Before I get started, let me just mention that if you haven’t taken The Smarter Accountant Quiz yet, I highly recommend it.  There have been over 1,100 accountants who have taken the quiz and it’s helped them quickly identify which of the 12 most common pain points are making it harder than it needs to be to have a sustainable, easier accounting career. 

It takes less than 5 minutes and shows you exactly where you’re being pulled in the wrong direction.  It gives you immediate clarity about what’s really going on and why having an accounting career can be such a struggle.  

Once you see your results, it’s like turning on a light in a dark room—you know what to focus on, and what to stop worrying about.  You can easily take it at www.thesmarteraccountant.com 

Let’s talk about something most accountants deal with every single day—workflow. You probably don’t think about it much, but it affects everything you do.

Whether your day runs smoothly or feels like a chaotic mess has a lot to do with your workflow. It’s one of those behind-the-scenes things that can make or break how your day goes.

If you’ve ever ended a workday feeling like you were busy but not productive, workflow might be the reason. It’s not about working harder—it’s about how things are set up around you.

Think about it like this—when your kitchen is organized, cooking feels easier. But when nothing’s where it should be, everything takes longer, and you get frustrated. That’s kind of what happens with your work when your workflow isn’t helping you.

A lot of accountants think they just need a better to-do list, a fancier app, or a new software program. But the truth is, if your brain is tired or confused by how your day is set up, no tool will fix that.

You might not even realize how much your current setup is draining you. You might be using so much brain power just trying to remember what’s next or switching between tasks, and that adds up fast.

What if your workflow could actually make your day feel easier—not harder? What if it could support the way your brain likes to work instead of making things more stressful?

Most of us were never taught to think about workflow in that way. We were taught to just get the job done and figure it out as we go.

But the way things are set up matters. A lot.

When you have a process that your brain can easily follow, everything feels more manageable. You don’t feel like you’re drowning in little decisions all day.

So if your workday often feels scattered or exhausting, it might not be you—it might be the way your workflow is making your brain work overtime.

For example, have you ever wondered why some tasks feel smooth while others feel like pulling teeth? Or why you start your day with good energy but feel completely drained by 3 PM?

Those are questions worth asking. And the answers might surprise you.

In this episode, I want to look at workflow in a whole new way—one that actually helps your brain out. You might find that with a few small shifts, your day can go from overwhelming to a whole lot more doable.

What Is a Workflow—Really?

When most people hear the word “workflow,” they think of checklists or software. Something that organizes your tasks and keeps things moving. And while that’s not wrong, it’s only part of the picture.

A workflow is really just a way of doing things. It’s the steps you follow to get something done. But what most accountants don’t realize is how much those steps affect your brain—especially when they’re not clear or consistent.

Your brain is already working hard to process everything coming at you. Every time you stop to figure out what to do next, it has to use energy. That might not seem like a big deal, but over time it adds up and leaves you feeling tired, distracted, or overwhelmed.

That’s where a smart workflow comes in. A good workflow doesn’t just organize your tasks—it gives your brain a break. It makes decisions for you in advance, so you don’t have to keep figuring everything out on the fly.

Think of it like setting up your coffee the night before. In the morning, when you’re tired, you don’t have to think—you just press the button. That’s what a good workflow does. It removes friction and saves your brain from decision overload.

Without a solid workflow, your brain has to keep asking: “What now?” “Where was I?” “How long will this take?” All of that slows you down and wears you out.

But when your workflow is clear and supportive, your brain gets to focus on what matters most. It’s not wasting energy on the setup—it’s using energy on the actual work.

So, what is a workflow—really? It’s not just a list of steps. It’s a way to help your brain stay focused, save energy, and stop spinning its wheels.

And once you understand that, the next question becomes: Why does your brain care so much about how your workflow is set up? Let’s talk about that next.

Why Your Brain Loves a Smart Workflow

Your accountant brain is smart—but it also has limits. It can only hold so much at once. That’s called cognitive load, and when it’s too full, things start to slip through the cracks.

Imagine your brain like a browser with too many tabs open. At first, it works fine. But over time, it slows down, and everything feels harder. That’s what happens when you’re juggling too many tasks without a clear system.

One of the reasons this happens is something called the Zeigarnik Effect. It’s a fancy name for something you’ve probably felt before—your brain keeps thinking about unfinished tasks, even when you’re not working on them. That’s why you might be lying in bed thinking about an email you forgot to send.

When your workflow doesn’t help close the loop on tasks, your brain holds onto them. It’s like it refuses to let go until it knows the job is done. And the more open loops you have, the more mental space they take up.

Now add in dopamine loops. Your brain gets a little hit of feel-good chemicals every time you check your email or complete a small task. That’s why it’s so tempting to jump from one quick thing to another. 

But the problem is, you never get to the deeper, more important work. Your brain gets distracted by the short-term rewards.

And here’s something else your brain loves—space to wander. There’s a part of your brain referred to as the default mode network. It kicks in when you’re not actively focused, like when you’re taking a walk or staring out the window. 

It helps you come up with ideas, solve problems, and make sense of things. But when your day is too full and scattered, your brain never gets the chance to rest and reset.

A smart workflow gives your brain what it needs most—clarity, closure, and space. It lowers the mental load, closes those open loops, and protects your focus. It even leaves room for those quiet moments that help your brain do its best thinking.

So if you’ve ever wondered why your work feels harder than it should, your brain might be crying out for a better workflow.

And that leads us to the next big question—what’s actually getting in the way? Let’s take a look.

What Gets in the Way of a Smarter Workflow

If a good workflow can make your day easier, why don’t more accountants have one? It’s not because they don’t want to be efficient—it’s usually because of a few sneaky things that get in the way.

One of the biggest problems is interruptions. You’re in the middle of something important, and then your phone buzzes, an email pops up, or someone asks a question. 

Each time that happens, your brain has to stop what it was doing and switch gears. And getting back into focus takes way more time and energy than most people realize.

Another issue is unclear steps. If you sit down to work but aren’t exactly sure what to do next, your brain has to work harder to figure it out. 

That little bit of confusion can create stress and make you more likely to procrastinate. Your brain likes knowing what comes next, not guessing every time.

Then there’s the lack of buffer. We tend to schedule things back-to-back, thinking we’ll be more productive. 

But the truth is, your brain needs space between tasks. Without those little breathing rooms, everything starts to feel rushed, and stress builds up fast.

And of course, there’s multitasking. It might feel like you’re getting more done, but your brain can only focus on one thing at a time. 

When you bounce between tasks, you’re not saving time—you’re creating mental clutter. It’s like trying to have five conversations at once. No one wins.

These common issues don’t always seem like a big deal in the moment, but they add up. They chip away at your focus and leave your brain feeling scattered and tired.

The good news is that once you see what’s getting in the way, you can start making small changes that lead to big results.

So now that you know the common blockers, what does a smarter, brain-friendly workflow actually look like? Let’s take a look.

What an Effective Brain-Based Workflow Actually Looks Like

A smarter workflow isn’t about doing more. It’s about helping your brain do less of what drains it and more of what supports it. When your workflow works with your brain instead of against it, everything gets easier.

The first thing your brain loves is when you externalize tasks. That means getting things out of your head and onto paper or into a system you trust. 

Your accountant brain isn’t made to store long lists—it’s made to solve problems. When you try to hold everything in your mind, it’s like carrying too many grocery bags at once. Eventually, something drops.

Another key is grouping similar work. Your brain has to work harder every time it switches between tasks. 

If you go from reviewing tax returns to answering emails to jumping on a call, your brain is constantly shifting gears. But when you group similar tasks together—like doing all your emails at once or reviewing a batch of reports—you give your brain a break from all that back-and-forth.

Next is defining what “done” looks like. Your brain relaxes when it knows where the finish line is. 

If your tasks are vague—like “work on client file” or “catch up on admin”—your brain doesn’t know when to stop. But if you say, “Finish section one of the report” or “Send three follow-up emails,” your brain knows when it’s off the hook.

Another piece that often gets missed is building in recovery time. Your brain isn’t a machine. It needs time to recharge so it can focus again. 

Even short breaks—stepping outside, walking around, or just breathing—can make a big difference in how clear and calm you feel. Breaks aren’t a waste of time—they’re what make focus possible.

And finally, you can trigger a focused flow state by using cues that signal it’s time to focus. Maybe it’s putting on headphones, setting a timer, or sitting in a certain spot. These little rituals train your brain to shift into work mode faster and with less resistance.

When you put these pieces together—getting tasks out of your head, reducing context switching, setting clear finish lines, taking recovery breaks, and using cues to focus—you create a workflow that your brain actually likes.

And when your brain is happy, work stops feeling so hard.

Now that you’ve seen what a brain-friendly workflow looks like, let’s talk about why this matters so much—especially for accountants.

Why This Matters More Than Ever for Accountants

If your workflow feels messy, overwhelming, or all over the place, you might start to wonder if you’re the problem. Maybe you’ve even thought, “Why can’t I just get it together?”

But here’s the truth: you’re not lazy, scattered, or disorganized. You’re human. And your brain is doing the best it can with the systems—or lack of systems—it’s working with.

As an accountant, you deal with a lot of moving parts. Deadlines, emails, client needs, and constant shifting between tasks. That means your brain is constantly being asked to stay focused, make decisions, and remember everything—without much support.

When your workflow isn’t set up to help your brain manage all that, it’s no wonder things feel heavy. It’s like trying to run a race with weights tied to your ankles.

This is why workflow matters more now than ever. It’s not just about getting things done. It’s about protecting your mental energy. It’s about making your day feel doable instead of draining.

Designing a workflow that works with your brain isn’t about being fancy or perfect. It’s about making simple changes that remove friction and free up your focus.

So instead of asking, “Why am I so behind?” or “What’s wrong with me?”—what if the better question is, “How can I make this easier for my brain?”

What if your workflow wasn’t just a way to get through your tasks, but a way to support your mental health? What if it gave you clarity, confidence, and space to breathe?

You don’t have to overhaul everything overnight. But one small shift—one change that makes your day a little smoother—can go a long way.

And once your brain feels supported, you’ll be amazed at what you’re actually capable of.

Becoming a Smarter Accountant: Using a Brain-Based Workflow Process

One of my coaching clients came to me completely overwhelmed. She was running a small firm, managing a team, and trying to juggle client work, meetings, emails, and everything in between. On paper, it looked like she had everything covered—she had a detailed to-do list, used popular software tools, and even color-coded her calendar. But in real life, her days felt out of control.

She would start one thing, get interrupted by something urgent, then jump to the next fire to put out. Emails were constant. Team questions never ended. And even when she blocked off time to focus, it rarely went as planned. 

By the end of the day, she felt exhausted, behind, and frustrated. She kept saying, “I’m working all day, but I have nothing to show for it.”

She blamed herself. She thought she needed better time management, or that she wasn’t working fast enough. 

But when we looked closer, it became clear—she didn’t have a time problem. She had a workflow problem. Her brain couldn’t keep up with the constant switching, the unfinished tasks, and the pressure to always be “on.”

Once we slowed things down and rebuilt her workflow with her brain in mind, everything shifted. We reduced how often she had to switch between different types of work, which helped her feel more focused. 

We clarified what “done” actually looked like for her most common tasks, so she wasn’t carrying a bunch of open loops in her head. And we added small transition times—5 to 10 minutes between meetings or big tasks—so her brain could reset instead of running on fumes.

We didn’t add any fancy tools or new apps. She learned how to manage her brain in The Smarter Accountant 6-week program and then we simply created a structure that made sense for how her brain wanted to work. And once we did that, the change was incredible.

She started getting more done in less time. She felt clearer, calmer, and more confident. She was finally ending her days with energy left over instead of feeling drained and defeated. 

And the best part was that she stopped beating herself up. She realized she wasn’t the problem—her workflow just hadn’t been working for her.

That shift made all the difference.

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 most effective workflow isn’t the one that looks good on paper or fits into a fancy app—it’s the one your brain can actually follow, even on your busiest, most chaotic days. When your workflow supports your brain instead of overwhelming it, you’ll not only get more done—you’ll feel better doing it. 

In other words, the goal isn’t to work harder or faster. It’s to set things up in a way that makes your brain’s job easier, so you can focus, follow through, and finish your day with energy left over.

For this week, ask yourself, “What part of my current workflow feels the most mentally draining—and what would it look like if it felt easier instead?”

The reason this question is so important is because your brain is already doing a lot behind the scenes—deciding what to do next, switching between tasks, managing interruptions, and trying to stay on track. If your workflow adds more confusion, pressure, or decision-making to your day, it becomes a hidden source of stress. 

But once you understand which parts are draining and what changes would make things simpler, you give your brain the support it’s been missing. Even one small shift can be the beginning of a calmer, more productive workday. And that kind of change adds up fast.

Pulling Back the Curtain

Now let me pull back the curtain…

There was a time in my career, not so long ago, when I truly thought that being productive meant being busy all the time. If I kept moving, kept checking things off, and filled every hour with tasks, I believed I was doing it right. I told myself that the exhaustion was just part of the job.

But the truth was that I didn’t recognize burnout when I was in it.  My brain felt scattered, I was constantly forgetting things, and even though I was always “doing,” I rarely felt like I was actually getting ahead.

It wasn’t until I got curious about how my brain really works that things started to change. I began noticing how tired I felt after constant task-switching. How much time I spent re-reading emails because I’d been interrupted halfway through. And how much of my energy went into deciding what to do next, over and over again.

That’s when I realized—it wasn’t about doing more. It was about setting things up in a way that made doing easier. I didn’t need to try harder. I needed a workflow that helped my brain instead of draining it.

For me, that looked like creating clearer finish lines, planning transitions between tasks, giving my brain fewer decisions to make throughout the day, and coming up with the most effective time management process I’ve ever used. It also meant letting go of the idea that I had to power through everything without rest.

With a smarter workflow process that works with my brain, I no longer feel like I’m chasing my day or constantly playing catch-up. I don’t waste energy trying to remember what I was doing or jumping from one thing to the next in a panic.

Instead, I start my day with a clear plan, I know what “done” looks like, and I’ve built in space to reset when I need to. My brain feels calmer, my work feels more focused, and I actually end the day with energy left over.

And the best part is that I no longer beat myself up for feeling overwhelmed—because now I know my workflow wasn’t broken because of me. It just wasn’t built for me. 

So if you’re feeling overwhelmed, distracted, or stuck in a constant loop of busyness, I want you to know: nothing’s wrong with you. You’ve just never been taught to build a workflow that works with your brain instead of against it.

If you haven’t already, take The Smarter Accountant Quiz at www.thesmarteraccountant.com to see where your workflow might be wearing you out—and if this episode helped, share it with a fellow accountant who could use a smarter, more brain-friendly way to work.

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