Overcoming Overwork and Juggling Client Work with Business Admin

Running a successful bookkeeping business can often feel like a juggling act. Between client work, business administration, and the ever-present demands of deadlines, it’s easy to become overwhelmed. Overwork and burnout are common struggles for bookkeepers, especially those balancing multiple roles. But with the right strategies, you can regain control of your time, boost productivity, and find a sustainable balance. Here’s how to master time management and make every hour count.

1. Prioritise with a Daily Plan

When you have endless tasks competing for your attention, a daily plan can provide clarity and focus.

How to Do It:

• Start each day by listing your top 3 priorities. What must be completed today?
• Break larger tasks into smaller, actionable steps.
• Use tools like Asana, Trello, or a simple daily planner to map out your workload.

Pro Tip: Tackle the most challenging or time-sensitive tasks in the morning when you’re most focused. This reduces stress for the rest of the day.

2. Set Boundaries to Avoid Overwork

The lines between work and personal time can blur, especially for bookkeepers running their own businesses. Without clear boundaries, overwork becomes inevitable.

How to Do It:

• Define your working hours and communicate them clearly to clients.
• Avoid responding to emails or calls outside those hours unless absolutely necessary.
• Use an out-of-office auto-responder for after-hours communications.

Pro Tip: Treat your business like a client project. Schedule time for your work—marketing, admin, and strategic planning—just like you would for a client.

3. Batch Similar Tasks for Efficiency

Switching between different types of tasks can waste time and drain your energy. Batching similar tasks improves focus and productivity.

How to Do It:

• Group similar tasks, like responding to emails, reconciling accounts, or preparing reports, and dedicate specific blocks of time for each.
• Schedule client calls or meetings on certain days to reduce interruptions.
• Set aside dedicated admin time to handle invoicing, follow-ups, and general business tasks.

Pro Tip: Use the Pomodoro Technique—25 minutes of focused work followed by a 5-minute break—to maintain energy levels throughout the day.

4. Automate Repetitive Tasks

Technology can be your biggest ally in saving time. Automating repetitive tasks allows you to focus on high-value work.

How to Do It:

• Use cloud-based accounting software like Xero, MYOB, or QuickBooks to automate bank feeds, reconciliations, and BAS preparation.
• Automate appointment scheduling with tools like Calendly.
• Use automated reminders for invoicing, payment follow-ups, and deadlines.

Pro Tip: Spend time upfront learning automation tools—the time you save in the long run will be well worth it.

5. Streamline Client Communication

Endless back-and-forth with clients can eat up hours of your day. Streamlining your communication processes will help you stay on track.

How to Do It:

• Use templates for emails, onboarding, and common questions to save time.
• Implement a client portal for secure document sharing and progress updates.
• Set clear expectations for response times (e.g., “I respond to emails within 24 hours”).

Pro Tip: Schedule regular client check-ins to proactively address questions and reduce ad-hoc interruptions.

6. Delegate and Outsource Where Possible

You don’t have to do everything yourself. Delegating or outsourcing can help you focus on tasks that truly require your expertise.

How to Do It:

• Hire a virtual assistant to manage admin tasks like email management and scheduling.
• Outsource specialised work, such as marketing, IT support, or content creation.
• If you have a team, delegate routine bookkeeping tasks to junior staff.

Pro Tip: Focus on your strengths—if a task takes too much time or energy, it may be worth outsourcing.

7. Use Technology to Track Your Time

Knowing where your time goes is the first step to managing it effectively.

How to Do It:

• Use time-tracking tools like Toggl, Clockify, or Harvest to monitor how long tasks take.
• Analyse your tracked time to identify areas where you can improve efficiency.
• Use this data to better estimate project timelines and set realistic expectations with clients.

Pro Tip: If a task takes longer than expected, evaluate what went wrong and adjust your processes accordingly.

8. Avoid Multitasking

It’s tempting to juggle multiple tasks at once, but multitasking often reduces productivity and increases errors.

How to Do It:

• Focus on one task at a time until completion.
• Turn off notifications on your phone or computer during deep work sessions.
• Block out distractions by working in a quiet space.

Pro Tip: Use tools like Focus@Will or white noise apps to create a productive working environment.

9. Regularly Review Your Workload

Sometimes overwork stems from taking on too much. Regularly reviewing your workload helps you identify where you may need to adjust.

How to Do It:

• Review your client list and assess which projects bring the most value.
• Identify clients or tasks that are overly time-consuming and consider renegotiating scope or fees.
• Be realistic about your capacity when onboarding new clients.

Pro Tip: Don’t be afraid to say “no” to projects that don’t align with your goals or capacity.

10. Schedule Time for Yourself

Burnout is real, and it’s essential to prioritise self-care to maintain long-term productivity.

How to Do It:

• Block out time in your calendar for breaks, exercise, and personal activities.
• Take regular holidays or days off to recharge.
• Make time for hobbies and activities outside of work to maintain balance.

Pro Tip: Treat personal time as non-negotiable—you can’t deliver great work if you’re burned out.

Conclusion: Work Smarter, Not Harder

Time management is a skill that bookkeepers can master with intention, planning, and the right tools. By prioritising tasks, setting boundaries, and leveraging technology, you can reduce overwork, streamline your day-to-day processes, and reclaim valuable time for yourself. Remember, achieving balance isn’t about doing more; it’s about working smarter. Implement these strategies, and you’ll not only improve productivity but also create a more sustainable, rewarding bookkeeping business.