I’m embarrassed to realise that I’ve not previously addressed the issue of ‘overwhelm’ specifically on this blog. That’s quite an omission given how often it comes up in conversations with accountants.
I’m also aware that a sense of overwhelm is what holds some accountants back from getting in touch with me. They fear that they’ll come away with even more things to do and will feel even worse.
I know that’s what happens because of how often they tell me why they didn’t get in touch sooner. And how they regret having held back as they feel so much better after we’ve spoken. They feel heard. They feel understood. Modesty aside they also often say they feel inspired.
What causes that sense of overwhelm differs for everyone. There are some common factors though, including:
- too many emails from clients
- loss of a key staff member
- too many clients leaving things to the last minute
- family obligations
You don’t want to let anyone down. You don’t want to feel that you’ve failed and you want to feel that you are on top of things.
The problem though is that when everything feels urgent, and everything depends on you, your energy gets spread thinner than is ideal. You feel stressed, pressured and you work crazy hours trying to keep up.
If we were talking 1-2-1 I would first listen to understand where you’re coming from. And then I would only offer ideas to help you move forwards. For now though, I’ve summarised below 15 practical tips that I hope will help you to cut through the noise and reduce that creeping sense of overwhelm.
1. Stop trying to fix everything at once
Pick one pressure point. Fix it. Move on. Otherwise, you’ll just spin your wheels.
2. Write down what’s bothering you
Vague stress loves vagueness. Naming the issue gives you power over it.
3. Separate the urgent from the important
Explaining the distinction and how to do this is easily one of the most popular and well received tips I share 1-2-1
4. Decide what a good week looks like
Then build your calendar to support it. Book regular time out with your most important client (YOU!) and treat those bookings as you would if they were with ‘real’ clients
5. Cap your working hours
Availability is not a personality trait. Boundaries prevent burnout.
6. Identify your three worst clients
There’s a good chance they cause half your stress. Then plan how and when to let them go. This is another popular solution I share 1-2-1.
7. Create a standard reply for late info
Use it. Reuse it. Don’t feel guilty for protecting your time.
8. Adopt a permanent ‘out of office’ message (for a while, at least)
Let me know if you’d like my note containing real-life examples of ‘out of office’ auto-responder email messages used by other sole practitioners to manage client expectations re all those emails.
9. Define success on your own terms
If your goal is peace and flexibility, why chase someone else’s growth targets?
10. Automate only what annoys you repeatedly
Don’t chase tools for the sake of it. Solve real problems first. Schedule time only once or twice a year to review and consider new tech solutions/support.
11. Keep your task list simple
Complex systems often create more work. Start with pen and paper if needed. Break bigger tasks down and start with the first step.
12. Tackle one task you’ve been avoiding
Even if it’s tiny. Action is the antidote to anxiety.
13. Accept that some weeks will be messy and stressful
Perfection is a trap. Aim for “good enough” and keep going.
14. Say ‘no’ more quickly
Delaying a ‘no’ is like carrying a rucksack of guilt. Just drop it.
15. Talk to someone neutral
Thinking out loud with the right person often unlocks clarity. That’s a role i often fill for clients. Neutral and supportive!
If any these tips struck a chord, you’ll find more where they came from. I’ve written several posts that dig deeper into related issues, including:
– Running your own accounting practice: are you in control or just keeping up?
– 7 survival skills for sole practitioner accountants
– How to beat imposter syndrome: tips for sole practitioners
