Process automation is at the heart of the accounting profession and time management is becoming an issue that every firm needs to address. Maximising your time spent on your most important activities will allow you to have a better view of your business’ long-term strategy. 

In order to help you achieve your goals, we have created a short workshop that will allow you to become more aware of your firm’s time management.

Improve Time Management At My Firm

Objective of the workshop:

  • Clarify time management issues within your firm
  • Identify pressure points to improve
  • Automate your processes and optimise your ROI

Who is this Workshop for?

We have identified three profiles that will benefit from this time management analysis: 

  • Decision-makers, who want to increase their teams productivity and improve performance indicators
  • Managers, who want to exceed their expectations
  • Employees, who need to improve their time management skills

How to kick-off the workshop?

  • First of all, ensure all participants understand the purpose of the workshop and the benefits you’d be gaining from it.
  • Second of all, it’s important not to rush things and complete the form correctly to ensure positive results.
  • Lastly, this workshop shouldn’t be a one-off task, to improve your time management in the long-run you should consider making this a recurring activity.

What are the issues to think about?

To get the most out of this workshop, it’s imperative to have clear view of everyone’s time allocation. Here are some of the aspects to think about when completing this workshop:

1) Task Distribution


List the tasks you perform each week and how much time you spend on each of them.

You must, identify each of these tasks and break them down into hours or percentages of time spent in a week.

Then, you must differentiate between the administrative tasks and the billable tasks (or tasks that generate revenue for your firm).

Once that’s done, do the math to figure out which administrative tasks represent (in hours or percentages) the largest amount of time spent in a week.

2) Task Recurrence

Reduce your list to the non-billable recurring tasks by identifying the time spent per week for each.

Compare each tasks and the time spent with those of your colleagues: Do you see any difference? Do these differences vary according to a job function? 

Most of the time, these recurring tasks are administrative. Here are a few best practices to adopt that will reduce their impact on your activities.

 3) Management tools

The first step is to identify the various tools that are used to perform these tasks. Try to differentiate between the tools that are useful for your core business and the tools used to perform non-billable tasks.

Don’t forget to ensure the consistency of your tools: Are our tools sufficiently centralised? Does each resource use the same tool to perform the same task?

Here is an example of one of the pitfalls to avoid, having three internal tools for project management and thus having to waste time when trying to extract the different information from each of these tools. 

Once you have identified potential solutions, you can establish a list of the advantages and disadvantages of each. 

4) Priority Management

Having a clear vision on how to manage your priorities is one of the most efficient to deliver your projects on time.

The Eisenhower matrix is a simple tool to help you prioritise your initiatives and maximise your time:

Screen Shot 2018-06-21 at 10.06.51

 

Simply take a blank piece of paper, separate it into four and fill in the page by writing down your weekly tasks according to their degree of urgency and importance.

5) Action Plan

In order to better manage this next step, we recommend setting up a three level action plan:

  • Personal action plan
  • Team action plan
  • Firm action plan

For each of these levels, try to set realistic goals you will be able to achieve. For example:

“I will reduce my time spent on administrative tasks by 10min a day"