From Stress to Success: Practical Strategies for Accountants and Bookkeepers to Combat Overwhelm

Introduction

In the world of accounting and bookkeeping, precision, attention to detail, and adherence to strict deadlines are not just desirable traits—they are necessities. However, it is understandable that the weight of these responsibilities can often lead to feelings of overwhelm. This article explores the signs of overwhelm, its impact, and practical strategies to manage it

Understanding Overwhelm in the Accounting Profession

Overwhelm is more than just a busy schedule; it's a state where tasks and responsibilities can seem unmanageable, leading to stress and potential burnout. Which in turn impacts your ability to focus, be productive resulting in behaviours such as procrastination.

Warning! I know I have been there and let me tell you it is not just a weekend recovery remedy - that is perhaps an extreme form of tiredness. Basically with burnout your systems (primarily the nervous system) are ‘fried’, the body no longer handles stress appropriately. Indeed everything is a problem. The system begins to shut down, to ‘keep you safe’ and having you retreat to your bed is the perfect way to do that.

For accountants and bookkeepers, overwhelm often manifests during peak periods like tax season, year-end audits or significant deadlines. During these times, the sheer volume of work can be daunting, (but it might just as easily be a difficult project, my downfall) as described by Sarah, a seasoned accountant who recalls, "There were days when I felt like I was drowning in spreadsheets. The pressure to meet client expectations and deadlines was intense."

The nature of accounting work—complex, meticulous, and unforgiving of errors, penalty driven—exacerbates these feelings. Additionally, constant updates in tax laws and financial regulations require continuous learning and adaptation, adding to the cognitive load.

It is no wonder that those in this chosen professional can wonder what they can do differently.

Recognising the Signs of Overwhelm

Firstly, it is recognising the signs and these are not the same for everyone. 

Identifying overwhelm early is crucial. But to start with you may find yourself deep in the mire before you realise. AND this is GOOD NEWS! Why? Because now you can collect the data that will let you know the HOW you are doing overwhelm and the how you got there

Our first awareness is often physical, with symptoms such as chronic tension, headaches, not sleeping properly leading to fatigue. But there are cognitive and emotional symptoms too. Check out my list here I will develop it as I go, so if yours is not on there - let me know!

Paul, a bookkeeper, describes it as "a constant knot in my stomach, knowing there's a mountain of work waiting for me."

Whatever your response, know that it is just feedback from your body/mind to let you know something is not working for you.

Impact of Overwhelm on Work and Personal Life

Overwhelm doesn't just affect work performance either; it spills over into your personal life. 

I find that very often, when people are ‘holding it together’ they do not realise the leakage of information that goes on into your external world. Those who are attuned to others and how they feel will be the first to spot something is off and may well ask “are you alright?”

Your usual answer will be “I’m fine”, ‘I’m OK”, maybe with a qualification to quell further questions “just……”

This is another warning sign we do not do anything with, we go on holding ‘everything together’ and yet, all it does is to allow the overwhlem parameters to build and get stronger.

The next category who will highlight something is wrong (who may not have picked up on the initial signals) will be those who are closely associated with your work. Maybe it is the attention to detail, the deadlines missed, general appearance (remember you will be sleep deprived, not eating properly, drinking more caffeine drinks or alcohol etc). Whatever it is, they will probably have a quiet word. You make some comments about where you are and maybe with the right kind of people around you, you will get some relief. But then any overwhelm may be overtaken by other sensations you are not used to - anger at yourself, feeling even lower that you had not been able to cope, even guilty for having to accept help. 

None of that matters right now!

Just realise the wonderful messages that are contained within this state, and know that it can be relatively simple changes that will make all the difference. I am not saying easy, but definitely simple.

I know because what I have given above is not dissimilar to my own experience which ended up with me having Glandular Fever followed by Post Viral Fatigue Syndrome (Suspect that is also what Long Covid is - just saying). I had the signs, I had the interventions, but I thought (positive mindset not helping) ‘all will be well’. 

It was, but only by changing more about HOW I operated in the world of work - this is why it is simple, but not necessarily easy. 

YOU have to make changes internally, not just externally. This newsletter, however, will deal primarily with the external and I will deal with the internal changes in the next one - stay tuned.

In summary then, your quality of work may decline, leading to mistakes or missed deadlines, which can strain client and other relationships. As Sarah experienced, "I became short-tempered with my family. I was always thinking about work, even at home."

This constant state of stress can erode personal well-being, leading to burnout, strained relationships, and a diminished quality of life. It's not uncommon for professionals to neglect self-care, sacrificing sleep, exercise, and social interactions in pursuit of meeting work demands.

What can you do?

Practical Strategies to Manage and Prevent Overwhelm

These tips are not a replacement for professional medical advice, but my recommendations based on my 25 years experience as a Projects & Programme Manager with part time along side that role of being a Cognitive Hypnotherapist (15+ years), dealing with a wide range of life issues including grief, depression, fear and guilt.

1. Time 

Effective time management is crucial in mitigating overwhelm. Prioritising tasks and setting realistic deadlines can help create a manageable workflow. Tools like time-blocking and project management software can aid in organising tasks and tracking progress.

But, these tools don’t do the work right?

Make sure that you increase your awareness around  your behaviours, thoughts and emotions around your time - these will be a better way to make improvements to your approach. 

2. Delegation and Collaboration

Learning to delegate tasks is essential. Whether it's collaborating with your team/colleagues or outsourcing specific duties, sharing the workload can alleviate pressure. Paul found relief by outsourcing payroll tasks, allowing him to focus on higher-priority items. "It was a game-changer. It freed up so much of my time," he noted. Again a great strategy for preparing for the busy times ahead. 

Prevention is better than cure - so do not wait to do something about those tasks that you dislike or are not a good use of your time. Planning is key to make sure you get the right person./business on board to share the load.

3. Setting Boundaries

Setting boundaries is vital to maintaining a work-life balance. This includes setting clear client expectations and learning to say no when necessary. For Sarah, this meant no longer responding to work emails after 6 PM. "It was tough at first, but my clients respect my boundaries, and it gave me time to recharge," she shared.

Start now, make sure clients know ahead of time what you expect from them. Many include this in their agreement, but you can update this. Let them know your available working hours, deadlines for records to be submitted to you, expectations they individually may have of you. By laying this out clearly, and getting their agreement, you can re-create new boundaries no matter how long they have been with you. Even better if you can have a discussion in one of your existing meetings with them - that way you can see how it works for them too. Great client service through collaboration.

Know that you can still exercise some flexibility, just make sure these really are exceptions, not the norm.

4. Mindfulness and Relaxation Techniques

Incorporating mindfulness practices can significantly reduce stress. Simple techniques like deep breathing exercises or short meditation sessions can help refocus the mind. Taking regular breaks throughout the day, even for a few minutes, can also prevent burnout.

I am a great proponent of the PAUSE. Creating pockets of space during your day (doing things that do not require much thought such as walking, making a cup of tea/coffee, or better yet, just being think daydreaming. For me this allows your brain some space to process what you have been doing (remember it is doing a whole host of other activities too such as breathing, keeping your heart pumping and eyes blinking too! You miraculous being you). 

And If you don’t? Get ready for those middle of the night wake up calls!  

Creating a Supportive Work Environment

A supportive work environment can significantly mitigate the effects of overwhelm. Open communication with managers and team members about workload or stress levels is essential. This transparency can lead to adjustments in workload or deadlines, making the situation more manageable.

Professional development is another key aspect. Continuous learning and upskilling not only keeps accountants and bookkeepers up-to-date with industry changes but also enhance their confidence in handling complex tasks.

In some cases, seeking professional help from mentors, coaches, (such as myself) or mental health professionals (count me in there too - as a Cognitive Hypnotherapist I am trained to work with many examples) can provide additional support. Paul's experience with a professional coach helped him develop better coping mechanisms and time management skills. "It was an investment in myself, and it paid off," he remarked.

Long-term Habits for Sustainable Success

1. Goal Setting and Reflection

Regularly reviewing and adjusting professional and personal goals can help align work with core values and aspirations. This reflective practice ensures that you are not only working productively but also working towards meaningful objectives for you. Check out my newsletter on trust here to demonstrate how to make them more meaningful

2. Healthy Lifestyle Choices

This you know about and understand, but is worth repeating. Maintaining a balanced diet, regular exercise, and sufficient sleep are foundational to overall well-being. These habits enhance physical health, improve mood, and increase energy levels, making it easier to manage stress.

3. Building a Resilient Mindset

Developing resilience is key to navigating challenges. This involves cultivating a positive outlook, learning from setbacks, and staying adaptable. Sarah found that embracing a growth mindset helped her view challenges as opportunities for growth rather than obstacles. 

Mel Robbins talks about ‘Let Them’. This is a powerful mindset key to keep you focussed on what YOU are doing and who YOU are. The principle being that actually, you cannot really, truly make people do or be anything, and certainly not even treat you right, but you can allow them to be themselves. Your action is then just going about your business.

By ‘Letting’ them, you are letting that deeper part of you know that all is well with you, that you do not need to take responsibility for them and their behaviour and contributes to building that resilient mindset that will serve you well from now on.

Summary

Overwhelm is a common challenge in the accounting and bookkeeping profession, but it is manageable when you become aware of it and take action. 

By recognising the signs early and implementing practical strategies, professionals can navigate their workload more effectively and maintain a healthy work-life balance. 

Remember, it's okay to take time for self-care and seek support when needed. Just like a garden, your mind and well-being require regular attention and care and only you can achieve this by making it a part of your day to day.

By clearing the weeds that cause the overwhelm, you can enjoy clarity and focus to flourish.

Next time: I will be talking more about the internal reasons you find yourself experiencing overwhelm, based on those behaviours, thoughts, emotions, values and beliefs (learning). Stay tuned!

Hi I am Kim Searle a Mindset Coach specialising in helping the busy Accountant and Bookkeeper to enjoy greater Emotional Calm and Mental Balance resulting in more productivity, greater success and a deeper level of peace and happiness.

Reach out for your free, no obligation chat to see whether we can work together - Book your call here. 

Alternatively, like and follow my Podcast The Balanced Mind with Richard Brewin, FCA