Month: April 2025

Let’s be real—meetings can feel like the bane of our work lives. We’ve all been there: you’re juggling deadlines, emails are piling up, and then, ding!—it’s time for yet another meeting. 

You log on, sit through an hour of discussion, and leave wondering, “What did we actually accomplish?” Or worse, you leave with more on your plate than when you started. It’s frustrating, right?

Now, don’t get me wrong. Meetings can be incredibly useful. They’re supposed to help us connect, plan, and move forward. But when they’re unproductive or dragged out, they can start to feel like huge time-wasters. 

For us accountants especially, time is precious. Every hour spent in an ineffective meeting is an hour we could have used to tackle client work, finalize reports, or check off those tasks we actually want to get done.

So, why do meetings so often feel like a drain? Maybe it’s because they interrupt your flow just as you’re getting into a productive groove. Or perhaps it’s the lack of focus and direction—meetings without a clear agenda that wander all over the place before finally wrapping up with a vague sense of “we’ll circle back on that.” Sound familiar?

And then there’s the toll it takes on your mental energy. Let’s be honest, a jam-packed day full of meetings can leave you feeling drained. 

Have you ever found yourself finishing a day of back-to-back meetings and realizing you’re too mentally wiped out to tackle anything else? There’s a reason for that. Our brains can only handle so much “meeting mode” before they’re completely tapped out.

But what if there was a way to change all that? What if meetings could be a tool, not a time-suck? 

Imagine if every meeting had a clear purpose, wrapped up on time, and left you feeling focused and ready to tackle the next thing on your list. It may sound like wishful thinking, but it’s completely possible with a few small changes.

So here’s the big question: What would it take to make your meetings more effective? What if, instead of dreading them, you could actually look forward to meetings as an opportunity to get things done quickly and efficiently? What if meetings didn’t just steal your time but actually gave you back more focus, more clarity, and more time in your day?

If you’re intrigued by the idea of reclaiming your time and making meetings work for you instead of against you, keep listening. I’m going to dive into why meetings so often go wrong, what’s actually happening in our brains during those long sessions, and some practical tips to make sure every meeting you attend is as effective as it can be. 

By the end of this, you’ll be able to approach meetings with a fresh perspective—and who knows, you might even find yourself with a little extra time in your day.

The Biggest Issues with Ineffective Meetings

Let’s dig into why meetings can feel like they’re wasting time instead of maximizing it. If you’ve ever left a meeting wondering what it was even about, you’re not alone. Ineffective meetings often boil down to a few recurring issues that, unfortunately, are all too common.

One major culprit is the lack of clear goals and agendas. When meetings don’t have a defined purpose, they tend to meander. 

Discussions veer off course, and everyone’s talking, but no one’s quite sure what they’re trying to achieve. Without a focused goal, meetings can quickly turn into long-winded conversations that go in circles. 

People leave feeling just as unclear as they were when they came in—and now they’ve also lost an hour or more they could’ve spent on focused work.

Another issue is inviting too many people. While it can feel inclusive to have everyone present, more participants mean more opinions, which can lead to more sidetracks and tangents. 

And not everyone in the room always needs to be there—some may not have any decision-making role, while others only need the final recap. Too many attendees can add unnecessary complexity, stretching meetings longer than necessary.

Poor time management is another factor that drags meetings down. You’ve probably seen it happen: a meeting that was supposed to be 30 minutes stretches into 45, then an hour, and you realize you’re nowhere near wrapping up. 

This overrun cuts into other tasks and disrupts the flow of the day. Without a time-bound agenda, it’s easy for discussions to lose focus and for small topics to eat up large chunks of time. Everyone’s left playing catch-up with their own work after the meeting finally ends.

Then there’s the trap of recurring meetings that haven’t evolved. Weekly check-ins or standing meetings can be helpful, but over time, they can become routine and lose purpose. 

If the meeting format stays the same, people may start to feel like they’re simply going through the motions. In these cases, a meeting that once felt productive can turn into a box to check off, rather than a tool to help the team move forward.

Finally, there’s the hidden financial impact of unproductive meetings. Time spent in an unproductive meeting is money spent with little to show for it, especially for accountants who could be using that time to bill clients or wrap up projects. 

Every hour lost in a meeting without results is an hour lost from tasks that drive revenue and productivity.

The good news is, with some intentional tweaks, it’s entirely possible to avoid these pitfalls. By identifying and addressing these common issues, meetings can become a powerful tool for moving work forward rather than a frustrating time-sink. 

Why Meetings Can Be Productivity and Time Killers

Alright, so we know what makes meetings ineffective, but have you ever wondered why they feel so draining? Let’s be real—it’s not just about how long they are or how many people are there. 

There’s a reason why, by the end of a meeting, you can feel like your brain’s been squeezed dry and you still have a mountain of work left.

One big reason is how meetings completely interrupt our flow state. You know that feeling when you’re deep into a task—like, really in the zone, knocking things out left and right? That’s what we call being in a “flow state,” and it’s when we do our best work. 

But meetings just pull us right out of that zone. And it’s not easy to jump back in, either. 

Research shows that it can take up to 20 minutes to fully regain your focus after an interruption. So every time you have to stop what you’re doing for a meeting, you lose a chunk of productive time. 

By the time you’re back on task, you’re already playing catch-up, and your brain is working overtime to get back in that groove.

Then there’s the opportunity cost of meetings—basically, what we’re giving up every time we spend an hour or more in a meeting. For accountants especially, that time could be used on high-impact work, like getting through client files, preparing for tax season, or planning ahead for deadlines. 

Instead, meetings that drag on (or could have been emails) end up eating into that time. And the funny thing is, the work doesn’t go away! So we end up staying later or working through lunch just to make up for it. It’s like we’re constantly chasing time because of these meetings.

And I know you’ve probably felt this, too—the mental and physical drain that meetings cause. Back-to-back meetings, especially long ones, can leave you mentally fried. 

Our brains aren’t wired to stay hyper-focused for long stretches without a break, so if you’re sitting in a meeting that’s going past 20 or 30 minutes, your focus naturally starts to drift. You start zoning out, and by the end, it’s like your brain just can’t handle any more information. 

Add in the physical toll from sitting still for too long and staring at a screen, and it’s no wonder you feel completely wiped by the end of the day.

When meetings are stacked one after another like this, it’s like they’re slowly draining your productivity without you even realizing it. But here’s the thing: once we understand why meetings are so exhausting, we can start designing them to work with our brains, not against them. 

Now I want to dive into the brain science behind why we feel so spent after a meeting and how knowing this can actually help us turn meetings into a tool that works in our favor, not against us.

The Brain Science Behind Effective Meetings

Let’s get into what’s actually going on in our brains during these meetings, because understanding a few basics can make all the difference.

First, our brains are built to focus best in short, intense bursts. They’re not designed for long stretches of nonstop concentration. It’s kind of like trying to stretch a rubber band—if you keep pulling, it’s eventually going to snap. 

That’s why those long meetings leave us feeling mentally checked out halfway through, even when we’re really trying to stay engaged. Keeping meetings short and focused actually works with our brains instead of against them.

Then there’s cognitive load—basically, how much information our brains can process at once. Imagine your brain as a computer with limited RAM; once it’s maxed out, everything slows down, and processing new information becomes tough. 

Meetings that pack in too many topics or lack structure overload our “mental RAM.” But when a meeting has a clear structure and agenda, it’s easier for our brains to keep up and stay engaged.

We also deal with something called decision fatigue. Every choice we make in a meeting—whether to speak up, process information, or follow a discussion—drains our mental energy. 

So, in long meetings or complex discussions, we’re more likely to feel wiped out by the end, with our decision-making abilities shot. That’s why a focused, purposeful meeting leaves us feeling more productive, while a long, wandering one leaves us drained.

And let’s talk about memory and retention. Our brains actually remember concise points and focused conversations better than winding discussions. 

Ever wonder why you can barely remember half of what was covered after a long meeting? It’s because our brains don’t know which parts to prioritize. When meetings are clear, with specific takeaways and action items, it’s much easier to remember what’s important.

Knowing these brain basics doesn’t just help us understand why meetings can be so exhausting—it also shows us how to design them to work for us. When we keep cognitive load low, avoid decision fatigue, and respect our brain’s attention span, meetings can go from draining to actually productive.

Now, let’s bust a few common myths about meetings that might be holding us back from making them as effective as they could be.

Busting Myths About Meetings

Alright, let’s get real about some of the myths that keep meetings stuck in “unproductive” mode. These are things we’ve all heard—or maybe even believed—that seem harmless but actually make meetings more exhausting and less effective. Time to bust these myths wide open.

Myth #1: Everyone Needs to Be in the Room

A big one, right? We tend to think that inviting the whole team is inclusive, but it usually just creates more noise. When everyone’s there, discussions get sidetracked, more opinions get tossed in, and it’s way harder to keep the meeting focused. 

The truth is that only the people directly involved in the topic or decision need to be there. Fewer people mean clearer conversations and faster decisions. Next time you’re setting up a meeting, ask yourself, “Who really needs to be here?”

Myth #2: Longer Meetings Get More Done

Ever been in a meeting that drags on and on because someone thinks more time means better results? It’s a myth that doesn’t hold up. In reality, the longer a meeting goes, the more people zone out, and engagement plummets. 

Meetings don’t need to be long—they just need to be focused. Some of the best meetings are 15 or 20 minutes because they cut right to the main points, leaving everyone free to get on with their day. Think of meetings like a sprint, not a marathon.

Myth #3: Weekly Meetings Are Always Necessary

We often get stuck in the habit of scheduling weekly or bi-weekly meetings, assuming they’re essential. But sometimes, recurring meetings lose their purpose, and people start attending out of habit instead of need. 

If there’s no new information or updates, that weekly check-in can become a time drain. Don’t be afraid to cancel a meeting if it’s not adding value. Instead, call a meeting only when there’s something specific to discuss. People will show up more engaged and ready to contribute.

Myth #4: Meetings Need to Cover Everything

It’s tempting to try to tackle as many topics as possible to “make the most of the time.” But cramming everything into one meeting often overwhelms people, and nothing gets fully resolved. 

Instead, keep each meeting focused on one or two key topics. When you stick to a specific agenda, everyone can dive deeper into the discussion and leave with a clear understanding of next steps. Less really is more when it comes to meeting agendas.

Letting go of these outdated ideas about meetings can open up a whole new way of thinking. By ditching these myths, we can design meetings that are lean, effective, and actually helpful. 

Now let’s get into some practical strategies for running meetings that make the most of everyone’s time.

Strategies for Holding More Effective Meetings

Alright, so we’ve busted the myths, and we know the brain science—now let’s talk about what we can actually do to make meetings better. These strategies are all about making meetings feel purposeful, keeping them on track, and helping everyone walk away feeling like their time was well spent. Because let’s be honest, if we’re going to be in a meeting, it better be worth it, right?

Set a Clear Objective

This one might sound obvious, but it’s amazing how many meetings kick off without a clear purpose. When everyone knows the exact goal of the meeting—whether it’s to make a decision, solve a problem, or update the team on progress—it sets a tone that keeps things focused. 

Think of the objective as the meeting’s anchor. If the discussion starts to drift (as it often does), a clear objective helps steer it back. So, before sending out that calendar invite, ask yourself, “What do I want to accomplish in this meeting?” If you can’t answer that, maybe it’s time to rethink the need for the meeting altogether.

Create a Time-Bound Agenda

Have you ever noticed how meetings without an agenda seem to last forever? An agenda not only shows people what will be covered, but it also sets a time limit for each topic. It’s like setting up mini-deadlines within the meeting, which naturally keeps the pace moving. 

And here’s a tip—try sharing the agenda before the meeting starts. This gives everyone a chance to prepare, making discussions faster and more productive. Bonus points if you set a hard stop time. When people know the meeting won’t go on indefinitely, they’re more likely to stay focused and get to the point.

Limit Participants to Essentials

It can feel tempting to invite everyone to a meeting “just in case” they have input. But too many people can actually slow things down and make it harder to reach decisions. Instead, only invite those who are directly involved in the topic or who need to take action afterward. 

You can always send out a summary to others if they need to stay in the loop. Keeping the guest list lean creates a more focused environment where decisions can be made quickly and efficiently.

Use Visuals and Summaries

We talked about how the brain processes and retains information, right? Well, visuals and summaries are a fantastic way to make things stick. When key points are reinforced visually—whether that’s through a quick slide, a chart, or even a few bullet points—it’s easier for people to follow along and retain what’s being discussed. 

And wrapping up with a summary of action items at the end? That’s like the cherry on top. It reinforces what’s been decided and makes sure everyone leaves on the same page.

Assign Action Items and Follow Up

One of the best ways to make meetings meaningful is to end with clear action items and deadlines. Let’s face it: meetings without follow-ups tend to go nowhere. If there’s no accountability, it’s easy for all those great ideas and decisions to fade into the background once everyone’s back to their busy workdays. 

When each person has a specific task and a timeline, it keeps the momentum going. And don’t forget a quick follow-up afterward—an email or a shared document with the action points can be all it takes to keep everyone aligned.

These strategies aren’t just about making meetings more efficient; they’re about giving everyone a sense of purpose and accomplishment. When meetings are clear, focused, and actionable, they actually add value instead of taking it away. 

And the best part? You’ll likely find yourself spending less time in meetings and more time actually getting things done.

Becoming a Smarter Accountant: Learning To Have More Effective Meetings

One of my coaching clients is a manager at a mid-sized firm, and was stuck in a cycle of endless, draining meetings that felt more like obstacles than opportunities. Each week, she’d gather her team for what was supposed to be a productive check-in, but without a set agenda or clear focus, the meetings quickly spiraled. 

Discussions would jump from one topic to the next, with everyone chiming in on unrelated issues. By the end of each session, her list of action items had somehow tripled, and she left feeling mentally exhausted and stressed, knowing her actual work was piling up. 

She dreaded these meetings, but felt they were just part of the job.

Once we began working together, she admitted she hadn’t realized how much her meetings were dragging down her productivity—and her team’s. We worked on creating a new approach: each meeting would have a clear goal, a time-bound agenda, and only the essential team members needed to get things done. 

She learned how to set boundaries within the meeting to keep discussions focused and purposeful. The transformation was immediate. Her meetings went from nearly an hour to a focused 20-30 minutes, with everyone leaving clear on their action items. 

She told me that not only did her own productivity soar, but her team seemed more engaged, too. She now walks into meetings with confidence, knowing they’re designed to move projects forward instead of holding them back. 

For this client, meetings have become a powerful tool, not a necessary evil—and she finally has the time and energy to focus on what really matters in her work.

The bottom line is if you’re dreading meetings, you need to learn how to run or participate in more effective meetings. 

Now I’m going to share the key takeaway from today and an action item for the upcoming week.

Key Takeaway and Action Item

The key takeaway from this episode is that effective meetings aren’t just about saving time—they’re about creating clarity, maintaining focus, and ensuring everyone leaves with a sense of purpose and actionable steps.

For this week, ask yourself, “What can I change or suggest for my next meeting to make it more focused and valuable for everyone involved?”

This question encourages you to look at your meetings with a fresh perspective. Instead of seeing them as an obligation, consider them an opportunity to drive real progress. 

Consider specific changes you can make, like setting a clear agenda, inviting only necessary participants, or ending with defined action items. By taking even a few small steps, you can turn meetings from time-drains into productive sessions that help you and your team move forward with energy and direction.

Well, that’s what I have for you today. Thank you for joining me as I shared The Smarter Accountant’s guide to more effective meetings. I hope you’re walking away with a better understanding of what’s been getting in your way when it comes to effective meetings.

As I always say, you’ve worked hard to become an accountant; it’s time to make it easier to be one.

If you’d like to discuss how to better manage your time or anything you’re currently struggling with, you can schedule a free 30-minute call with me at  https://thesmarteraccountant.com/calendar/. 

And don’t forget to check back each week for more tips and strategies to help you go from being a stressed accountant to a Smarter Accountant.

Also, if you haven’t already, make sure to take The Smarter Accountant Quiz at www.thesmarteraccountant.com to see if you’ve been underutilizing your accountant brain. It’s a great starting point to see where you are and how you can improve.

Lastly, if you’ve found today’s episode helpful, I’d really appreciate it if you could spread the word to other accountants. The more we get this message out, the more we can change the narrative in the accounting profession and help accountants everywhere.

The truth is that you’re already smart, but this podcast will show you how to be smarter.

Let’s be honest—how often do you sit there waiting for that spark of motivation to finally kick in? Maybe it’s a pile of client work staring at you, or a lingering task that’s been on your to-do list for way too long. 

You think, “I’ll get to it when I feel more motivated,” and then… nothing. The spark never comes, and suddenly you’re scrambling to get things done at the last minute.

It’s frustrating, isn’t it? This idea that motivation should somehow show up when we need it most, like a magic wand to make everything easier. 

So if motivation isn’t the key to getting things done… what is? And how do the most productive accountants make progress even when they don’t feel like it? Stick with me, because what I’m about to share might just change the way you approach your work forever.

Think about it. Motivation feels so good when it’s there, right? Like you’re unstoppable and ready to tackle anything. But what happens when it disappears? 

It’s kind of like a fair-weather friend—great company when things are easy but nowhere to be found when life gets tough. You can’t rely on it, and yet so many of us keep waiting for it to show up before we take action.

Here’s the thing: we’ve all been conditioned to believe that motivation is the key to success. You hear it everywhere—find your motivation, stay motivated, motivate your team. 

But no one really talks about how unreliable it is. No one tells you what to do when you wake up on Monday morning feeling completely unmotivated and staring down another busy week.

The truth is, motivation isn’t even the thing that gets the most successful people through their days. So, what is? That’s the question that changes everything.

Have you ever wondered why some people seem to push through no matter how they feel, while others can’t seem to get started unless they “feel like it”? What’s the secret to getting things done on the days when your motivation tank is running on empty?

I’ll give you a hint: it’s not about finding motivation. It’s about building something far more reliable.

If you’ve ever felt like you’re stuck in a cycle of waiting for motivation to strike, only to end up overwhelmed and behind, keep listening. The truth about motivation—and why it isn’t what you think—might just change the way you approach your work and your life.

Ready to learn what no one ever told you? Let’s dive in.

The Fleeting Nature of Motivation

Let’s break down what motivation actually is. At its core, it’s just a feeling—one that comes and goes, often when you least expect it. 

Sometimes it’s sparked by an exciting goal, a deadline, or even just the thought of finally crossing something off your list. Other times? It’s nowhere to be found, no matter how hard you try to summon it.

The challenge with motivation isn’t just that it’s inconsistent; it’s that we give it so much power. Think about it—how many times have you put off starting something because you weren’t “in the mood”? 

Maybe you were waiting for that magical burst of energy or inspiration to sweep you off your feet and make everything easier. But how often does that really happen?

The truth is, motivation doesn’t follow a schedule, and it doesn’t stick around just because you want it to. It can be influenced by your mood, your environment, and even things as random as the weather or how much sleep you got last night. Some days it’s there, but most days? Not so much.

And for accountants, this is where things get tricky. You can’t exactly wait around for motivation when deadlines are looming or clients are calling. If you’re relying on motivation to get you through your work, you might find yourself scrambling more often than not.

For example, let’s say you’ve got a client project sitting in front of you, and it’s not exactly your favorite task. Instead of diving in, you tell yourself, “I’ll tackle it later when I feel more motivated.” But “later” keeps getting pushed further and further back. 

Before you know it, the deadline is right around the corner, and you’re in full-on panic mode trying to pull it all together. Sound familiar?

Here’s the thing—this isn’t about willpower or discipline (yet). It’s about understanding that motivation was never meant to be the driving force behind everything you do. 

It’s a nice bonus when it shows up, sure, but it’s not the engine. Treating it like one is what creates the frustration and stress we all know too well.

So, if motivation isn’t reliable, what is? And how can you get things done even when that spark is nowhere to be found? The answer lies in building something much stronger, and that’s what we’ll explore next.

What’s More Effective Than Motivation?

If motivation is the unreliable friend who only shows up when it’s convenient, discipline is the one who’s always there for you, no matter what. Discipline doesn’t care if you’re tired, unmotivated, or having an off day. It’s the habit of showing up and taking action, even when you don’t feel like it.

The great thing about discipline is that it’s dependable. Unlike motivation, which comes and goes based on how you’re feeling, discipline is something you can count on. 

It’s not flashy or exciting, but it works. It’s the quiet, steady force that helps you keep moving forward, one step at a time, no matter how your day is going.

So, what exactly is discipline? It’s the choice to act, even when every part of you would rather procrastinate. 

It’s deciding in advance what needs to get done and then following through, whether you’re in the mood for it or not. Discipline doesn’t ask, “Do I feel like it?” It just does what needs to be done.

This is why discipline is so reliable—it builds momentum. Each time you act, you’re making progress, even if it’s small. And that progress adds up. You start to realize that even on days when you’re not at your best, you can still get things done.

Let’s look at how this plays out in real life. Imagine it’s Monday morning, and you’re already feeling overwhelmed. Maybe you’re not in the mood to tackle that client project that’s been sitting on your desk. 

If you’re waiting for motivation, that project might sit there all day—or worse, all week. But if you’ve developed discipline, you’ll start anyway. You’ll chip away at it, one piece at a time, until it’s done.

Here’s the truth: the accountants who consistently meet deadlines, even under pressure, aren’t relying on motivation to get them through. They’ve built the habit of discipline. They know that some days they won’t feel like it, and that’s okay. What matters is that they take action anyway.

Discipline isn’t always easy, but it’s always worth it. The more you practice it, the more it becomes second nature. And when it does, you’ll find that you don’t have to rely on fleeting feelings to get things done—you can trust yourself to show up and do the work, no matter what.

If motivation is the spark, discipline is the steady flame that keeps the fire going. It might not always feel exciting, but it’s exactly what you need to stay consistent and get things done.

The Brain Science Behind Why Motivation is Overrated

Let’s get into the “why” behind all of this. Motivation might feel great when it shows up, but it’s not designed to stick around—and there’s a good reason for that. Motivation comes from your brain’s reward system, specifically a chemical called dopamine. 

Every time you feel motivated, your brain is giving you a little hit of dopamine to encourage you to take action. It’s like your brain saying, “Hey, this feels good—let’s do more of this!”

But here’s the catch: dopamine isn’t meant to keep flowing indefinitely. It spikes quickly and then drops off just as fast. This is why you can start a task feeling fired up, only to lose steam halfway through. 

Your brain isn’t wired to keep you motivated—it’s wired to conserve energy. Once the initial excitement fades, your brain shifts into “saving mode,” and suddenly, the task you were so excited to start feels like a slog.

This is where discipline comes in. Unlike motivation, which is fueled by a quick burst of dopamine, discipline is about building habits that stick. 

Every time you follow through on something—whether it’s getting started on a project, sticking to a schedule, or knocking out that one task you’ve been avoiding—you’re strengthening the neural pathways in your brain that make it easier to act next time. It’s like carving a trail through the woods: the more you walk it, the clearer and easier the path becomes.

For accountants, this is a game-changer. Our work is full of recurring tasks—deadlines, client deliverables, monthly reconciliations. Waiting for motivation to get you through those tasks is like rolling the dice and hoping for the best. 

But discipline? Discipline rewires your brain to make action your default setting, even when you’re not “feeling it.”

Here’s an example. Let’s say you’re staring down a big project. It’s not urgent yet, so your brain isn’t giving you that dopamine hit to get started. If you’re relying on motivation, you might find yourself procrastinating, hoping that spark of energy will show up later. 

But if you’ve trained yourself to act out of discipline, you’ll get started anyway. Even if it’s just a small step, you’re teaching your brain, “This is what we do—we take action.” Over time, that habit becomes second nature, and starting gets easier and easier.

The best part? Your brain rewards discipline in its own way. Each time you take action, you build momentum, and with it, a quiet sense of confidence that you can handle whatever’s next. 

You stop waiting for motivation to show up, because you don’t need it anymore. You’ve built something much stronger—a system that works no matter what kind of day you’re having.

So, while motivation might give you a quick boost, discipline is the real secret to getting things done. And the more you understand how your brain works, the easier it becomes to use it to your advantage.

How To Build What Actually Works

Now that we’ve talked about why discipline is more reliable than motivation, let’s look at how you can actually build it. Here’s the good news: you don’t have to overhaul your entire life overnight to become disciplined. 

In fact, the best way to start is by thinking small—really small.  The truth is that discipline isn’t about making massive changes all at once; it’s about creating tiny habits that you can stick to consistently. 

For example, instead of saying, “I’m going to overhaul my whole workflow this week,” start with something as simple as committing to spend the first 10 minutes of your day tackling your highest-priority task. That’s it. Just 10 minutes. 

When you start small, it’s easier to keep your word to yourself, and every time you follow through, you’re building trust in your ability to act, no matter what.

One of the most powerful tools for building discipline is making decisions ahead of time. When you plan your day—or even your week—you’re essentially removing the mental debate about what to do in the moment. Time-blocking is perfect for this. 

By deciding ahead of time what you’ll do and when, you take the guesswork out of your day. You don’t have to sit there wondering, “What should I work on next?” You’ve already made the decision, and now all you have to do is follow through.

Think of it like making a reservation for your time. When you make a reservation at a restaurant, you don’t second-guess it when the time comes—you show up. It’s the same with time-blocking. You’re treating your time with the same level of respect and intention.

Here’s where it gets really powerful: discipline isn’t just about actions; it’s also about managing your thoughts. The way you talk to yourself matters more than you might realize. 

If your inner dialogue is full of thoughts like, “I don’t feel like doing this,” or “I’ll never get it all done,” guess what? Your brain is going to look for ways to confirm that.

But if you intentionally shift your thoughts to something like, “I can do hard things,” or “I’m just going to take the next step,” you’re creating a mental environment that makes action easier. It’s not about forcing positivity—it’s about giving yourself the kind of mindset that supports discipline, not fights against it.

Let me give you an example.  Imagine it’s a typical Monday morning, and your to-do list is already overwhelming. If you’re relying on motivation, you might spend half the day avoiding the toughest tasks, waiting to “feel ready.” 

But if you’ve built the habit of discipline, you’ll start small—maybe with a single email or a simple prep task for a client project. You’ll follow your time blocks, not because you feel like it, but because you’ve already decided they matter.

By the end of the day, you’re not just crossing things off your list—you’re reducing stress, gaining momentum, and proving to yourself that you can trust your own decisions. And that confidence? It’s priceless.

Building discipline doesn’t mean being perfect. It’s about showing up consistently, even when things aren’t ideal. Every small habit, every intentional choice, and every managed thought adds up, creating a system that works for you. 

And once you’ve built that system, you’ll never need to wait for motivation again. You’ll already have everything you need.

Becoming a Smarter Accountant: Successfully Managing His Workload Despite a Lack of Motivation

When he first came to me, one of my clients was drowning in a sea of deadlines and pressure. He was a highly skilled accountant, but he constantly felt like he was falling behind, stuck in a cycle of procrastination and last-minute scrambles. 

He’d tell me, “I know what I need to do, but I just can’t seem to get started. I keep waiting for the right moment, and it never comes.”

Every Sunday night, the weight of the week ahead would hit him like a ton of bricks. He’d plan to tackle his workload with the best intentions, only to get stuck in a spiral of avoidance by Monday morning. 

A single email could derail his entire day, and the projects he put off would haunt him until the deadlines loomed too close to ignore. By then, the stress was unbearable, and he’d end up working late into the night just to catch up.

He told me he felt ashamed. How could someone so smart and experienced fall into this pattern over and over again? I could totally feel his frustration. He wanted to do better—for his clients, for his career, and for himself—but he didn’t know where to start.

When we started working together we began by unraveling his dependence on motivation. He’d always believed he needed to “feel ready” to get started, and that belief was holding him hostage. I explained that motivation is fleeting, but discipline is something he could build step by step.

At first, it felt awkward for him. I encouraged him to start small, with micro-habits like setting aside 10 minutes each morning to dive into his most important task—whether he felt like it or not. 

He also began time-blocking his day, reserving time for tasks like he’d reserve a table at a restaurant. The shift wasn’t dramatic at first, but he stuck with it, and over time, those small steps started to build momentum.

The real breakthrough came when he started managing his thoughts. We worked on the internal dialogue that had been sabotaging him—thoughts like, “I’ll never get this done in time,” or “This is too much to handle.” 

Instead, he practiced replacing them with thoughts like, “I can handle this one step at a time,” and “Getting started is the hardest part, and I’m already doing it.”

Fast forward a few months, and he’s a completely different person. He still has deadlines and busy days, but now he faces them with confidence instead of dread. 

He doesn’t wait for motivation anymore; he trusts the systems we’ve built together and knows how to follow through, no matter how he’s feeling.

The most emotional moment for me came when he said, “For the first time in years, I feel like I’m in control of my work instead of my work controlling me.” That’s the power of discipline—it doesn’t just change the way you work; it changes the way you see yourself. And for him, that was everything.

The bottom line is, when you stop waiting for motivation and start building discipline, you take back your power—and that changes everything.

Now I’m going to share the key takeaway from today and an action item for the upcoming week.

Key Takeaway and Action Item

The key takeaway is this: Motivation is fleeting, but discipline is dependable. When you stop waiting for the perfect moment to feel ready and instead build small, consistent habits, you take control of your actions—and ultimately, your results. Discipline isn’t about perfection; it’s about showing up for yourself, even when it’s hard.

For this week, ask yourself, “What’s one small action I can commit to today, even if I don’t feel like it?”

This question shifts your focus from how you feel to what you can do. It reminds you that progress doesn’t require big, dramatic steps—it starts with something as simple as taking the next action. 

Asking yourself this question puts you in the driver’s seat. Instead of waiting for the right circumstances, you’re making the decision to act, no matter what’s going on around you.

It’s important because discipline grows through practice. The more you choose to take small actions—even when motivation isn’t there—the easier it becomes to trust yourself to follow through. Over time, those small steps build momentum, confidence, and a sense of control over your work and life.

When you ask this question regularly, it helps you focus on what’s possible right now. And that’s where true change begins.

Well, that’s what I have for you today. Thank you for joining me as I shared the truth about motivation that no one ever told you. I hope you’re walking away with a better understanding of what’s been getting in your way of getting things done.

As I always say, you’ve worked hard to become an accountant; it’s time to make it easier to be one.

If you’d like to discuss how to better manage your time or anything you’re currently struggling with, you can schedule a free 30-minute call with me at  https://thesmarteraccountant.com/calendar/. 

And don’t forget to check back each week for more tips and strategies to help you go from being a stressed accountant to a Smarter Accountant.

Also, if you haven’t already, make sure to take The Smarter Accountant Quiz at www.thesmarteraccountant.com to see if you’ve been underutilizing your accountant brain. It’s a great starting point to see where you are and how you can improve.

Lastly, if you’ve found today’s episode helpful, I’d really appreciate it if you could spread the word to other accountants. The more we get this message out, the more we can change the narrative in the accounting profession and help accountants everywhere.

The truth is that you’re already smart, but this podcast will show you how to be smarter.

Let’s talk about something your brain does without you even realizing it: it’s called confirmation bias. It’s a fancy way of saying that we tend to notice things that back up what we already believe—and we ignore the rest.

I’ll explain more in a minute, but you might be asking yourself, “Why does this matter?” Because whether you’re at work, at home, or just going about your day, confirmation bias is shaping how you see the world and the decisions you make.

Think about it—have you ever been absolutely sure a client was going to be difficult? And didn’t it seem like every email they sent just proved you right? What if you’d already decided they were helpful instead? Would you have noticed something completely different?

The truth is that our brains are wired to focus on what we expect to find. But what happens when those expectations don’t reflect the whole picture?

What if the way you see a coworker, a project, or even yourself isn’t the full picture? What if your brain is just hunting for proof that what you believe is true—even when it’s not helping you?

This isn’t about being wrong or right; it’s about what we focus on and why. Our brains like to stick to familiar beliefs, even when they hold us back.

For example, have you ever caught yourself thinking, “I’m just not good at this,” and then finding endless proof to back it up? Why is it so much easier to confirm a negative thought than to challenge it?

The truth is, confirmation bias is something all of us deal with. I’ll explain more about this later, but it’s a built-in feature of the human brain—one that’s trying to keep things simple and efficient.

But here’s the thing: what if you could use that same mental habit to your advantage? What if you could train your brain to confirm empowering beliefs instead of limiting ones?

It’s a fascinating idea, isn’t it? The way we think shapes what we see, and what we see shapes what we believe. But how often do we stop to ask, “Is this belief actually helping me?”

If you’ve ever felt stuck in your thinking or wondered why certain patterns keep showing up, you’re not alone. The good news is that once you understand how confirmation bias works, you can start to notice it—and even change it.

Are you curious yet? Understanding confirmation bias starts with knowing exactly what it is and why our brains love it so much.

What Exactly Is Confirmation Bias?

Let’s get into a little more about what confirmation bias is.  Confirmation bias is like having a built-in spotlight in your brain. Whatever you already believe, your brain shines that light on anything that matches it—and leaves everything else in the dark.

It’s not something we do on purpose; it’s more like a reflex. The brain loves patterns, and it feels good when we find things that fit the ones we already know.

For example, if you believe you’re bad at meeting deadlines, your brain will zoom in on every time you’re late. But it will also conveniently overlook all the times you finished early or right on time.

This habit of the brain isn’t about being good or bad—it’s about being efficient. If you’ve thought something for a long time, your brain assumes it’s important and keeps proving it to you.

But here’s the tricky part: your brain doesn’t check if the belief is helping or hurting you. It just keeps looking for proof, no matter what.

Think about how this plays out in daily life. If you believe someone is unreliable, your brain will zoom in on every mistake they make, just like it overlooks your own successes when you believe you’re bad at something. 

It’s not the world that’s changing—it’s what your brain decides to focus on. That’s confirmation bias in action.

This isn’t just about how we see other people; it’s also about how we see ourselves. Your brain loves to reinforce the stories you’ve been telling yourself for years, even if they’re holding you back.

The funny thing is, we don’t even realize it’s happening most of the time. It feels like we’re just observing facts, but really, we’re seeing a filtered version of reality.

Understanding confirmation bias isn’t about judging yourself. It’s about noticing the stories your brain is telling and asking, “What else might be true?”

Once you understand confirmation bias, you’ll start noticing how it shows up everywhere. And for accountants, it’s especially important to recognize because precision and objectivity are key to the work we do.

Why Confirmation Bias Matters for Accountants

So why am I talking about this on a podcast for accountants?  Because in accounting, precision and objectivity are non-negotiable. But confirmation bias doesn’t care about those rules—it’s always working in the background, influencing how you think and what you notice.

When you’ve already decided something is true, your brain focuses on evidence that supports it, even if it’s not the most accurate conclusion. 

Imagine reviewing a client’s records while convinced they’re careless with their finances. Every mistake you find will seem to confirm that belief, even if the majority of their records are perfectly fine.

Confirmation bias also shows up when we evaluate our own performance. If you believe you’re “terrible at delegating,” you’ll focus on every time something went wrong after you handed it off. Meanwhile, the times you delegated successfully will quietly fade into the background.

I see this all the time with my Smarter Accountant Time Management coaching clients.  They have a difficult time delegating because they’ve had a few issues in the past and their brain just wants to focus on them, resisting the idea that delegation can work.

And what about decision-making? Whether it’s choosing a software solution, creating a financial strategy, or advising a client, confirmation bias can steer you toward the conclusion you want instead of the one that’s most accurate. Even when you’re staring at conflicting data, your brain has a way of making the preferred outcome feel like the only right choice.

It doesn’t stop there. In team dynamics, confirmation bias can build walls where there could be bridges. If you’ve decided a coworker is difficult, every interaction becomes “proof” of that belief, while their positive efforts get overlooked. Over time, it becomes harder to see them any other way.

The real problem isn’t that our brains do this—it’s that we rarely notice it happening. Confirmation bias is sneaky.  It works quietly, shaping our thoughts, decisions, and even our relationships without us realizing it.

In a profession like accounting, where small assumptions can lead to big consequences, learning to spot confirmation bias isn’t just helpful—it’s essential. It’s the key to seeing situations clearly, making better decisions, and improving how you work with clients and colleagues.

Spotting confirmation bias in your work is one thing, but understanding why your brain works this way takes it to a whole new level. Let’s dig into the science behind it so you can see how your mind shapes what you notice—and what you don’t.

The Brain Science Behind Confirmation Bias

Since this is the podcast that blends brain science with accounting, let’s talk about the brain science behind confirmation bias.

Confirmation bias isn’t just a bad habit—it’s rooted in how our brains are designed to work. The brain is constantly sorting through information, deciding what’s important and what can be ignored. This isn’t random; again, it’s all about efficiency.

Your brain wants to save energy, so it sticks to what it already knows. If you’ve been thinking a certain way for years, your brain considers that thought a well-worn path. It’s easier to keep walking down that familiar road than to start carving out a new one.

Here’s another thing your brain does: it loves being right. Every time it finds evidence to support your belief—whether it’s “I’m bad at presenting” or “That client is always late”—it gives you a little reward in the form of a feel-good chemical called dopamine. 

That’s why it feels satisfying to be “proven right,” even when the belief isn’t helping you.

But being right isn’t always a good thing. The same mechanism that makes your brain confirm positive beliefs can also reinforce negative ones. If you believe “I’m overwhelmed and there’s never enough time,” your brain will focus on every stressful moment to keep that story alive.

Then there’s the brain’s fear of change. To your brain, a new belief feels risky. It’s like stepping into unfamiliar territory, and the brain doesn’t like that—it sees uncertainty as a potential threat. This is why changing how you think about something often feels uncomfortable or even scary.

On top of that, our brains are wired to prioritize speed over accuracy. The part of your brain responsible for quick decisions, the Toddler Brain, loves shortcuts. It grabs onto whatever aligns with what you already believe and skips the hard work of considering other perspectives.

This process might have been helpful when our ancestors needed to make snap decisions to survive. But in the modern world, especially in accounting, it can cause more harm than good. It can lead to missed opportunities, flawed decisions, and strained relationships.

The good news is that the higher part of your brain—the Supervising Parent—can override this instinct. This part of the brain is where logic and intentional thinking happen. When you slow down and question your beliefs, you give this part of your brain a chance to step in and take the lead.

The bottom line is that understanding the science behind confirmation bias is empowering because it puts you back in control. Now, let’s look at how you can take this natural tendency and turn it into a tool for growth.

How to Turn Confirmation Bias Into an Advantage

Now that you know that confirmation bias is always running in the background, why not flip it around and make it work for you instead of against you? That same habit of focusing on what you already believe can actually help you get the results you want—if you point it in the right direction.

Start by paying attention to the stories you’re telling yourself. Do you ever catch yourself thinking, “I’m too disorganized to handle this,” or “That client never listens to me”? Once you notice those thoughts, ask yourself: are they helping you or just holding you back?

Then try asking better questions. Instead of thinking, “Why is this client so difficult?” what if you asked, “What’s one way they’ve been helpful lately?” Your brain loves answering questions, so give it something better to work with—it’ll start finding answers you didn’t expect.

Another thing that helps is looking for evidence that challenges your negative beliefs. Let’s say you’ve convinced yourself, “I’m terrible with technology.” Start paying attention to moments when you actually figured something out, no matter how small. Those little wins add up and can start shifting how you see yourself.

And here’s a big one: reframing. If you’re thinking, “I can’t handle this busy season,” try flipping it to, “This is my chance to practice staying calm under pressure.” When you do that, your brain will start looking for proof that the new thought is true—and it will find it.

It’s also really helpful to have someone who can give you honest, constructive feedback. Whether it’s a mentor, coach, or a trusted colleague, having someone who can help you see things from a different perspective can make all the difference.

Finally, focus on building positive beliefs on purpose. If you decide, “I’m great at solving problems under pressure,” your brain will start noticing all the ways that’s true. The more you reinforce those beliefs, the stronger they’ll become.

You can’t just turn off confirmation bias—it’s always going to be there. But you can guide it.

When you’re intentional about what you want to believe and actively look for proof to back it up, you can turn this natural habit into a powerful tool. Instead of keeping you stuck, it can help you grow in ways you didn’t think were possible.

Becoming a Smarter Accountant: Dealing With Confirmation Bias As An Accountant

One of my coaching clients came to me feeling completely stuck. She believed she was terrible at managing her time and was convinced that no matter what she tried, she’d always be behind on her work. Every time she missed a deadline or felt overwhelmed, it became “proof” that she wasn’t cut out for her role.

During one of our sessions, I introduced her to the idea of confirmation bias. At first, she was skeptical—she was sure her thoughts about herself were just facts. But I asked her to try a simple exercise: look for moments, no matter how small, where she handled her time well.

At first, she struggled. But then she started noticing little wins, like finishing a client’s report a day early or organizing her inbox in less time than expected. Slowly, she began to see that her belief wasn’t the full story.

Over the next few weeks, she started reframing her thoughts. Instead of telling herself, “I’m always behind,” she shifted to, “I can figure out how to manage this.” Her brain began to find evidence for this new belief, and her confidence grew.

By the end of our work together, she wasn’t just managing her time better—she felt more in control and capable. She told me that for the first time in years, she didn’t dread busy season. 

Her old belief had held her back, but once she understood how her brain worked, she was able to turn it into her biggest advantage.

Now I’m going to share the key takeaway from today and an action item for the upcoming week.

Key Takeaway and Action Item

The key takeaway is that confirmation bias is always at work, shaping how you see the world and yourself. The good news is, with a little awareness, you can turn it from a stumbling block into a stepping stone for growth and success.

For this week, ask yourself, “What am I focusing on, and is it actually helping me?”  This question cuts straight to the heart of how confirmation bias works. 

Paying attention to your thoughts can reveal beliefs that hold you back. Once you see them, you can choose to focus on ones that move you forward.

It’s like taking the reins and deciding how you want your mind to see things—it’s such a game-changer!

The bottom line is that you can’t stop your brain from looking for evidence to support your beliefs, but you can decide what beliefs you want it to focus on. When you intentionally guide your thoughts, confirmation bias becomes a tool to reinforce your growth, confidence, and success. 

So, start paying attention to where your mental spotlight is aimed—it might just change everything.

Well, that’s what I have for you today. Thank you for joining me as I explained confirmation bias and how it shapes your work as an accountant. I hope you’re walking away with some awareness that might change how you manage your career and your life.

As I always say, you’ve worked hard to become an accountant; it’s time to make it easier to be one.

If you’d like to discuss how to better manage your time or anything you’re currently struggling with, you can schedule a free 30-minute call with me at  https://thesmarteraccountant.com/calendar/. 

And don’t forget to check back each week for more tips and strategies to help you go from being a stressed accountant to a Smarter Accountant.

Also, if you haven’t already, make sure to take The Smarter Accountant Quiz at www.thesmarteraccountant.com to see if you’ve been underutilizing your accountant brain. It’s a great starting point to see where you are and how you can improve.

Lastly, if you’ve found today’s episode helpful, I’d really appreciate it if you could spread the word to other accountants. The more we get this message out, the more we can change the narrative in the accounting profession and help accountants everywhere.

The truth is that you’re already smart, but this podcast will show you how to be smarter.