\/email-checking-study\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_mashable-emailcheckingstudy\" target=\"_blank\">look at email<\/a> 15 times a day. I think one of the most time-consuming interruptions in our day is trying to respond to emails. While we understand that staying on the top of communication is important, overdoing it can jeopardize the success of your practice. In a quest to get the most up-to-date information, it may be difficult to suppress the urge to check your voicemails, texts, and emails, so schedule these tasks at reasonable intervals.<\/p>\n<p>Based on my own schedule, the most successful times to incorporate communications in my day are the first thing at the beginning of the day, right after lunch and at the conclusion of my day.<\/p>\n<p>While this schedule may differ depending on the volume of your communications, you can adjust the frequency based on your own needs. Regardless the solution, you may find it easier to gain acceptance from your clients by telling your them in your signature how often you check email; drafting an auto-response also will help handle the anxious and impatient sender.<\/p>\n<p><b>#5. Relax and Recharge<\/b><\/p>\n<p>Let\u2019s all be honest: This is the most important and most neglected on this list. I want you to question yourself right now: When was your last meal? When did you last drink some water? Taking the time to wash that apple on your desk will provide your mind the silent pauses it needs to remain sharp.<\/p>\n<p>However, moments of <a href=\"https:\/\/accountants.intuit.com\/taxprocenter\/practice-management\/4-win-wins-to-increase-efficiency-and-decrease-stress-in-your-tax-practice\/\"title=\"\"  target=\"_blank\" rel=\"false noopener noreferrer\" data-wa-link=\"body_tpc-4winwins\">relaxation<\/a> aren\u2019t enough; it starts with proper planning. Each week, add 15 minutes to your grocery trip so you can flood your desk with healthy snacks to power your way through long days. Plan your day in a way that you remain fresh enough to handle unexpected situations and last-minute requests. Even if that dream vacation must wait another year, take one extra hour each week to find some special way to celebrate you.<\/p>\n<p><b>Train Yourself<\/b><\/p>\n<p>Interruptions and distractions are part of our work life and mostly unavoidable, but by planning and managing them using proper methods and strategies, you can easily handle a busy tax season and other work throughout the year. It\u2019s possible to train yourself to look past these distractions and regain your focus. Remember: Self-control is your biggest strength!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Interruptions can quickly decrease productivity; Bhairavi Parikh, CPA, gives you five easy-to-implement solutions in your tax practice.<\/p>\n","protected":false},"author":144648961,"featured_media":6564,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"rkv_browse_by_id":0,"rkv_cta_id":0,"rkv_optimize_for_pagespeed":false,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"useModifiedDate":false,"customPublishDate":"","_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","default_image_id":0,"font":"","enabled":false},"version":2},"_wpas_customize_per_network":false},"categories":[116807],"tags":[],"intuit_collection":[],"intuit_series":[],"coauthors":[646041744],"class_list":["post-18416","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-practice-management"],"header_image":"","yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - 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