Good Pre-Season Article - Multitasking and Other Lies about Productivity

[kcjenkins]

Multitasking and Other Lies about Productivity
January 14, 2014
By Natalia Autenrieth

As the holidays recede in the rear-view mirror, many CPAs begin to observe a worrisome trend. The stack of paperwork on the corner of the desk, the number of emails in the inbox, and the items on the to-do list begin to expand as if by magic. It is a sign that the busy season is upon us, yet again.

There is another early sign of the busy season, and that is a resurgence of productivity myths. They tend to raise their ugly head (or five) right around this time, preying on unsuspecting CPAs who just want to do better for their clients and families. Here are the five heads of the dragon, slayed one by one.

1. I must multitask to get it all done.

Multitasking is dead, except no one has informed it, so it still shows up in job descriptions and on people’s resumes. It seems that the ability to handle several competing responsibilities simultaneously is a job (and life) requirement virtually everywhere. The reality, backed up by significant research, is that multitasking can do more damage than good because it requires one to juggle limited resources to complete each task successfully. As the tasks grow in complexity (and for CPAs, they start out complex and get worse from there), the juggling act takes on a life of its own, consuming significant willpower and mental space.

What is a CPA to do? Handle the tasks one at a time. I know, it sounds ominous and counterintuitive. This is where the multitasking monster gets you: despite its claim to efficiency, it saps your resources, and results in more mistakes. The shortcut does not get you where you want to go. Instead of spending the processing capacity of your brain on the juggling act, you would be better served by taking a critical look at what you have to do, and whittling that down to a manageable size.

2. I must trudge through the slump, no matter what.

This myth is persistent, in part because it seems to offer a way to use your mental game to prevail over nature. Never mind that I am exhausted; I must persevere and get through all of these documents/emails/meetings at any cost. It feels like you are doing the best for your clients and co-workers, except for one tiny detail. You are really not doing anyone any favors by working when you cannot see straight. Willpower and mental processing are your limited resources—and choosing to spend them on gluing your butt to the chair means that you don’t have them available for other things. Like a thoughtful review of a client proposal.

Instead, take a break. A real break, which means that you actually detach from what you are working on, and allow yourself an opportunity to recharge. A nap would be best, although a walk can also work well.

3. I must get up early, or the day is wasted.

The problem with the idea that waking up early is the only way to accomplish anything is the presumption that everyone is most productive and creative in the morning. Do you know any night people, of the variety that is best left undisturbed until 10 AM, who must be approached with care and gentle offerings of delicious caffeine until noon? Then you already know that you cannot force a person to be what they are not. Anyone can stand on his or her head occasionally, for a short time. No one can do it forever.

A better approach? Work when you are typically most productive and creative. That is not the same as working when you feel like it—you may still need discipline and willpower to get you into that chair. However, if you choose the time when you are naturally your best, your day will be less of a struggle.

4. I must work more hours.

More hours means getting more done, right? Well, not quite. There is a clear point of diminishing returns, and if you are really honest with yourself, you will see it too. When you know on a Wednesday that you will have to work on Saturday no matter what, do you feel inspired to get more done, or discouraged enough to slack off because your efforts are a drop in a bucket?

Try measuring your efforts by the results, not the hours you put in. This is a dramatic change for many CPAs, with their traditional emphasis on hourly billing, coupled with an expectation that a busy season isn’t busy unless they are working 80 to 120 hours a week. It is unfortunate that few CPAs see the profoundly damaging effect of that mindset, which can include lower productivity, more mistakes, and a poorer quality of life. It can even lead to fewer new clients, as prospects might feel that you are too busy to take on anything new.

5. Nutrition and productivity are not related.

Oh, the love affair between CPAs and a vending machine. They visit it frequently. They can recite its contents from memory. They feel genuinely hurt when the machine is out of a favorite treat.

Close your eyes and picture a vending machine right now. No, really, please do. What do you see? Carbs. Fast-burning carbs that, unless combined with protein and fats, will only give you enough fuel for 30 minutes.

Next time you are feeling at the end of your rope, exhausted, exasperated, and just generally done, think back to the last balanced meal you had. If it has been more than four hours, you have no one but yourself to blame for your sad state. For the love of everything that matters, please stop what you are doing and go eat some real food.

At the end of the day, productivity is not a one-size-fits-all model, and nothing will replace self-awareness and some trial and error. What works best for you?

In her professional lives across the United States, Natalia Autenrieth has audited Fortune 500 clients as part of a Big 4 team, built an accounting department as a controller of a large hospital, and served as a CPA consultant to municipalities. She continues to consult with and coach high-achieving CPAs for sustainable growth, helping them build highly profitable careers, avoid burn-out, and have more fun! Natalia lives in Southern California with her husband Doug who is an author, an executive coach, and a kung fu teacher, and their son Mason. They share a home with Tasha the German Shepherd, who is highly trained and exceptionally well behaved, and Kaya the Abyssinian cat, who is a frequent candidate for a one-way ticket to Siberia. Read more about her at www.NataliaAutenriethCPA.com .

[SFA]

1 - 2 - 3 - 4 & 5. Whoa. BINGO! At times, everyone of these points, is an area of struggle for me. This is a perfect time to hit the reset button. Multi-tasking is especially challenging, because I feel bombarded by so many distracting events throughout the day. Emails, phone calls, employee questions, and of course the long "to-do" list.

Sometimes I feel like I am working through an obstacle course of tasks and the finish line is my bed!

Actually, I consider checking in on the ATX Community, a quick break. I look forward to the "laugh of the day."

[Catherine]

I never got the whole idea of #3. It's like trying to make a string longer by cutting off one end and tying it to the other -- doesn't work!

Figure out when YOU are awake and alert (and sometimes with a correction for least likely to be interrupted!) and make those your primary hours. Forcing yourself to get up a oh-dark-thirty when your brain doesn't engage until mid-morning just wastes good sleeping time.

Another piece to that is, if you're having a horrendous nap attack, twenty minutes zee-ing out might mean a productive rest of the day whereas "fighting" that nap attack means four hours of shoddy work that will need re-doing tomorrow! (Of course I learned that the hard way, several times, and need remedial lessons on a far too regular basis.)

[mcb39]

One valuable plus to OIH is the ability to give solace to the "nap attack". I found out last year that the older I get, the more I need it and the more productive it makes me. Depending on the schedule and, certainly, not every day, I can lock the door, shut off the phone and take a nap. Not being much of a TV person, I find the evenings work well for high end and accurate tax preparation. I don't stay up half the night either. I need to sleep if I want to work. I also need to eat, but that can get pretty erratic at times.

[ILLMAS]

Wow this is a biography on me

[Elrod]

I seldom have time to.... ..........Or.....

[jklcpa]

I seldom have time to.... ..........Or.....

ROFL. There isn't an icon that is for eyes wide open because I can't sleep, but it makes me

[RitaB]

I'm just amazed and pretty pumped up that there is an icon for

[Jack from Ohio]

I'm just amazed and pretty pumped up that there is an icon for

So many one-liners, so little bandwidth....

[joanmcq]

I figured out #3 a couple years ago, pretty much as soon as I didn't have any outside employment. Work whenever I'm clearheaded, which for me tends to kick in again around 11pm. I get a second wind that allows me to do some of my best work and very little to distract me. I do have a few night owl clients that have figured they'll get an email response after midnight though! I hate it if appointments keep me from getting a nap when I need one, but I try to schedule during times I'm least likely to need one. One reason I love drop offs and getting docs through the portal!

Now if I could just get #5 worked out. Regular food is hard during the off season, much less during! I keep cereal in my office.

[Elrod]

[MsTabbyKats]

There used to be a time where I was "the poster girl" for all of the above (however, I am, by nature, a morning person).

I was going from 7 AM- 10 PM......in the past. (Almost cost my marriage!)

Now...weather permitting....I go out for a lunch break (even just a slice of pizza) daily.

Oh....and every Wednesday morning....I hit the local casino. It breaks up the week beautifully.

I find that my phone/e-mail is busier in the afternoon........so I get as much as I can done in the morning......then relax and take the calls later in the day.

Remember....there is no such thing as a tax emergency.

[Catherine]

For #5:

http://www.graze.com/us

https://naturebox.com/

better than that 14-oz bag of Skittles sitting in my desk drawer...

[mcb39]

For #5:

http://www.graze.com/us

https://naturebox.com/

better than that 14-oz bag of Skittles sitting in my desk drawer...

Open bag or still closed?

[kcjenkins]

Skittles are pure sugar, Nutrigrain Bars and and Reeses Minis are both better source of energy.

I'd also suggest that everyone think about your client list, and consider something that helped me a lot. Not everyone has a client that can fit this, but I had two different clients who were cooks, who I worked out a barter deal with. Ivey brought me a hot, balanced meal for both Don and myself, once a week during Jan-Apr, things like chicken, or meatloaf, greens, and cornbread, or a great salad and homemade rolls. Diane did the same thing, on different days. Each of them got their tax return in exchange, plus one or two family members returns. Lord, those two were good cooks, and I loved that I never had to think about what I wanted on their days, they just surprised me. It started when my office was in the same building where they worked as cooks in the restaurant in the building. I ate there now and then, and loved Ivey's greens and cornbread, and when I told her that I wished I knew what days she made that, because I could make a meal off just that, she started bringing me some from time to time, and I'd pay her, then the next year she asked about trading for their tax returns. I got the occasional balanced hot meal from them for the next 16 years!

[mcb39]

WE have a neighbor lady whose husband passed away a few years ago. My guys keep her plowed out and keep her car serviced and washed. She brings a lot of hot dishes during tax season; sometimes even a whole pie. She isn't even a client of mine but we loved her husband; just as we love her. Some people are blessings in disguise.

[kcjenkins]

I agree. We had a large office with a fridge/freezer, microwave, and still, it's hard during busy times to take the time to heat something up. Having something good and hot brought in that's not a pizza is just fantastic.