A Fool-Proof Time Blocking Process for Accountants

Show notes
Have you ever felt like there just aren’t enough hours in the day? You sit down with your to-do list, ready to tackle everything, but somehow the day slips by, and you barely make a dent. It’s like you’re bouncing between emails, calls, and deadlines, and then suddenly it’s 5 PM, and you’re left thinking, “What did I even get done today?”
I totally get it. Between client demands, meetings, and everything you’ve got going on at home, it can feel impossible to keep up. To-do lists might seem like the answer, but let’s be honest—they usually just end up making you feel more scattered and overwhelmed instead of actually productive.
That’s where time blocking comes in. And before you roll your eyes and say, “Oh great, another time management hack,” stick with me for a second.
Time blocking isn’t about packing your day to the brim or scheduling every single minute like you’re some kind of robot. It’s actually about creating a simple, flexible structure that lets you take control of your time instead of feeling like your time is running you.
Think of it like organizing a messy closet. When everything has its place, it’s so much easier to find what you need. It’s the same with your time—when you know where your focus is going, you can actually reduce stress, get the important stuff done, and even make room for things like family time or self-care.
So, if you’re sick of feeling like you’re always behind or just putting out fires all day, it might be time to try something new. Time blocking could be exactly what you need to feel more in control. Let me walk you through how it works.
Why Time Blocking is Worth It
You already know this, but time is your most valuable resource. And as an accountant, there’s always more on your plate than there are hours in the day. Sure, sticky notes and apps can help a little, but let’s be real—they don’t solve the bigger problem.
The real issue isn’t how much you have to do; it’s how you’re managing your time. Being busy doesn’t automatically mean you’re being productive.
The truth is that you can hustle all day and still not make real progress on what actually matters. That’s where time blocking comes in—it’s not about doing more, it’s about doing the right things at the right time.
Here’s the best part: time blocking gives your brain a much-needed break. Instead of constantly juggling decisions and feeling pulled in a million directions, you plan your day ahead of time so you can focus on one thing at a time.
It’s like setting an appointment with yourself. You wouldn’t skip a meeting with a client, right? Time blocking lets you treat your priorities with the same level of respect.
What’s the payoff? Less stress, more clarity, and the confidence that you’re spending your time on what matters most. Imagine shutting down your computer at the end of the day without guilt, knowing you focused on what truly needed your attention.
Now, time blocking isn’t going to magically erase your workload overnight, but it will give you something even better—control. And when you’re in control of your time, you’re in control of your life.
Let’s break it down together, starting with a look at why your brain is going to love this approach.
The Brain Science Behind Time Blocking
Let’s talk about your brain for a second. It’s kind of funny—your brain doesn’t love change, even when your current habits aren’t working. That’s why something new, like time blocking, can feel uncomfortable at first. It’s just your brain saying, “Hey, what’s going on here? Let’s stick to what we know.”
But here’s the good news: your brain actually loves clarity and structure. When you plan your day ahead of time, your brain can relax. No more guessing what comes next or worrying about what you’re forgetting—you can just focus on one thing at a time without feeling overwhelmed.
Time blocking gives your brain exactly what it needs: a clear roadmap. By assigning tasks to specific time slots, you take the guesswork out of your day. It’s like handing your brain a to-do list that’s already sorted and ready to go.
Even better, time blocking taps into the higher part of your brain—the one responsible for decision-making and planning (I like to call it your “Supervising Parent”). This is where your best thinking happens, and time blocking gives it the room it needs to do its job without distractions.
Basically, time blocking helps your brain work with you, not against you. It takes the chaos of a never-ending to-do list and turns it into something focused and manageable.
Now that you know why your brain is going to love this, let’s dive into how you can start making it work for you.
Prepare Your Foundation
Let’s start simple: this process isn’t all-or-nothing. You don’t have to follow every step perfectly or try to overhaul your entire schedule overnight. Just pick the steps that feel right for you and focus on working smarter, not harder.
Step 1: Sell Yourself on Time Blocking
Before you dive in, take a moment to ask yourself: is the way I’m managing my time actually working? If you’re constantly feeling behind or guilty about unfinished tasks, it might be time to try something new.
Here’s the deal—just commit to giving time blocking a 90-day test run. Remind yourself, “If this doesn’t work, I can always go back to my old way of doing things.” But at least give it a shot. Trust me, you might be surprised at what a difference it makes.
Step 2: Do a Time Audit
For a day or two, jot down what you’re doing every 30 minutes. I know it sounds tedious, but it’s incredibly eye-opening. You’ll start to notice where time is slipping away—like scrolling on your phone, giving in to interruptions, or getting stuck overthinking tasks.
You don’t need to do this all the time—maybe just once a quarter to spot patterns. It’s a great way to figure out when you’re most productive and when distractions tend to creep in.
Step 3: Block Out the Basics
Start by scheduling your non-negotiables—things like your sleep, morning routine, meals, and commute. These are the fixed blocks that form the foundation of your schedule.
One of my non-negotiables that’s on my calendar every week is a Wednesday date night with my husband. We have been having date nights every Wednesday since we got married 16 years ago and nothing gets to take that time block unless it has to do with the kids or an emergency.
Okay, so once your non-negotiables are in place, now it’s time to look at everything else by prioritizing and planning which I’ll discuss in a second. Just know this – if it feels like you’re cramming too much in, remember my favorite rule: “The math has to work.”
If it doesn’t, you either need to do fewer things or spend less time on each task. It’s not about trying to squeeze everything in—it’s about being realistic and intentional.
Prioritize and Plan
It’s so easy to pack your calendar with things that feel urgent but don’t actually make a real difference. These next steps will help you fine-tune your time blocks so you’re focused on what really matters, not just staying busy.
Step 4: The To-Do Download
Start by getting everything out of your head and onto paper—big tasks, small tasks, random thoughts, all of it. Think of it like emptying a cluttered closet before organizing it.
This step clears your mental clutter and frees up your brain to focus on solving problems instead of trying to keep track of everything. You can do this once a week, or even daily if that works better for you.
Step 5: Prioritize What’s Most Important
Here’s the truth: not everything on your list is equally important, even if it feels that way. Take a moment to step back and use your higher brain (what I like to call your “Supervising Parent”) to figure out what’s going to have the biggest impact.
Circle the tasks that truly matter and let the rest take a back seat for now. This helps you break the cycle of overwhelm that happens when your lower brain (the “Toddler”) tries to convince you that everything is urgent.
Step 6: Estimate Time for Each Task
Once you’ve identified your priorities, decide how much time you’re willing to spend on each task. Notice I didn’t say “how long it will take”—you’re the one setting the limits here.
For example, give yourself 30 minutes for emails or 1 hour for a report. This keeps you focused and avoids falling into Parkinson’s Law, where tasks expand to fill the time available. Setting time boundaries is a game-changer for staying productive.
By prioritizing and planning, you’re making sure your time blocks are focused on what truly matters. Now I want to talk about how to put all this onto your calendar and create a schedule that works in real life.
Create Your Schedule
Let’s be real—life doesn’t always go according to plan. You might block out time for focused work, only to have an urgent request or unexpected call throw things off. That’s why building some flexibility into your schedule is key, while still staying intentional with how you use your time.
Step 7: Calendar Your Time Blocks
Take your priorities and map them out on your calendar. Think about when you’re at your best—use your sharpest hours for important work like reports or planning. Save the easier stuff, like answering emails, for when your energy dips.
And as I’ll share in a second, don’t forget to leave small gaps between your blocks. Those little breaks can make all the difference in avoiding burnout from back-to-back tasks.
Step 8: Add Buffer and Overflow Time
Let’s face it, things don’t always go as smoothly as planned. That’s why buffer time is your secret weapon. Leave 15–30 minutes between big tasks to handle delays or surprises without throwing your whole day off track.
At the end of your day, schedule a little overflow time. This is your “just in case” block for anything you didn’t finish earlier. But here’s the catch—don’t rely on it too much. The goal is to stick to your blocks as closely as possible, with overflow as a backup, not a crutch.
By combining thoughtful planning with a little flexibility, you’ll create a schedule that actually works for you, not against you. Next, we’ll talk about how to keep improving your system as you go.
Refine and Reflect
Let’s be honest—no plan is perfect right out of the gate. That’s why it’s so important to make small tweaks along the way. These little adjustments will help you build a system that truly works for you.
Step 9: Clean Up Your To-Do List
Take one last look at your to-do list. Anything you didn’t circle as a priority? It’s probably something you can delegate, delay, or just delete. Don’t overthink it—if it didn’t make the cut, it’s likely not essential.
Now trust your calendar. You’ve already mapped out what really matters, so toss the old list. You don’t need it anymore.
Step 10: Field Notes for Reflection
At the end of each week, take a few minutes to check in with yourself. Ask:
Did I stick to my time blocks? If not, what got in the way?
Did tasks take longer than I expected?
Were there distractions I didn’t account for?
This isn’t about beating yourself up—it’s about getting curious. Use what you notice to tweak your schedule for the next week. Maybe you need to adjust time estimates, add a bit more buffer time, or rearrange tasks to better fit your energy levels.
Learn and Adjust
Time blocking isn’t a one-and-done deal. Each week, those little tweaks you make will get you closer to a schedule that aligns with your goals. Over time, you’ll feel more in control, less rushed, and way less overwhelmed.
The time you spend setting up your schedule is an investment—and trust me, it’s worth it. You’ll save so much time and energy in the long run by working smarter, not harder.
Quick Start: Time Blocking Lite for Beginners
If the idea of diving into the full process feels overwhelming, don’t worry—you don’t have to do it all at once. Start small with what I call Time Blocking Lite, a simpler version to help you ease into the system and see results quickly.
How to Get Started:
Step 1: Do a To-Do Download
Spend 5–10 minutes writing down everything that’s on your mind. Tasks, ideas, random thoughts—just get it all out on paper. This clears up mental clutter and gives you a clearer picture of what’s on your plate.
Step 2: Prioritize What’s Most Important
Look at your list and circle 3–5 tasks that will make the biggest impact. Ask yourself, “What really needs my attention this week?” Don’t worry about tackling everything—just focus on the things that matter most right now.
Step 3: Estimate Time for Each Task
Decide how much time you’re willing to spend on each task. For example, maybe you give yourself 1 hour for a report or 30 minutes for emails. Keep it simple, and don’t overthink it. The goal is to set clear boundaries for your time.
Step 4: Block Out the Basics
Take your priorities and add them to your calendar. Start with your fixed commitments, like meetings or meals, and then add time blocks for your top 3–5 tasks. Make sure to leave a little buffer time between blocks so your schedule feels flexible, not rigid.
The reason this works is that Time Blocking Lite is like dipping your toe into the water—you get the benefits of better focus and productivity without a huge upfront commitment. Once you see how much clarity and control this gives you, you’ll feel ready to take on the full process.
Start small, stay curious, and build as you go. This is all about finding what works best for you!
Becoming a Smarter Accountant: Successfully Using Time Blocking
Let me tell you about one of my coaching clients who used to struggle with managing his time but learned how to successfully use time blocking. He came to me feeling like his workdays were always slipping through his fingers.
His to-do list was endless, and no matter how hard he worked, he could never seem to catch up. Every day felt like a blur—client emails, deadlines, constant interruptions—it all left him completely drained and frustrated by the time he closed his laptop.
When I suggested time blocking, he was skeptical. His days felt so unpredictable that he couldn’t imagine it working. But he was willing to give it a shot, and things started to change.
He began setting specific blocks of time for his tasks instead of reacting to his to-do list. For example, he spent an hour each morning on focused work and saved the afternoon for emails and client requests. Instead of jumping from one thing to another, he had a clear plan for when and how he’d tackle his day.
The results? Honestly, they were amazing. He gained control of his schedule and shaved about 5 hours off his workweek. By focusing on one task at a time, he worked faster, made fewer mistakes, and didn’t have to stay late to finish his projects.
And for the first time in years, he allowed himself to take guilt-free breaks during the day. He felt more productive and less stressed, and by the end of the day, he still had energy left for his family.
For him, time blocking wasn’t just about getting more done—it gave him structure and flexibility, making both his work and personal life feel more manageable. He even told me, “I had no idea how effective this could be until I tried it. I’ll never go back to the way I used to manage my time.”
I’m sharing his story because most of us were never taught how to manage our time—it’s something we’re just expected to figure out. My client was willing to try something new, even though it felt uncomfortable at first, and it completely changed how he works and lives.
The same thing is possible for you too.
Key Takeaway and Action Item
Now let me share the key takeaway for this episode – time blocking is about creating a structure that helps you focus on what matters most. By setting intentional time blocks, you take control of your day instead of letting it control you.
This week ask yourself, “What would my day look like if I decided ahead of time how long I would spend on each task?”
This question helps you shift from a reactive mindset to a proactive one. Instead of letting tasks take over your entire day or running out of time, you’re making intentional decisions about how much time you’re willing to spend.
It’s about setting boundaries around your time and sticking to them, which is key to getting more done in less time and feeling more in control of your workday.
Well, that’s what I have for you today. Thank you for joining me as we dove into time blocking and how it can transform the way you manage your day. I hope you’re walking away with something useful, whether you apply it at work, at home, or both.
As I always say, you’ve worked hard to become an accountant; it’s time to make it easier to be one.
If you’re feeling like you’re constantly running out of time or just can’t get a handle on everything you need to do, I’m here to help. I offer a free Time Management Audit where we’ll work together to identify exactly what’s getting in your way and how you can start taking back control.
You can sign up for a session by visiting https://thesmarteraccountant.com/time-audit/. Let’s get you on the path to making your days less stressful and more productive.
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.