California Appeal

Did You Resolve To "Get Organized"?

Have you been keeping up with your organizational goals for the New Year?  Many attorneys vow to "Get Organized."  However, what many people forget is that "Getting Organized" is not is not a goal but a continual process.  Here are ten tips to help you along the path towards perpetual organization.

1. Purge your files
Look around your workspace.  Do you see piles of paper?  Those piles are slowing you down!!!  Even the piles of paper "neatly" handing in file folders clog your productivity.  Set aside 15 minutes every week to go though your paper files/folders (even the digital files), elminate the surplus, consolidate sticky notes and paper scraps on your master todo list (see below), and recycle the paper that you no longer need.

2. Create A Master Action List
Sticky notes, paper scraps, business cards, phone memos.....get rid of it!  Whether you use paper or a computerized action list, create a master "action" list to record all of the phone calls, and projects that you need to work on.  A master action list will eliminate the clutter from your desk and your mind.

3. Clean Out Your Inbox
Don't let your inbox become a glorified "paper holder".  Each day, go through your inbox, complete the items that can be done quickly, recycle the items not needing your attention, and schedule the items on your master list that need to be addressed at a later time.  The important thing is to make a decision on each item and then file the document away.

4. Read Your E-Mail One Time - And Only One Time
Treat your E-mail in-box just like your paper in-box.  Read it & act on it.  Action means either deleting it or assigning the E-mail to your action list.

5. Don't Over-Schedule
Type-A personality types tend to overestimate how much they can get done in a given day.  When you schedule your tasks/appointments for the day, be careful to be realistic on how long it will take you to perform each task and the time necessary to transition between tasks.  Use your calendar to schedule like items together to maximize efficiency and to block out periods of uninturrupted time for tasks requiring indepth thought.

The time to organize starts today.  Purge, recycle, make lists and plan.  But remember -- the true goal is not to "get organized" but is to live your life in an organized manner.  Use today to start running your life rather than letting your life run you.

Put Procrastination In Its Place

Frequently, I hear from appellate practitioners how they get bit by the procrastination bug when several projects are looming on the horizon.  When you are feeling overwhelmed by projects or lacking focus, here are some tips to get you on task:

1. Set aside the first 10 minutes of your day to to set up a schedule for the day, complete any personal tasks, and get a cup of coffee.
2. When creating your daily schedule, allocate time segments for each project on your list. 
3. Schedule your time segments for optimal focus.  Each time segment should be no longer than 90 minutes.  If you have a big project to complete, break the project into small parts that will each last, no more than 90 minutes.
4. Have a list of five minute mini-tasks. Use these to break up larger projects. Complete these when you find yourself with a few minutes to spare.
5. Put your daily schedule in a prominent spot on your desk so you can easily "check in" throughout the day. Take regular breaks.  Breaks re-charge your mind and concentration

At the end of a productive day, give yourself a head start on tomorrow by following these three tips: 

1. Clean off your desk so an orderly desk will greet you the next morning.
2. Review Tomorrow’s Agenda before leaving the office
3. Organize the next day’s tasks on your desk in order of priority.

Now, get to work!

Save Time - Phone Management

The telephone is a great business tool.  The telephone connects you to your clients, opposing counsel, and the courts.  However, just like any other piece of technology, the telephone must be managed.  Here are some tips on effective ways to manage your telephone.

1. Head Set Use:  Headsets are great for when you will be on the phone for long periods of time and will free up your hands.
2. Batch outgoing calls:  At regular interverals during the day, make all of your return calls and direct calls in one batch.  Make a list and check them off.
3. Make sure needed files at your fingertips when making calls.
4. Make pre-call notes to keep the conversation focused.
5. For difficult to reach people - schedule a time for the phone call.
6. Effective Use of Voice Mail:  Make sure you leave detailed messages and then ask for a detailed response.  With the use of detalied messaging, even if you are never able to actually "connect" with the caller, important information can be conveyed and elimiate the need for continued callbacks.

Work-Life Balance

It seems as if lawyers are always searching for a balance between the demands of a law practice and the need to have a healthy life "outside" of work.  Appellate attorneys are no exception to this constant struggle.  I recently discovered a great blog designed to help attorneys obtain that ever-elusive work-life balance.  JDBliss provides articles, tools, and success stories for attorneys looking to obtain a better balance between work and play.  Recently, there was a great article that offered an exercise for gaging your degree of balance.  After the stress of the holidays, I think this exercise is something I need to slow down and take.

Getting Going

Writing appellate briefs on a daily basis is never an easy task.  With a substantial legal project on the horizon, how do give yourself a kickstart to get going?  Start the day in a productive way. 

Start Each Day Productively by following these tips:

1. Start your day 10 minutes earlier. Use those 10 minutes to set your schedule for the day, complete any personal tasks, get a cup of coffee, say hello to co-workers.  This way, you will actually start working at the normal time.
2. Write out a schedule for the day.  List the top 5 tasks/projects you want to accomplish that day. 
3. After drafting your schedule - institute "quite time".  During your morning "quite time" you focus on starting the first task on you project list.  This is your "get going" time.  The one set time of the day for focused, uninterrupted work, no telephone calls, E-mails, visitors, or distractions.

Working on intituting the first three steps at the start of every work day will help you have a productive, focused day.

Managing the Paper Piles

Paper Paper Paper - Tame That Paper Tiger

Ross Kodner and Dale Cottam produced a great article on how to tackle those piles of paper in your office.  With a few simple tools, Ross shows you how easy it is to free yourself of volumous paper trial transcripts, review briefs electronically, and orgainze your files.  The purchase of my Xerox ScanSnap was one of the best purchases I made last year.  Everything that comes into my office is scanned.  Having transcripts and case files stored electronically makes working on the road a snap and has eliminated storage problems at my office.

Ten Time Management Tips

Overwhelmed with all that needs to be done? I recently read a time management 10-step list that makes it sound so easy to get a handle on everything that life throws you. These 10-steps were prepared by Krissi Danielsson.

Step 1 - Get started
Step 2 - Set clear goals and objectives
Step 3 - Keep an activity log
Step 4 - Handle E-mail and phone calls in batches
Step 5 - Divide larger tasks into groups of smaller ones
Step 6 - Prioritize tasks
Step 7 - Set aside chunks of time to do nothing
Step 8 - Don't overwork yourself
Step 9 - Learn when to say no
Step 10 - Know when you need time management help!

During the next few weeks, I will explore each step. Give me your thoughts.