Controlling the chaos: How to create a weekly schedule that works for you

(November 2004) If you are like many Canadian advisors, year-end tax planning with clients and the onslaught of RRSP season can have a significant impact on an already time-constrained schedule. “What to do next?” you may ask yourself, overwhelmed sby the list of tasks you need to accomplish, feeling more reactive than proactive.

The key to eliminating this scenario is to In the face of daily challenges and added seasonal pressures, here are some tips on how you can create and incorporate greater discipline and structure into your day. WTo achieve this, walk through the following action steps to help better organize and control your work week:

1. Structure your work hours for the week. Know when you will start and end your day and stick to this schedule as much as possible. You may make exceptions to this schedule if big issues arise.

More RRSP Survival Guide

Tax tune-up: An overview of tax changes for 2004 To Client: Setting up for tax savings (A template letter) RRSP tax saver: A tool to teach clients about RRSP tax savings Controlling the chaos: How to create a weekly schedule that works for you Seasonal support: More online tax-planning and RRSP resources

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2. Review what tasks need to be completed in a week. Once this list has been created, it will allow you to develop a weekly schedule. You may choose to create this in your contact management software or simply in a worksheet.

• When will you prepare for client reviews?
• What days work best for you and your team to meet new clients?
• When do you focus on research and read updates from head office?
• What is the best time to meet with your team?
• When will you make outbound calls to clients?
• When will you workout?
• When will you review your e-mail and respond to incoming calls?

3. Free yourself from distractions.

• Think about how to eliminate distractions.
• Close your door to minimize interruptions.
• Forward your phone when you are preparing for your client reviews.
• Set specific times during your day to respond to e-mail (just because it comes to you instantly doesn’t mean you have to respond instantly).

4. Break up your day by “getting away from it all” for a little while. This may mean going to grab a coffee or tea, going for a walk or run, heading to the gym, or having lunch away from the office. Even though it may not seem like you can spare the time away, you will feel refreshed and more productive when you return!

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To download and print the complete RRSP Survival Guide (Part 1 of 3): Getting on the tax track package, please click on the icon below:

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Joanne Ferguson is a partner with Ontario-based Advisor Pathways, a company that offers consulting and coaching help to advisors and their firms across Canada. Joanne can be reached at jferguson@advisorpathways.com or through her company’s Web site at www.advisorpathways.com.

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This article is part of an Advisor.ca Special Report sponsored by: