"GET IT DONE" with me! Productivity and motivation for bookkeepers!
so we all have times when we feel unmotivated and we don't want to do the tasks that we know we have to do so today i'm going to show you four different bookkeeper tasks that i need to do and some tips and tricks to get motivated my name is morgan and my website is finepoints.biz i love to make videos to help bookkeepers get more organized if this is something you want to hear more about make sure you hit the red subscribe button down below so that you can get a new bookkeeping video every single week all right so you may be needing motivation to either start your bookkeeping business or to work for your bookkeeping clients i know there's always procrastination and there's always things that can stand in the way of getting tasks done that we need to do so for each of these four scenarios i'm going to let you know the bookkeeper task i'm going to do and then the method that i chose to motivate myself to get it done the first one is signing up for the payroll company gusto so i needed to do this for
one of my clients and it was just something we'd kind of been continually putting off it didn't sound that fun it sounded like a lot of work so the method i'm going to use for this is the swiss cheese method and this comes from a book um by a guy named alan laken and he basically thinks that if you have a big task to do you just need to start poking holes in it so that's the swiss cheese part all the little holes so just spend five minutes and do one little thing spend another five minutes and do a little another little thing just spend a bunch of little little snippets of time working on your task and eventually you're going to be surprised at how much you've gotten done so the reason why the swiss cheese method worked really well for signing up for payroll because it was a really large task and there wasn't really any super big priorities so we had to do things like put in all the employees information we had to sign
up for benefits we had to approve each person we had to put in their time put in their hours like enter tons of information about employees so that they could be paid they had then they had to go in and set up their bank accounts so it was just all these little tasks they kind of had the same importance and there wasn't like a really strong deadline on them we had to get them all done in a month but there wasn't like one thing that was on fire that had to be done before other things so what i did was i just started working on it little by little in 5 or 10 or 15 minute increments and that was enough because it wasn't something i really had to concentrate really hard on it was just like maybe some data entry here some data entry there maybe look up something and make a note of it and come back to it um but this method worked really well in this situation just because of the nature of the tasks this also reminds me of the infamous advice from my mother-in-law that we always say a lot around here is just do one thing so if you have a whole bunch of tasks that are overwhelming you just start anywhere just start doing something start in the right direction get that momentum and that's going to help a ton next motivational task i tried was on my to-do list for this week so this was kind of like a monster to do list i had a bunch of stuff it kind of felt messy and not prioritized um so for this one i used what's called the salami method so for this method the idea is kind of the metaphor is just to like take small slices of the big
project and it's actually it's more organized than swiss cheese so you're not just like poking holes and stuff randomly but you are slowly taking slices off your large project so you can kind of get one thing done in 20 minute increments so i'm going to show you kind of what i did with this list so the first thing i did was i highlighted all of really the work related stuff that i wanted to focus on from there i did what my mom always suggests and she says swiss cheese your a ones which sounds more like the swiss cheese method but it actually applies to this more because it's all about organizing your list and prioritizing it so first you go through and you put an a through all the very most important priority
things so i think there was like four a's on my list so those are things i needed to get done like in the next day or two and then after that you put your b's in your cs etc then you look at your four a's and you decide what is your number one most important thing out of all those a's so that's a1 and then you do a2 a3 a4 and you can almost kind of combine this with the thing that's trending at right now especially in minimalist circles that's like the one item to do list or the three item to-do list so it's just like pick one thing that you're going to do that day it's your most important thing if you get it done you're going to be happy so then obviously again the idea is just prioritize the most important things along with the book eat that frog i think it's called um where you want to do your hardest most unpleasant task first okay and i'm going to explain just a couple things on this list because i know um it's sometimes helpful to hear what other bookkeepers are doing um so i needed to do just regular bookkeeping for a client i needed to do some youtube stuff which doesn't apply to most people i'm working on my website so i needed to send some updates to the person who's helping me out with that so that is something that you will might need to do as a bookkeeper i needed to work on oh quickbooks pricing so i had this really good deal for it was like five for 25 through quickbooks online and so i had five clients that were only paying five
dollars a month for quickbooks but that was only for two years so that two years is going to be up um in like a month so i need to touch base with my clients let them know that that deal is ending which they should have hopefully remembered and then i need to call quickbooks and figure out um what the best you know then now they need to be switched to a full price plan and i think there's a few different options so right now they're on quickbooks online plus which has some good uh features like you can use classes i know when my clients needs to use classes so they'll probably have to go on to quickbooks plus full for full price and then some of my other clients might want to downgrade if they don't need the features that are in quickbooks online plus so that is um definitely a situation you might come across as a bookkeeper just helping clients figure out what kind of quickbooks they need and what the best price is for them all right and then i have a call of seth david so he is from nerd enterprises he is a youtuber and like a just kind of a guru that i've looked up to like ever since i've started so i had a really complex question with my a balance sheet for a client that i didn't know how to like clean up and so he has a service where you can do paid consulting with him for certain projects or certain problems or whatever so i set up a call with him that'll be in a couple days that i have my to-do list and then schedule call with gusto so again we have that gusto thing that we're setting up and when you set up different pieces parts of it a customer service representative actually contacts you and said oh i saw you just set up benefits
can i help you with this can we schedule a call i think they really try to have extra good customer service at the beginning while you're getting everything set up so i need to talk with gusto and then i also need to get this paper back to laurie an accountant um it is for depreciation of office furniture so i'm going to talk about that in the fourth motivation step my third thing i tested for motivation was the pomodoro method so you guys have probably heard about this i feel like it's pretty well known but it's basically doing your work in a certain way in certain chunks of time so the bookkeeping situation i'm going to use this on is just working on a client's books and i thought this would be a really good fit for this because it's just it helps me focus in larger chunks of time and i kind of already have it prioritized i kind of already know what my tasks are but i just need to sit down and focus and work on it all right so the for the pomodoro method first you just decide what you're going to do and then you set a timer and work for 25 minutes and then after that you get up and you take like a three minute break and then you put a little check on your piece of paper and then after you have four of those checked so you've worked for an hour straight with the little breaks then you take a longer break and your longer break should be 15 to 30 minutes and then after you've taken that break you start over again with the starting the four check marks again of the 25 minute increments so the good thing about this is it 25 minutes is long enough for you to concentrate and get into a task but it's not so long that it's daunting like oh i have to
work for the next four hours on this client's books or whatever so it does help you get started and get motivated all right the next task i needed to be motivated to do was to fill out a depreciation form for an accountant so explain what that is in just a second but the method i used was i named it tiny tasks i don't know it doesn't really have a name but it's basically break the bigger project into so many small tasks that you can't not do them so i heard a youtuber talk about this probably a couple years ago and it was you know about cleaning her kitchen i think so just she broke it into the smallest tasks and then i do this a lot like if i'm like really like if i can't get out of bed or something or i'm really tired um it's like i tell my brain to do the very smallest task and then so the task would be like like move my finger if my brain tells my body to get out of bed i'm like no but i'm like okay i can practice in little steps obeying what i'm telling myself to do so first i move my finger and then i move my hand and then i move my leg and then i put one leg over the bed or you know you do it in such tiny tiny steps that it seems manageable so for this depreciation sheet it was something that i've kind of been putting off when you have office furniture in a business like higher priced items depreciate which means they go down in value every year so say you buy a big desk or something for a thousand dollars so the first year it's worth a thousand
dollars of assets in your business but then each year after that it goes down in value so the next year i don't know it's not my specialty so i don't know all the percentages and stuff but you know the next year would be like eight thousand dollars then it'd be like six thousand dollars or something and eventually you get rid of it maybe you sell it on craigslist for a hundred dollars or you know maybe you just throw it away if it's not worth anything so the accountant for my client keeps this record of this depreciation and they had just gotten rid of a bunch of stuff so we needed to go through like mark all the stuff they'd gotten rid of it how they disposed of it and they had bought new things so they needed to add those things so just kind of like a task that isn't that fun or exciting but it does need to be done and so i
literally broke it up into the smallest tasks possible so i was like go sit at your desk open your computer find the email with the sheet from the accountant download that you know download the sheet and like every single tiny step just really help me because you know if i think about the like 20 tasks that this requires it's overwhelming but if i'm just like okay sit at my desk i can do that find the email i can do that so that just helps me a lot when i break things up into really small tasks thanks so much for those of you who stay tuned and if you made it this far i'd love it if you give me a thumbs up for this video that helps other people see it and it helps it be recognized by the youtube algorithm i'll also put some other videos on the screen for you guys to check out if you'd like more info about bookkeeping thanks so much bye
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