What happens during your busiest times of the year? Try this!
Block two buffer afternoons in your busiest fortnight – mark “no meetings”; and reserve for those catch-up and urgent tasks.
Did you have a hectic close to 2025? It can feel insurmountable the amount of work that we expect to get done, especially alongside all the Xmas extras – gift shopping, food preparation, end of year-events – PLUS getting all the client GST returns finished!
Here’s some great ideas from Leaine Jones on how to manage it all – and stay sane! These tips apply throughout the year. Get some good habits in place for 2026.
Map the surge
Plan out your year with the key deadlines and big projects. For bookkeepers this often means multiple GST returns (mostly in the odd months), pre- and post- year-end preparation, 1 April payroll changes to name a few.
Slot in vacation breaks so you can recharge. If 2 consecutive weeks sees impossible try for some long weekends. Tell your family and book it! If school holidays mean you have less capacity make sure you are realistic on your capacity. It’s OK to ask for help too – who can help?, can you delegate?
If you attend conferences or have exams block time out either side so you have planning and recovery time.
Leaine often says time is very elastic – trust that the small tasks will get done. By planning for the bigger ones life will be a lot less stressful.
Set expectations early
Being clear from the outset in what you will and won’t be doing is critical. Being crystal clear on what is excluded, focuses conversations sooner if requests are made outside of the agreed services. This may mean you negotiate additional work (subject to capacity and availability) and can in fact be new opportunities for higher valued work.
Communicating promptly when there are delays maintains client trust. People understand that life gets in the way sometimes. By being proactive and letting people know revised timelines and action steps you maintain your professional reputation. (A whole lot better than going radio silent!)
Recovery and debrief
Things don’t always go to plan. It can be tempting to quickly move on. Don’t! Take time for a review of what went well, what didn’t, and why. Making small adjustments to procedures while issues are fresh in your mind will stand you in good stead next time.
Get feedback too – from your team, a trusted colleague, and your clients. Your perspective is just part of the picture – get the whole story when conducting a debrief – and be honest about it with yourself.
Sustainable pace
Be realistic. Often we underestimate the work involved and overestimate how much we can do in the available timeframe. Know your optimal days and times of working. Harness when you are most productive for the bigger projects and peak times.
Don’t slog it out – take small breaks, remember to eat and hydrate too. Leaine is a big fan of a pause – stopping for a few minutes with some deep breaths can work wonders.
If it looks like things will blow out – put your hand up. People are happy to help.
Summing up
Peak periods don’t have to mean peak stress. With a clear plan, honest communication, and a sustainable rhythm, you can navigate the busiest times without sacrificing your wellbeing or your client relationships. Start small, build habits, and remember – preparation is the best antidote to pressure. What can you block out with your busy fortnight buffer zones? You might be surprised at the results!
“Plans are nothing; planning is everything.”
Dwight D. Eisenhower
