Mastering the Tax TangoAn Accountants Guide to Cha-Cha through Tax Season

1/28/2025 - By Carlos Saldana and Casadi Shepherd

Tax season can feel like a daunting dance, but with the right steps, you can glide through it easily. The following step-by-step guide provides a quick twirl of tips to help you chassé through tax season from making sure you eat right to taking ownership of your time. Remember, even in the world of taxes, a little rhythm can make the process more enjoyable!

1. Set realistic expectations. As a CPA, managing client expectations during tax season is crucial for a well-choreographed and stress-free tax season experience, Look Ahead and Anticipate.

Stay current with tax news and changes. Understanding the recent updates in tax laws and regulations can help you prepare for any additional client questions and/or planning.
Choreograph and anticipate your workload. Recognize the busy season demands, plan, allocate resources, and manage your time effectively. If this is not your first quick step, then make sure to put into practice what you know you can and cannot do from the prior years.
Be transparent with clients. Explain the process, deadlines, and potential outcomes. Discuss any complexities specific to their situation. Don’t be afraid to say no.

2. Start asking for all documentation early on. Leap into tax season by requesting documentation early. It helps you manage workloads, avoid last-minute rushes, and Deliver Legendary Service for your clients.

Avoid Bottlenecks. Early requests prevent delays due to missing or late documentation.
Improved Accuracy. More time for thorough review reduces the chances of errors.
Better Planning. It helps you schedule work efficiently and allocate resources.
Create a documentation checklist. Giving a client an organizer or documentation list can help keep the beat of the drum. Provide clear instructions on exactly what they need to send and how.

3. Take advantage of Technology. In today’s accounting world, technology is not just a tool - it is a dance partner, enhancing creativity, performance, and connection. Embrace Change.

Accounting software such as QuickBooks automates repetitive tasks utilizes real-time reporting, and integrates with other tools. Tax preparation scanning software can expedite the individual tax preparation process, such as CCH Prosystem Fx Scan.
Technology continually evolves, addressing the specific needs of each generation. Whether it’s transportation, industrialization, or the current focus on artificial intelligence and machine learning, technology helps eliminate repetitive tasks. By streamlining routines, we can channel our energy into creative endeavors that technology cannot replicate, ultimately enhancing productivity.
Remember, technology isn’t just about gadgets; it’s about leveraging collective knowledge to enhance our lives and society, Be Relentless About Improvement.

4. Organize, Prioritize, and Delegate. Tax season can be overwhelming, but with the right dance moves for organizing, prioritizing, and delegating tasks, you can manage your workload effectively and ensure a successful season. Get Clear on Expectations.

Make sure to know your clients, and understand each client’s unique circumstances. Choreograph your approach based on their needs, goals, and challenges. Invest in Relationships.
Establish key dates for deadlines and client meetings and set goals to outline the desired performance, such as the number of returns filed. Set up regular team meetings to make sure the work is evenly distributed.
Establishing difficulty levels for your tasks can help quickly designate which level of staff can work on the task.

5. Eat and hydrate. Tax season can feel like a high-energy performance, and just like dancers need proper care, tax professionals benefit from self-care too. Here’s how to pirouette through tax season:

Stay Hydrated: Like a dancer needs water to perform gracefully, you need it to stay sharp. Hydration aids cognitive function, so keep that water bottle nearby.
Balanced Meals: Fuel up with nutritious meals. Think of them as your choreography – balanced, timed, and energizing. Include whole grains, lean proteins, and fresh fruits and veggies. Avoid sugar crashes like a dancer avoids tripping on stage!
Healthy Snacks: When the tempo picks up, grab healthy snacks – nuts, yogurt, or sliced fruits. These mini encores keep your energy steady without the drama of junk food.
Remember, tax season is our grand performance, and self-care is our standing ovation! Don’t forget to Empower Others.

6. Take time off and schedule regular breaks. To prevent injury during our tax season tango, it is crucial to take time off and schedule breaks to maintain your well-being and productivity. This will help prevent burnout, boost productivity, maintain mental health, and enhance the quality of your work. Take Action.

Engaging in quick physical activities such as stretching, short walks or quick workouts can help rejuvenate your mind and body, a few minutes of mindfulness or meditation to clear your mind, or simple breathing exercises to reduce stress.
Try to avoid work-related tasks and engage in a personal hobby. Make sure the task is personally rewarding.
You can schedule a dance break into your routine during the mid-morning and midafternoon time frames to break out your day, don’t forget your weekend chill dance!

7. Plan a reward. Keep Things Fun and Celebrate Achievements.

In the rhythm of tax season, it’s crucial to choreograph moments of celebration for yourself. Just as a dancer pauses to catch their breath between intricate moves, reward yourself with mini encores. Whether it’s a pirouette of relaxation—a few minutes of deep breathing—or a grand jeté of indulgence—treating yourself to a favorite treat—these moments keep your performance on point. So, tango with success, and let those well deserved rewards be your encore! At a minimum, schedule monthly rewards that allow you to disconnect such as a massage/spa day, park/nature day, a day with the family, stay inside to binge-watch a good show, or cuddle with a good book.

Remember, your health is your most valuable asset. By being proactive and maintaining a structured routine, you can not only meet your professional deadlines but also continue to enjoy and excel in your dancing pursuits. Embrace the season with resilience and creativity, knowing that your well-being is the foundation for success in all aspects of your life. Practice Empathy with Others.

About the Authors |

Carlos Saldana is a senior administrative assistant in the Tax & Accounting Services practice of Saltmarsh, Cleaveland & Gund. His primary responsibilities encompass supporting senior management to ensure precise deliverables while specializing in the management of CCH Practice systems, processing and filing tax returns, project management, financial management, and other executive administrative tasks.

Casadi Shepherd is a supervisor in the Tax & Accounting Service practice of Saltmarsh, Cleaveland & Gund. She provides a variety of tax preparation and review for construction clients, real estate clients, high-net-worth individuals, consolidated entities and not-for-profits organizations. She began her career in public accounting in 2018, providing tax and consulting services for individuals and flow-through entities.