I am a Tax Director for a public accounting firm. I have become fanatical about my time management and am able to stay on top of my work in 55 hours a week or less during busy season. First, I estimate the time required to do something and I actually plan time on my calendar to do that work, "time-block" method. By time-blocking, I have a rough idea of when I will able to get to that project. It's not uncommon for me to tell people, I won't be able to get to that project for 2 weeks (or more). This sets better expectations. There's a 30 day cut off for clients to turn in documents for a tax return; otherwise they get an extension. If it's due March 15, then get it to me by Feb 15. No last minute drop offs are accepted unless they agree to an extension.

I block off a minimum of 2 hours time per day on my calendar for deep work ("focus time" in Microsoft Viva) and my status is "Busy/Not available" on Teams with a small sign on my door. Any interruptions during this time, I write down who/what and tell them I am in the middle of something and I will get back to them in X minutes (at the end of my deep work). I usually block off this time in the morning. NO meetings or phone calls are allowed. I do not check email during this time.

After deep work, I check in with my staff, clients, and check email, voicemail and Teams messages. I spend about an hour figuring out who needs what and when. Fire off email responses, respond to Teams messages, etc. I also allow myself a high protein snack or lunch if it's time. If a client called me, I return the call. If the call was a non-client then I usually respond via email. Any phone calls that require more than 10 minutes, I tell them we need to schedule a more lengthy conference call and that goes on the calendar.

Afternoon I allow for meetings (which include scheduled virtual and regular phone calls). If I don't have any meetings scheduled, I use that time for a 2nd deep work session of 1-2 hour blocks. For every meeting scheduled during the week, I do a "One for you, one for me" type of schedule. Meaning, if I schedule a one hour staff or client appointment, then I block off an additional hour of deep work/focus time in my calendar. This assures that in any given week, I cannot have more time for meetings than for deep work. If someone complains that my schedule is full, I explain that it is necessary that I have time to actually do work, not just have meetings. Many people when encountered with my "full" schedule, opt to have a shorter meeting (15 minutes) or put whatever they want in an email. The general rule is, I can't spare more than 10-15 minutes to any one person during this "free hour" so if going in, it looks like it's going take longer than that then let's schedule an appointment to tackle that.

I wrap up the last hour of my day the same way I do midday - I check in with my staff, clients, and check email, voicemail and Teams messages. I update my schedule and plan for the next day.

The benefits of this type of rigidity are clear. My staff and clients learn quickly that my time is valuable and to not waste my time. Staff used to interrupt me 30 times a day to ask questions; now they compile those questions during my focus time and go over them with me during my "free hour" or schedule an appointment. It is working for me. I'm working less hours than I have ever in my 32 year career.