Balancing a full work load?

Let’s face it, you juggle multiple responsibilities each and every day and sometimes that can get a little hectic—from managing receivables and payables to forecasting cash and ensuring accurate bookkeeping/team management. Without focus and structure, it’s easy to get overwhelmed. Today, let’s talk about how to stay on track, prioritize effectively, and meet deadlines without burnout. These are some things I have tried to work on over time that make life a bit….easier!

⏳ Balancing Time Throughout the Day

Time is our most valuable resource and we all need more of it. Without a structured day, distractions creep in, and critical financial tasks fall behind. Here’s how to balance time efficiently for yourself or for your team members.

• Start with a Plan: Outline priorities for the day before diving into emails. What needs immediate attention? What can wait? Does your team know how to prioritize and/or plan?

• Block Time for Deep Work: Set aside uninterrupted time for analysis, reconciliation, and forecasting. Finance work demands concentration, so minimize distractions. I do this often. Close your door and focus up.

• Batch Similar Tasks Together: Grouping tasks like vendor payments, collections follow-ups, or bank reconciliations prevents constant context-switching. When you block time you can set that as THE time to take care of a certain task.

📌 Prioritizing Personal and Team Tasks

As leaders, we manage both our workload and our team’s efficiency. The key is delegation and clear prioritization to make things go smoothly.

• Urgent vs. Important: Not all tasks are equal. Classify tasks by urgency and impact—handle cash flow issues first, then reporting. Your team needs to also understand what’s a 911 vs just a task to complete.

• Empower Your Team: Delegate routine tasks like invoice processing or data entry so you can focus on strategy and financial forecasting. Or if you are a SMB leader that doesn’t have a team, tap into resources like me. It’s literally what I do for others! [email protected] or 812-207-1863.

• Use Check-Ins Wisely: Daily or weekly huddles ensure alignment, but avoid unnecessary meetings that drain productivity. I prefer to chat daily with team members and some clients like this too. It gives everyone a chance to confirm and make sure their focus is where it should be.

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☕ Making Time for Breaks Without Falling Behind

Non-stop work leads to fatigue and errors plus really has an impact on our health! To stay sharp and not feel like you are losing the battle try these things.

• Schedule Short Breaks: A 5-10 minute pause between tasks helps reset focus. I really like to get away and walk.

• Step Away from Screens: Eye strain and mental fatigue set in fast. Walk around, stretch, or grab a coffee. We weren’t meant to just sit behind a desk all day long.

• Use Breaks to Recharge, Not Scroll: Social media can be a distraction; opt for a quick mental reset instead. Get fresh air outside if you can and sunlight!

🏁 Meeting Deadlines with Less Stress

Deadlines drive finance work, from closing the books to tax filings. To avoid last-minute chaos keep this in mind.

• Work Backward from the Deadline: Set internal milestones before the final due date. You have to plan.

• Automate Where Possible: Leverage software for invoice approvals, expense tracking, and reconciliations to save time. Automate, automate, automate!

• Check for Bottlenecks: If a process slows down, identify the root cause—waiting on approvals, missing data, or system delays. Being able to address bottlenecks quickly is crucial as leaders. Find and correct.

How do you stay focused throughout your day? What works for you?

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