Before I get started let me just mention to make sure you listen until the end because I’m going to start sharing some key takeaways from each episode and some action steps you can take.  Last week I shared that I’ve created a one-of-a-kind Smarter Accountant Podcast Guide that you can get a copy of at https://thesmarteraccountant.com/podcast-guide/

My mission is to help you apply what you’re learning in each of these episodes because I tell accountants all the time – knowledge isn’t power; applied knowledge is power.

Okay so today I want to talk about something that we’re all probably familiar with – the last minute request.  I think this is important for us as accountants, because we’re often stuck in those “deer caught in the headlights” moments where we’re not sure what to do or what to say.

For example, let’s say it’s the end of the workday, and you’re just about to wrap up, when suddenly, out of nowhere, an urgent email pings into your inbox. Your heart sinks as you realize it’s another last-minute request from a client or colleague, demanding an immediate review of something.  

Sound familiar? Whether you’re in public or private, chances are you’ve experienced this scenario more times than you can count. 

It’s a common dilemma for us, especially when deadlines are tight, expectations are high, and the pressure to produce can sometimes feel overwhelming.

But here’s the thing: while last-minute requests may be an inevitable part of the job, they don’t have to throw you off course or send you into a tailspin of stress and anxiety. With the right strategies and mindset, you can learn to navigate these situations with confidence, professionalism, and yes, even a sense of calm.

If you struggle with handling last minute requests, you’re definitely not alone.  For example, one of my coaching clients dealt with his fair share of last-minute requests.

Whether it was a client who forgot to mention a crucial detail for their tax prep or a sudden audit that required his immediate attention, it seemed like he could never have a nice, predictable day at work and struggled with how to handle last minute requests in a way that he didn’t feel like he was becoming a doormat.

The question is, how do you stay calm, cool, and collected in the face of last-minute requests?  And what warrants your attention or not?

From setting boundaries and managing client expectations to developing effective communication strategies and mastering the art of time management, I’m going to cover it all in this week’s episode.  

Understanding Your Brain’s Role in Navigating Last-Minute Requests

As I say all the time, this podcast is the place where brain science meets accounting, so I want to start by explaining your brain’s role in handling those pesky last-minute requests that seem to pop up out of nowhere. 

For example, you’re focused, you’ve got everything under control, ticking tasks off your to-do list, when suddenly, bam! An urgent email lands in your inbox, and your brain goes into overdrive.

So, what’s really going on up there when this happens? Well, your brain has a built-in alarm system and it’s responsible for keeping you safe from threats—real or perceived. When a last-minute request comes in, your lower, primitive brain, the part I refer to as the Toddler, kicks into high gear, triggering a rush of adrenaline and cortisol that revs up your fight-or-flight response.

In other words, your body goes into emergency mode, and your brain starts shouting, “Danger, danger!” This can leave you feeling jittery, stressed out, and not exactly in the best frame of mind to make sound decisions.

But here’s the thing: while this primal response might have helped our ancestors outrun hungry predators, it’s not exactly helpful when you’re trying to balance a spreadsheet or draft a financial report. Reacting impulsively to last-minute requests can throw you off, leading to mistakes, or leaving you feeling frazzled or resentful.

The other thing that’s important for you to understand is something that I believe I talked about in a previous episode but that I’ve definitely covered in my monthly webinars and masterclasses – The Mere Urgency Effect.  

Basically, your brain is hard-wired to think that everything is urgent, even when most things are not.  But here’s what’s really important to understand – not only is your brain wired with it, but so is everyone else’s.

In other words, everyone who is making a last minute request is doing so with a brain that believes everything is urgent.  So what happens is that they believe whatever their request is is urgent and your brain agrees with them without taking the time to decide on purpose.

I cannot tell you how often the partner that I work with will come to me, freaking out about a last minute request.  For years the urgency in his brain would trigger the urgency in my brain and I’d wind up stressed and overwhelmed.  

The good news is that you’re not at the mercy of your brain’s automatic responses. With a little awareness of what’s happening, and learning how to manage your brain, you can learn to hit the brakes on that adrenaline rush and approach last-minute requests with a cool head and a steady hand.

Dealing With The Emotional Turmoil

Whether you want to admit it or not, you probably feel like you’re on an emotional rollercoaster when it comes to those unexpected last-minute requests. 

For example, let’s say you’ve got plans with your significant other, you’re planning on leaving work on time, only to be hit with yet another last-minute request. Suddenly, you find yourself torn between two competing priorities: honoring your plans and meeting someone else’s request.

This is a classic case of boundaries in conflict. On one hand, you know you need to honor your commitment to your significant other and set limits on what you’re willing to take on. But on the other hand, you don’t want to let anyone down or come across as unhelpful or uncooperative. 

So, what do you do? Do you stick to your guns and risk disappointing someone else, or do you cave in and sacrifice your personal time for the sake of keeping the peace?

This, or some version of it, is probably a scenario you’re all too familiar with.  And if you’re not careful, you may wind up making split-second decisions that you regret afterwards.

Think about it – you’ve got the last minute request, but then you also have the aftermath of those split-second decisions. You know the feeling: that sinking sensation in the pit of your stomach when you realize you’ve said yes to yet another request, even though every fiber of your being was screaming “no.”

Before you know it, you’re feeling guilt, anxiety, or frustration. You berate yourself for not being stronger, for not standing up for yourself, for letting others walk all over you. 

It’s a vicious cycle that can leave you drained and defeated. But here’s the thing: you’re not alone. 

We’ve all been there, grappling with those same feelings of doubt and insecurity, giving in to last minute requests without stopping to think about it.  It can feel like our brains have a built-in “yes” button that gets pushed whenever someone asks us for a favor, regardless of whether it’s in our best interest or not.

The thing is, we tell ourselves we’re just being helpful, just being accommodating, just being a team player. But deep down, we know the truth: we’re sacrificing our own needs and priorities for the sake of appeasing others. 

We’re putting their needs ahead of our own, even when it means compromising our own boundaries and well-being in the process.

The issue is that giving in to these impulsive reactions only reinforces the cycle of guilt and frustration. It sends the message that our boundaries don’t matter, that our time and energy are expendable, that saying no is somehow selfish or wrong.

But I’m here to tell you that it’s not. Saying no is a boundary that says, “I matter, and so do my wants and needs.” 

The truth is that as hard-working accountants, I believe it’s high time we started giving ourselves permission to prioritize those wants and needs, even in the face of last-minute requests that threaten to derail us. I believe we’ve been taught to say yes for far too long and it’s become our default, knee-jerk reaction.

We need to learn how to overcome those impulsive reactions and reclaim control over our time and energy.  We need to learn how to better handle last minute requests so that we’re less resentful and more empowered.  

A Four-Step Process To Help Handle Last Minute Requests

Now I want to share a four-step process to help you handle last minute requests.

Step 1: Pause and Breathe – You know that feeling when you’re caught off guard by a sudden request, and your first instinct is to react immediately, without even stopping to think? Believe me, we’ve all been there. But here’s the thing: taking a moment to pause and breathe can make all the difference.

So the next time a last-minute request comes knocking, resist the urge to dive in headfirst. Instead, take a deep breath, pause before saying or doing anything, and do whatever it takes to gather your composure amidst the chaos. 

Trust me, a few seconds of mindfulness can go a long way in helping you make clear-headed decisions that align with your priorities and values.

Step 2: Assess the Request – Once you’ve calmed the storm raging inside your brain, it’s time to take a closer look at the request itself. Ask yourself: How urgent is it really? 

Remember, your brain is hard-wired to think everything is urgent so you need to override that default part of your brain.  Ask yourself if the request is something that needs to be addressed immediately, or can it wait until you’ve had a chance to catch your breath?

Next, consider the impact that fulfilling this request will have on your personal priorities and boundaries. Will saying yes mean sacrificing your own well-being or neglecting other important tasks? 

Is it worth the trade-off, or are there alternative solutions that could achieve the same result without throwing your own needs under the bus?

Step 3: Communicate Clearly – Now comes the moment of truth: communicating your decision to the person making the request. This is where assertiveness is key. 

Remember, it’s perfectly okay to say no, as long as you do so respectfully and assertively.

So don’t beat around the bush or make excuses for why you can’t fulfill the request. Instead, be upfront and honest about your boundaries and limitations. 

And if necessary, offer alternative solutions or compromises that take both parties’ needs into account. Trust me, people will appreciate your honesty and transparency more than you realize.

When dealing with the partner who thought everything was urgent, I would point out all the previous things he said were urgent and needed to be worked on, giving his brain a chance to think rationally instead of reactionary.  90% of the time, the thing wasn’t as urgent as his brain made him believe it was.

Step 4: Manage Emotions – Last but certainly not least, it’s time to take care of yourself. Acknowledge and process any feelings of guilt or frustration that may arise from saying no. 

Remember, it’s natural to feel a twinge of guilt when you’re prioritizing your own needs over someone else’s—but that doesn’t mean you’re doing anything wrong.

Make sure you reaffirm the importance of your boundaries and remind yourself that saying no is an act of self-respect, not selfishness. Trust me, the more you practice this, the easier it will become to navigate those last-minute requests with confidence and grace.

Becoming a Smarter Accountant: Handling Last Minute Requests Successfully 

Now let me share how a coaching client was able to handle last minute requests successfully.  

One of my clients had been the go-to person in her office whenever a last-minute request came in. Whether it was a sudden audit, a client in crisis, or a deadline that seemed impossible to meet, she always rose to the occasion, sacrificing her own needs and priorities in the process.

But as the years went by, she began to feel the strain of constantly putting others’ needs ahead of her own, and no matter how much she gave, it never seemed to be enough. The requests kept coming, and she felt like she was drowning in a sea of never-ending deadlines and obligations.

Once she went through The Smarter Accountant program she decided enough was enough. Together we worked on her work-life balance and boundary-setting.

She learned to set firm boundaries without feeling guilty or selfish. She practiced saying no with confidence and assertiveness, even when it meant disappointing others or risking their disapproval. 

And slowly but surely, she began to reclaim control over her time and energy, carving out space for the things that truly mattered to her outside of work.  Today, she no longer feels overwhelmed by last-minute requests or beholden to the demands of others. 

Instead, she approaches each new challenge with a sense of calm and clarity, knowing that she has the power to choose how she responds. And while the requests still come in from time to time, she no longer lets them dictate her life. 

She’s found a balance that works for her, and she’s never been happier or more fulfilled.

Bottom line: You have the power to choose how you respond to life’s curveballs, even when they come in the form of last-minute requests. 

By setting clear boundaries, prioritizing your own needs, and communicating assertively with others, you can navigate even the trickiest of situations with grace and confidence.  While there may be times that you give in to last minute requests, make sure you like your reason for deciding to deal with it.

And if you choose to wait, remember, it’s not about saying no for the sake of saying no—it’s about honoring your own worth and value, and making choices that align with your priorities and values. You’re not bad or less valuable because you choose to say no.

So the next time a last-minute request comes knocking, take a deep breath, gather your composure, and remember that you have the power to choose how you respond.

And if you ever find yourself struggling to maintain your boundaries or navigate the challenges of last-minute requests, don’t hesitate to reach out for support. I’m here to help you find your footing and reclaim control over your life.

Key Takeaway and Action Item

Remember, the power to handle last-minute requests with confidence lies within you. It’s not about being perfect or saying yes to everything—it’s about setting boundaries, prioritizing your own needs, and communicating assertively. 

Ask yourself, “What boundaries do I need to set or reinforce to better handle last-minute requests while maintaining my well-being and priorities?”

Embrace your worth, honor your values, and make choices that reflect your true priorities. You have the ability to navigate even the most unexpected challenges with grace and control. 

Stay empowered, stay calm, and trust in your capability to handle whatever comes your way.

Well, that’s what I have for you.  Thank you for joining me as I discussed how to handle last minute requests.  As always, I hope you’ve gained valuable insights and practical tools.

If you are struggling with any aspect of being an accountant, you can simply go to www.thesmarteraccountant.com/calendar and book a free session with me.

As I tell accountants all the time, you worked hard to become an accountant; it’s time to make it easier to be one.  That starts with taking The Smarter Accountant Quiz at  www.thesmarteraccountant.com. 

You’re going to want to know if you’ve been underutilizing your accountant brain so that you have a starting point for becoming a Smarter Accountant..

Also, I would appreciate it if you could get the word out to other accountants about this podcast.  The more accountants find out about it, the more we can begin to change the narrative in the accounting profession.

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