Organizing Archives - Number Nerd Bookkeeping Solutions

May 31, 2021

My Work Schedule as Bookkeeper and CEO

Real talk – having an effective work schedule lets you be efficient, organized, and not lose sight of things. It’s an important thing to do.

But I know a lot of the time, as business owners, it seems easier to fly by the seat of our pants. We deal with everything as it comes up rather than creating schedules and boundaries that need to be honored.

After all, we never want to tell someone no or miss an opportunity because of a schedule.

But I have to tell you that taking the time to make a schedule will make your life SO much more manageable, which is why I wrote this post.

Before we dive in, remember – developing a schedule is also a process and a constant work in process. It evolves with you as you grow as a business owner.

So let’s get into it!

So Why a Work Schedule?

I want to tell you how I realized the importance of creating a schedule that you can stick to.

Vacation.

When I realized I didn’t want to work a zillion hours a week and craved some time off, I gave my clients a 6-week heads up that I would be out of the office and unavailable. It was SO freeing!!

Yes, I am in accounting, so there are certain times of the year I need to work more. But I realized that if I can organize, be intentional about what I can and can’t do, and make sure my work is good to go, I can take that glorious vacation time and, for the most part, have a schedule that doesn’t have me working 25 hours a day, eight days a week.

It came down to being in tune with the time I needed to get my work done – because some clients only need me for a few hours a month, while others need me for 10 hours a week.

I learned that I had to be mindful of how much time each client needed and schedule accordingly to avoid taking on too many clients and getting myself stuck working way more than I wanted to.

So How Do You Make a CEO-Level Work Schedule?

Step 1: Track Your Time

We track time at Number Nerd. I have a master spreadsheet where I know how much time it takes to do things for each client. At the end of each month, I review the hours spent versus budgeted. Then, I can see if I’m over or under and assess and adjust accordingly.

It doesn’t need to be a complicated system, just an organized, methodical one that keeps you accountable and on track.

Step 2: Batch Your Tasks

I’m talking about figuring out how much client time you need while also laying out other time for all your tasks. It’s critical to figure out how to make those pieces come together, so you create the schedule that lets you work as much as you want to.

The key here is dedicated time to dedicated tasks.

For example, at Number Nerd, I have dedicated time for client calls—every other week. I don’t do client calls on the off weeks, which gives me the time to actually complete my work for those clients!

But even further than that, I schedule time for things like checking my emails, so I’m not living in my inbox all day. I am done drowning in messages!

Step 3: Review Your Schedule Weekly

Every week, usually on Sunday (though I am REALLY trying to get away from working on the weekend), I look at my schedule to see everything I have to do and schedule out work from there.

A quick weekly review saves you from any nasty eleventh-hour surprises and means you won’t overpromise what you can deliver for clients.

Step 4: Tweak as Needed

I will adjust my schedule every quarter or every six months and see if there are any patterns that I can identify to create efficiencies. Your schedule is going to evolve and change along with your business. Make time regularly to look it over and make adjustments.

So What’s My Work Schedule Like?

Well, Number Nerd’s work schedule is Monday through Thursday, typically 7:00 am to 2:30 pm. I have a lot of East Coast clients, so I tend to work earlier. I usually try to not work on Fridays. If I do work on Fridays, it’s 100% specifically CEO time or project work.

So why this schedule?

I put this in place a few months ago because I wanted to…

Focus on marketing and admin tasks when I needed to
Give all my attention to client work when the time is right
Create new products and courses
Have some time for myself, so I didn’t feel like life was passing me by, and I spent all my family time thinking about work. NO, THANK YOU.

Now, I live by this mantra. IF IT’S NOT ON MY CALENDAR, IT DOESN’T EXIST.

If you feel stuck in the schedule struggle, I implore you to start carving out your time into blocks of dedicated time. You don’t have to do it all in a day, but damn, does it make a difference.

In Closing…

I’m a firm believer that if people have their schedules in check and are in tune with the actual time and space for their personal life and business life, we won’t over-promise things.

We won’t be working like crazy. We can still be efficient and maximize our productivity to get the work done. Running a business does not need to mean you live in a constant state of overwhelm and stress. Remember that it’s okay to say no, set boundaries, and take time for yourself.

As business owners, we have our own business to do what we want to do when we want to do it. A schedule is your ticket to that.

If you need help scheduling or creating systems to make your schedule work more effectively for you, I want to introduce you to the Number Nerd Template Lab. It’s got all the templates and systems to help you look at your schedule to see where you can create efficiencies.

Ultimately, it will help you streamline your work, get things done faster, and free up that time in your calendar so you can schedule more effectively.

If you want to get your time back, then join me in the lab and schedule your way to growth and freedom!

April 19, 2021

Creating Space in Your Schedule as Bookkeepers and Accountants

The Bookkeeping Schedule Space Struggle

When I ask bookkeepers what their biggest struggle is when it comes to their bookkeeping schedule, often the answer is, “What do I do next?” They have all these emails and client work and are struggling with figuring out what to do and when. That is why I use programs like Asana and my calendar to track EVERYTHING, so I don’t over-promise my time.

In this blog post, I am going to give you some strategies to help you avoid overpromising for clients and becoming overwhelmed when it comes to organizing your time, so ultimately your time is spent more efficiently and you can create more room in your bookkeeping schedule.

Let’s get started.

Bookkeeping Schedule Challenges…

As I said, the challenges in terms of schedules for bookkeepers is what to do next and staying on top of just how much of their time they have promised to clients. This is especially true during tax time.

We all want to provide the best service for our clients and it can be so hard to say no to work or pick up the phone every time it rings…but those things do create schedule space challenges.

I’ve come up against these challenges myself in the past, where I was scrambling in different directions trying to do 19 things at once, and my schedule sucked.

I have since learned that implementing a schedule and systems is what keeps me on track. Now I have days where all I do is client calls, other days where all I do is work and I am unavailable for meetings or calls.

Tackling Your Bookkeeping Schedule

So how do we tackle schedule challenges?

In a word – systems built on formulas. I know they’re hard to set up, which is why I want you to join my Template Lab. I’ll tell you more about that later.

Formulas for your time so that you know what you need to be doing and what is due when. I use what I call a block schedule, where I have set times for specific tasks.

For you, this might mean blocking off time in the day where you’re checking your inbox, instead of living in your email all day, setting a time aside strictly for social media or client calls. Whatever the task, set a time for it and just focus on that.

Think about it. When you’re going back and forth between client calls and then work throughout the day, you’re constantly starting and stopping. By dedicating blocks of time or even full days to specific tasks, you get into a flow and ultimately get more done.

So here is what I recommend if you’re challenged for time…

Block your time. No starting and stopping tasks. And block the times you’re unavailable!
Sit down with yourself and create an ideal schedule. I recommend you start with personal commitments and go from there to schedule in your client work.
Create accountability for yourself. That can mean setting reminders, using task management software that will show you when things are coming due, or rewarding yourself when you complete something on time. Accountability is key.
Use availability software. This can help you forecast out your workload, show clients when you are available and schedule your commitments, so you don’t get caught up in over-promising.

Sometimes it can be hard to initially put this kind of schedule and systems in place…but I promise you, these kinds of systems will have you praising the gods and wondering how you survived without them before.

*Insert happy dance here*

So in closing…

Systems and schedules = workflow = supreme organization and efficiency. Plain and simple. By creating a schedule that keeps you accountable and integrating systems that keep your work organized, you’ll find you have so much more space in your schedule.

Plus, once you set your schedule boundaries, you will discover how efficient you can really be. Promise.

I know creating schedules and systems that can give you time back in your schedule sometimes is frustrating and time-consuming. If you need some help, I want to introduce you to the NumberNerd Template Lab… where all the systems guesswork has been done for you. It’s got all the templates and step-by-step guidance you need to…

Take inventory of your current processes to see where you can create efficiencies
Improve your workflows and gain back your time, so you can take on more clients
Eliminate backtracking so you can efficiently manage all of your clients’ needs

Ultimately, it will help you streamline your work and give you that space you want in your schedule.

If you want your business to benefit from my templates, then I want to invite you to join me in the lab. Take advantage of all the systems I have spent years developing and grow your business!

April 5, 2021

Less-Stress Systems For Bookkeepers

Nobody Likes Stress…Especially in Bookkeeping Systems

I know you don’t like feeling that awful stress, where your schedule is too packed, but you’re trying to onboard clients and get systems that make your workflows more efficient. It’s a LOT.

That’s why I wanted to address the stress today. Especially after the last year we have all had, the last thing any of us need is more pressure. So in this post, I am introducing you to my less-stress bookkeeping systems. When I say bookkeeping systems, I mean putting processes in place to find your right bookkeeping clients and get them onboarded and what to look for if you think you might be dealing with the wrong clients.

I’m also introducing you to my template lab that helps bookkeepers streamline their business operation processes.

Time to de-stress! Let’s get to it.

Your Bookkeeping System to Finding the Right Clients and Weeding Out the Wrong Ones…

Nothing is more stressful than trying to find clients and not finding the right ones for your business. That is why I believe in systems to help business owners roadmap out what their ideal clients look like, so the stress is taken out of wondering who they will attract.

This includes getting you to…

- Hone in on what you’re willing to do and not willing to do. Think about your schedule, scope of work…everything that goes into what you provide for clients and what you have learned is a hard nope.

Identify what kind of client you want to work with, personality-wise.

Make sure new clients see the value in your services… I mean staying away from clients that lowball you on pricing. You know what you’ve got to offer and you should be paid for it.
Get clear about boundaries. No answering calls when you’re marked as unavailable.
Understand that it’s okay to say no if a client doesn’t value the services being provided!!

We all want to get clients….but sometimes not every client is the right match, which is why I ask the above questions. It’s important to have a system in place to figure out if a client isn’t right for you. And don’t forget, they could have been an ideal client at one time but are now causing you stress.

Bookkeeping Systems for De-Stressing Onboarding…

In my business, I have a very clear lead questionnaire that asks potential clients very specific questions so I can get an initial sense of whether or not they will be a good fit for my business. I actually made my onboarding process a part of my template lab, which you should probably join, because it’s great.

Once they fill it out + hit submit, my calendar appears and they are able to schedule a call. They also receive an automated email with the same calendar link prompting them to schedule a call if they have not already. The other great thing about the questionnaire is it allows me to get an idea of where their problem areas are so I can guide the conversation, as opposed to spending half the call asking questions that they could have already given me the answers to ahead of time.

Saves me a ton of time and energy, and lets the client take their time to think about their answers, instead of watching the clock on a call and scrambling to describe their goals to me.

Finally, my questionnaire also includes my onboarding questions, so by the time we are done with our initial call I have all the information I need to move forward, so there is no need for that second follow-up call.

Once we’re done, I choose a workflow for the client based on the service we are starting with, it automates their quote, then they sign their contract, pay their invoice, and then a to-do list is automatically sent to them.

The other thing I want to drive home about gaining new clients and getting them onboarded is that there is NO NEED to reinvent the wheel. Having set prices, contract templates and lists of services saves you so much time. I talk to business owners who are drawing up new contracts for every single client.

I always wonder why. There is no need to do that and once you template those contracts and pricing, it’s as easy as pressing send to get it out to your new clients.

This system reduces my stress immensely because it’s literally a few clicks of a button and entering some client info, instead of spending 45 minutes writing up a new contract.

System wins!

Bookkeeping Systems at Tax Time

Plain and simple – having systems in place at any time, but particularly at tax time is a lifesaver for any bookkeeper or CPA. They save you time…and we all know time is money. It also means less stress. I always ask my clients, “If I can give you this time back, what will you do with that?”

Some people take on more clients and grow their business, some spend more time with their family…however people spend that time is fantastic. The important thing is they have more time to do whatever they want.

So in Closing…

Not having bookkeeping systems increases your stress – whether that’s systems for finding your ideal clients, weeding out the ones that don’t work for you or admin systems that help you streamline all your other business processes. When you don’t have good systems, there is chaos and no organization.

Systems = workflow = supreme organization and efficiency.

I know creating systems sometimes is frustrating and time-consuming. If you need some help, I want to introduce you to the NumberNerd Template Lab… where all the systems guesswork has been done for you. It’s got all the templates and step-by-step guidance you need to…

Take inventory of your current processes to see where you can create efficiencies
Improve your workflows and gain back your time, so you can take on more clients
Eliminate backtracking so you can efficiently manage all of your clients’ needs

And so much more. There are even templates that will help you create a lead generation system that seriously works to get you new clients.

Ultimately, it will help you streamline your work and just get things done faster.

If you want your business to benefit from my templates, then I want to invite you to join me in the lab. Take advantage of all the systems I have spent years developing and grow your business!

November 28, 2017

Why my prospects fill out a long questionnaire–before we even talk

Chances are you have a list of questions you ask prospective or new clients, to help you get to know them and their business. But I’ve met very few people who handle their onboarding questionnaire in the same way I do.

I believe in saving time–for myself and for my clients. That’s why I have prospects fill out a lengthy onboarding questionnaire before we ever talk. Once they hit “submit,” they’re taken to my scheduler.

I hear from other bookkeepers and accountants all the time, “My clients would never fill out a questionnaire that long. Especially if we’ve never even met!”

That’s what I used to think too. A few years ago, I would spend hours every week talking to prospective clients, only to not get the job or to find out that the prospect needed other services. By having them fill out a questionnaire before we even talk, I am able to do several things:

Identify what kind of services they need (and if I offer those services).

Many times, I’ll find that a prospect doesn’t actually know what services he needs. But that completed questionnaire offers a lot of insight into his business, allowing me to ask the right follow-up questions when we do talk. I’m also able to tailor our conversation around what the prospect is looking for and even offer different options based on their needs. That means that my sales are often higher right out of the gate!

Asking prospects leading questions before we even meet saves us both time, money and frustration. Click To Tweet

Know immediately if we’re a good fit or not.

First of all, if a prospect isn’t willing to fill out my questionnaire, I know she’s not a good fit. A lot goes into bookkeeping services and I need my clients to be open and forthright. If the questionnaire isn’t complete, chances are gathering the information I need will be a headache–something that I don’t have the time or patience to do.

Have a (short) productive first call.

When I have someone’s background, it’s easier to have a productive first call. I don’t have to waste time asking a prospect about her business or what their needs are. I can dive right in and talk about how I can help them and recommend other services. And because I don’t have to ask background questions, the call is that much faster–sometimes as short as 10 minutes for prospects that become clients. Yes, my calls (at times) are that short! And I do get the client.

Shorten the time from signing on a new client to getting to work.

With all the background I collected during the initial questionnaire and during the first call, there’s very little I still need to gather when bringing on a new client. That makes the onboarding process much more smooth so I can get to work that much sooner.

I don’t waste a lot of time getting to know a prospect’s business--because I’ve already done my homework. Click To Tweet

The reality is that not every prospect is a quality lead. By asking questions up-front, before we talk, prospects are able to weed themselves out of my onboarding funnel–with no additional work on my part. This saves both of us time and frustration and allows me to focus on the clients who are a good fit for my services.

If you’re not gathering information from prospects before you meet, ask yourself how many of those jobs you land. And if you’re not happy with your ROI, try something new. Because insanity is doing the same thing over and over again while expecting different results, according to Albert Einstein. I tend to agree with him.

Need help getting started with a new way of doing things? Maybe you need a mentor to walk you through the process. Grab my business mentor checklist to help you find someone who can make a difference in your business. Or visit my template shop to grab ready-to-go templates and workflows that you can implement now!

August 25, 2016

Stop Wasting Time (and money!) Because You Don’t Have Workflows

Are you breaking your accounting business because your systems are all in your head?

Your workflows can make or break your business, and a lack of clear workflows will undoubtedly break it.

When you set up clear workflows, onboarding new clients (and new team members) is seamless. Every piece falls into place without having to babysit the next step in the process. Clients feel nurtured. You don’t have to follow a paper trail. And there’s no question about who’s responsibility it is to complete which tasks.

Accountants and bookkeepers are notorious for having systems they follow. We’re number nerds, and number nerds are notorious for lists and checksheets. But we’re also known for keeping many tasks in our heads, instead of putting them down on paper or automating them.

Sure, you have a workflow for taking care of your clients’ books. But do you have a system for working with your clients?

Too often, that step is left off our radar because, well, numbers. We want to work with numbers. Not necessarily with people.

But people and clients are a hazard of business, and one we have to pay attention to—no matter how much we’d rather bury our heads in spreadsheets.

So what kind of systems do you need in place?

Lead Management

If your business is going to grow, you need to know where new clients come from and how they make decisions about their accounting. If they’re currently coming from referrals or in-person networking, you can’t count on this working forever! And once you’ve hooked them, you need to nurture those leads into buying from you. Because, let’s face it, you can’t expect someone to buy simply because they loved your blog about budgeting (even if it’s kick-butt!).

Establishing a system to manage leads includes finding a tool that works with your business and your bottom line. Also known as customer relationship management (CRM), these tools capture prospects’ email addresses and other vital information so you can follow up via email or phone. They will also help keep you top-of-mind as you nurture the prospects through email marketing and providing value.

Client Onboarding

Once a prospect becomes a customer, you’ll need an onboarding system—one that gathers all the data, passwords and paperwork you need from a new client. This can be a cumbersome, time-consuming project if you don’t have a clear workflow in place.

Think about it: The last time you brought on a new client, how many emails did it take to gather all the information you needed to start working? Too many to count? You shouldn’t have to send customized emails to every new client. Your onboarding system and workflow management software should take care of it all for you, so you can keep your attention on your current clients.

Service Delivery

This is where most bookkeepers and CPAs excel—workflows for current clients. You know how to work through the books. You know when reminders need to go out for tax appointments. And you already have your monthly reconciliations on auto-pilot.

But what about when you bring a new team member on board? If you’re spending time meeting with new employees or writing out your workflow for them, you’re wasting your time. And probably overwhelming your new hire in the process. A written and automated service delivery system will save you time and ensure that each team member knows exactly what to do—consistently and across all clients.

Program Management

The number of accounting tools available to us is constantly growing. New products come out, old ones improve. It’s hard to keep on top of what’s out there to try and what just won’t work for our business or our clients.

Knowing what works is important, but sticking with what works for us and our business is vital. And so is knowing when to make a change for the betterment of our clients and our workflow. That means developing a system for trying out new products and migrating clients to these products if we think a change is necessary. Without this system, it’s easy to get sucked into overwhelm and to feel like there’s no end in sight to a task.

Think about the systems you have in place. Even better, pull up the document you have that outlines your systems and workflow. (Yep, I’ll wait while you do that.)

Are you coming up blank? Then it’s time to get it out of your head and onto paper (or in your online workflow tool). If you’re not sure where to start, let’s chat! And you can hear more about my take on workflow systems on the Growing Your Firm Podcast with Jetpack Workflow’s David Cristello.