Why you need an office handbook even if you don’t have any employees

June 17, 2016 by
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An office handbook is typically created to provide employees with a set of rules and procedures for handling things like answering the phone, ordering supplies, opening and closing files, and more. If there’s a question about what to do, the staff doesn’t have to ask you or a co-worker, they can look it up.

It’s also a great tool for helping new hires and temps get up to speed.

Every lawyer should have an office handbook, even lawyers without employees.

If you’re making the rules and you’re the only one following them, why bother? No, not “just in case” you do hire someone, although that’s another good reason. You should create an office handbook because the process of doing so will force you to think about the best way to handle all of the bits and pieces of what you do.

As you create a checklist for preparing corporate or estate planning documents, for example, you’ll look for ways to do it more quickly and efficiently and minimize mistakes. You’ll find ways to save time, save money, eliminate duplication and waste, streamline your processes, get better at client relations, and otherwise run a tighter ship.

Writing an office handbook will help you earn more and work less.

When I started practicing and had only a few clients and no employees, I took the time to create intake forms, authorizations, form letters (representation, declining representation, thank you/welcome, etc.)

I also created a checklist for opening a new file. When I interviewed a new client, my forms made sure I asked them everything that needed to be asked and had them sign everything that needed to be signed. I was also able to put a welcome letter in the mail before the new client got to their car in the parking lot.

Without using a computer.

I was able to open and “work” new files without having to think about it because I had already done the thinking. When I eventually hired a secretary, training her was a snap.

If you don’t have an office handbook, you would do well to create one, but don’t try to do everything all at once. Start by taking inventory of the forms and letters you already use or have access to. Pick one and update it; then tackle another.

When you’ve gotten through all of the things you already use, dive in and create the ones you don’t, starting with the most important and valuable. Like a checklist for making sure there’s a fresh pot of coffee brewing first thing every morning.

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Filed Under: Law office management, Productivity Tagged With: ,

The hidden cost of every decision

June 16, 2016 by
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Every decision you make–big ones like whether to go to med school or law school, to little ones like whether to work on the Smith case this morning or work on marketing instead–require an investment of time, energy, money, and mental focus.

You consciously or unconsciously calculate these costs, along with the possible return on your investment.

But there’s a good chance you are omitting something from your calculation. It’s a cost that most people don’t think about, but should, because it might be your biggest cost. Deciding to make that investment might also result in a much bigger payoff.

It’s called the “opportunity cost”–what you give up by taking on project A, for example, when you could instead use that time, money, and energy, to do project B.

Project A might require less time. But when you factor in the cost of losing the benefits of project B, you might decide project B is the better choice.

Savvy investors understand the need to calculate the opportunity cost of their investment decisions, and so must we.

Of course we must also consider the opportunity cost of turning down one project in favor of another. I’ve turned down invitations to speak because I had other things I could do that offered a better return. But in so doing, I lost the opportunity to get my name in front of new people, which, long term, might have had the bigger payoff.

Every decision to do something includes a decision to not do something else.

Look at your task list and see what you have flagged to do next. Ask yourself what you might be giving up if you do it. But also consider what you might be giving up if you don’t.

You invested a few minutes reading this post, minutes that could have been spent reading something else or doing something else. Did your investment pay off? Was it worth it to be reminded about the importance of considering the opportunity costs of your decisions?

If it was, then I made the right decision to write about it.

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Filed Under: Personal development, Productivity Tagged With: ,

Why I get high at work and you should, too

June 6, 2016 by
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Think about all of the projects you’ve started but didn’t finish. All of your unrealized goals and forgotten dreams. When you think about them, or look at the unfinished documents on your hard drive, it’s not a good feeling.

You failed. You weren’t good enough. You didn’t do what you said you would do.

Ugh.

Now, think about the things you did finish. The projects you completed. The cases you settled. The documents you pushed out into the world.

Different feeling, isn’t it?

It feels good to finish things because doing so validates your abilities and value. Getting things done might mean more revenue, or simply the affirmation of a job well done, but whatever it is, there’s no question that it is enjoyable.

One reason it feels good is that finishing causes the pleasure centers of your brain to experience a rush of chemicals that literally make you feel good. You get high on finishing, so you are compelled to do it. And start the next thing on your list so you can finish that and enjoy the feeling again.

It’s a positive addiction and I encourage you to become a junkie.

Give in to your cravings. Finish what you start and feel the rush.

You need to know when to abandon projects that don’t “pencil out,” of course, but when you do that, use the reclaimed time to start and finish something else.

Something else that feels good: referrals

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Filed Under: Personal development, Productivity

Too much on your plate? Get a smaller plate

June 1, 2016 by
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Nirvana. That’s what we all want, isn’t it? Maybe that’s why I was attracted to an app by that name several years ago when it was in beta.

Nirvana is built for GTD, with Next Actions, Waiting, Someday, and other “Getting Things Done” features. I liked it, but the developer was taking too long to get it out of beta and I eventually moved onto to other things.

The other day I heard that Nirvana had been updated and I decided to take another look. I played around with it, entering tasks and projects, adding tags, and taking the app for a test drive.

I’m using the free Basic version which limits you to 3 “Areas of Focus” (e.g., Work, Personal, etc.) and 5 Projects. I have more than one business, however, and could use more than 3 Areas of Focus. I also have many projects, both active and inactive, and could use a lot more than 5.

But here’s the thing.

As I struggled to shoehorn my busy life into the Basic version, I realized that while I may have 50 projects I could be working on, I can only work on a one or two at a time. I found myself thinking about what was important to me right now, and used these for my 5 projects. Any other projects (or standalone tasks) I can tag “Someday,” or schedule for a future date, which is what I did with a project I’m planning to work on next month.

If I had the unlimited Pro account, ( per year) and put every project on the project list, both active and inactive, I can see how things might get out of hand. Using the Basic version of Nirvana, or any app that limits you to a handful of “front and center” options, forces you to prioritize.

I can’t have too much on my plate because my “plate” only holds so much.

Of course an artificial limit of 5 projects is just that–artificial. I can still put “everything” in this or other apps and find them when I want to re-fill my list of 5.

I think I’ll play around with the limited version of Nirvana a bit longer. There’s something liberating about looking at a spartan interface with just a few things in front of me, seeing how close I am to being “Done”.

Check out Nirvana and see what you think

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Filed Under: Productivity Tagged With: , , ,

Do you keep a reading list?

May 24, 2016 by
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I download Kindle books nearly every day. Some for research, some for fun, and some on subjects I later ask myself, “What were you thinking?”

What can I tell you, I like books.

Most of these books were free but I also buy a fair number. Right now, there are 4663 books in my account, and that doesn’t include the ones I’ve read and deleted.

Is that a library in your pocket or are you happy to see me?

Sometimes I go to read a book only to discover I’ve already read it. Many of these are books that offered no value and I tell myself I need to delete them. But that requires logging into my account and finding the book through the search mechanism and doing that one at a time is not a good use of my time.

So, I’ve started keeping a text file on my desktop: “Kindle books to delete”. When the list has five or ten titles on it, I log in and do the deed. I hope that one day Amazon gives us another way to delete a book (not just remove it from the device we’re using to read it). Until then, my system will have to do.

Now, what about books we’d like to read? A reading list of books we’ve heard good things about but haven’t had time to buy or look into?

For that, Amazon gives us an easy solution: wish lists. We can use them to identify products we’re interested in, including books. I use a wish list as my reading list.

But that’s too simple for many people. This morning I saw an article about the many ways people keep their reading lists. Some use a text file, some use a spreadsheet, and some use apps like Trello or Evernote. And there are many other options.

The article describes how some people organize their lists, update them, and add notes and other meta data. Too complicated, if you ask me. How much time do these folks spend organizing their lists?

I feel the same way about to-do lists.

Some people spend more time making and organizing lists than they do getting things done (or read).

When I hear about a book I want to read, I either buy it or put it on my Amazon wishlist to consider at a later time.

As Sgt. Rick Hunter (Fred Dryer) on the 80’s detective show “Hunter” used to say, “Works for me”.

How I use Evernote to organize my work

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Filed Under: Productivity Tagged With: , , ,

Why taking breaks may be killing your productivity

May 23, 2016 by
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Everyone takes breaks. You can’t work non-stop for hours on end, you need to clear your mind and renew your energy every so often, don’t you?

Maybe not.

If you’re doing something you don’t want to do, something you have to force yourself to do, taking a break is a viable way to get through the task. That’s the idea behind the “take a break every 20 to 45 minutes” concept. It’s why we use mechanisms like the Pomodoro Technique (setting a timer and working for 25 minutes, for example, followed by a five-minute break) before going back at it.

These techniques and recommendations came about after studies showed that most people lose their ability to focus on a task after 30 minutes. But these studies were based on assigned tasks where the subjects were asked to do something they didn’t particularly want to do.

It’s different when you’re doing something you love.

When you enjoy what you’re doing, you tend to get lost in it and time passes quickly. You get into a state of flow and are able to reach incredible levels of productivity and creativity.

When you’re in a state of flow, why destroy it by taking a break?

It can take as much as 20 minutes to regain focus after a five-minute break. If you take breaks at regular intervals, you may be killing your productivity.

You might think you need breaks to renew your energy but the flow state provides its own energy. When you’re in that state, you might work for several hours without stopping and not feel the least bit fatigued. Gamers often go all day in front of their computers and sometimes have to be pulled away from it by a concerned loved one.

So here’s the thing. If you’re doing something you really don’t want to do you probably won’t get into a flow state and taking scheduled breaks can help you get you through the work. But if you enjoy the work at hand, don’t stop doing it because you’ve been at it for a set period of time. Keep going until you are no longer in flow or the task (segment) is done.

Knowing this means you should probably build some flexibility into your work schedule and allow uninterrupted time for tasks and projects you look forward to doing. Work, not games, okay?

Here’s how to get more referrals from lawyers and other professionals

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Filed Under: Productivity Tagged With:

A simple way to be more productive

May 12, 2016 by
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If you ever sent me an email, whether by replying to one of my emails or by using the “contact” form on my site, there’s a very good chance that you didn’t get a reply. One of the ways I stay productive is by saying “no” to most of the things that cross my path, and that definitely includes email.

I do read my email and I encourage you to write to tell me what’s on your mind or to ask questions. I get a lot of ideas for blog posts from your questions and comments, so please don’t stop writing. But don’t be disappointed if you don’t hear back from me, or if you get a one or two-word reply.

Time is money. Tempus fugit. I love ya, but I get a lot of email and I can’t spend hours every day replying to everything.

How about you? Do you answer all of your email? Do you “say no” to most of it? Or do you do something in between those two extremes?

I’m not going to tell you what you should or shouldn’t do because everyone is different. But I encourage you to think about your situation and establish a policy that works for you.

Obviously, you shouldn’t ignore emails from clients or prospects. Nor should you discourage them from writing. In fact, you should do just the opposite–the more you communicate with them via email, the less time you’ll need to spend on the phone.

The point is that email (and regular mail) takes up a good portion of the day for most professionals and it is okay if you don’t reply to everything. If you can shave off 30 minutes a day by not doing so, doesn’t it make sense to move in that direction?

A good place to start is by deleting or archiving emails from people who want to sell you something or do business with you. It’s not rude to ignore unsolicited email, however personal and polite (or known to you) the sender might be. Your refusal to reply is, in itself a reply that says, “thanks, but no thanks”.

It’s also okay to have someone reply for you. And to use form replies that require no more than a couple of clicks.

Start by making yourself aware of how much time you spend responding to email, and to whom you are responding. You might want to keep a log for a week or two and then imagine that time being spent doing billable work.

If you want to get more done in the course of your day, you need to say no to most things that cross your path, and email is a good place to start.

How I got my email to “inbox zero”

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Filed Under: Email, Law office management, Productivity

Write it once, use it forever

April 21, 2016 by
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I’m sure you have a welcome letter you mail to new clients. You probably also use some kind of “memo” or form to accompany mailed documents, along with check boxes to indicate what the recipient should do (e.g., sign and return, review, etc.)

Form letters save time and reduce the risk of errors or omissions and I encourage you to create them for all aspects of your practice.

Gmail has a feature called “canned responses”. Outlook and other email applications have something similar. They allow you to create email templates or “form letters” you can use instead of composing an original email each time, or copying and pasting paragraphs or whole emails from another document.

Go through your “sent” emails for the last 60 or 90 days and look for “frequently sent emails,” whether originated by you or sent in response to an inquiry. Flag them for creating canned responses.

Here are a few ideas to get you started:

  • I got your email (and will reply soon/this week/after I review your questions)
  • Thank you (for coming in, calling, returning documents, for your help)
  • Here’s what to do/expect (what happens next, watch your mail, please call me, don’t forget to send us)
  • Answers to FAQs (hours, parking, fees, practice areas. Provide answers and/or direct to pages on your website)
  • Marketing inquiries (do you accept advertising, guest posts; I’m available for interviews)
  • Checking in (with clients, former clients, networking contacts)
  • Nice to meet you (after a networking event, introduction, phone conversation)
  • Announcing (new content on your website, firm news, new laws/regs)
  • Promoting (your newsletter, your ebook, your seminar, your podcast or youtube channel)
  • Reminders (next appointment, court dates, due dates)
  • It’s time to review (your lease, trust, corporate docs, agreements, legal status)

In addition to complete emails, you can set up a “library” of frequently used paragraphs, links, and subject lines.

While you’re at it, don’t forget to set up different “email signatures”.

For prospective clients, your signature might promote a free report or free consultation, invite them to connect with you on social, or invite them to review specific pages on your website. For existing clients, your signature might invite them to sign up for your “clients only” email list or cross-promote other services offered by you or your firm.

Using canned responses, form letters, and checklists might save you 30 minutes a day, or more. How much would that be worth to you over the course of a year?

Leverage is the key to earning more and working less. More

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Filed Under: Law office management, Productivity, Time Management Tagged With: , , ,

How to make yourself do something you don’t want to do

April 13, 2016 by
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I know about that thing you’re supposed to be doing. I also know it’s not getting done. No, I didn’t speak to your wife, I just know. You’re dilly dallying. Avoiding it. Procrastinating.

You know you should do it, but you don’t want to. So you don’t.

No worries. I’m here to help.

The first thing I want you to do is to write down this thing you don’t want to do. Former CEO and author Max de Pree said, “The first job of a leader is to define reality,” so get busy and put it in black and white. You don’t have to show it to anyone, but if we’re going to get this thing done, we need to know what it is.

Have you written it down? Good. Now look at it and imagine being able to put a check mark next to it, or crossing it off your list.

What’s next?

Well, you know it’s important, and you know you’d like to get it done. But you need some convincing to do it.

Maybe you should hire a lawyer.

Wait, you are a lawyer. How about hiring yourself to argue the case for “doing it”?

You’re an advocate, so advocate. Write a demand letter to your other side (the side that doesn’t want to to it) and demand that it be done.

Present the arguments, the facts, the logic. Describe all of the benefits of getting it done. Describe the negative outcomes if you don’t.

Make the case for going to a networking event once a week, starting a newsletter, or adding content to your website. Tell yourself why you should, and give it all you’ve got. Your client is depending on you.

If you think it will help, sweeten the deal by offering a bonus. Promise yourself the rest of the day off, for example, if you get this thing done. Put a deadline on accepting the deal, and a non-negotiable start date and time. Add liquidated damages in case of default.

This may sound silly, but it’s not. Not for something important. You already know the reasons why you should do this thing. You just have to talk it through. No more hiding from it, burying it on a to-do list and moving it from week to week. It’s time to do it.

So yeah, hire yourself to advocate and negotiate the deal. You’ll be the best client you’ve ever had, and if you win this case, you might earn the biggest fee you’ve ever received.

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Filed Under: Personal development, Productivity Tagged With:

Slow down, you’re moving too fast. . .

March 24, 2016 by
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I just read an interesting article positing the benefits of working slowly. Those benefits include feeling less frenzied and less fatigued, creating higher quality work product, and being more productive.

Sounds good to me. But I’ve spent a lifetime doing just the opposite–looking for ways to work faster, finish sooner, and get more done in less time–and old habits are hard to break.

Even though I can see the benefits of slowing down, I’m wondering how I can do it.

Busy busy busy. . . no time to stop and chat, I’m late I’m late I’m late.

How about you?

How about if you and I try an experiment and see what happens.

Pick a task or project, or part thereof, grab your calendar, and schedule time to do it. But instead of blocking out the amount of time you think it might take to do the task, allocate more time.

If you think you can do it in 15 minutes, block out 45 minutes or an hour.

Does the thought of doing that make you nervous? Yeah, me too. And that’s why I think we may be onto something.

Now, when the scheduled time arrives, the important thing is to use all of the scheduled time on the task and nothing else. If you finish early, go through everything again. Check your work, revise and update. See if there’s something you missed or something you can improve. If other ideas come to you about other things you need to do, write them down and put them aside.

Don’t stop working on the scheduled task until the scheduled time is up. Force yourself to work slowly on this and other projects, as a way to train yourself to slow down.

In fact, you might schedule a regular block of time on your calendar for “slow time”. This is time you dedicate to more focused, reflective work. As you race through the rest of your week and find tasks that might benefit from greater focus, i.e., a slower pace, mark them to be done during slow time.

You might eventually block out an hour a day for the same purpose.

I don’t know how well this will work, but I’m going to try it. I’ve got a project on my plate I’d planned to do today and I’m going to spend more time on it than I originally planned. If all goes well, I’ll not only get it done, I’ll get it done right–better than I might have done if I sped through it.

And then I’ll skip down the cobblestones, feeling groovy.

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Filed Under: Productivity, Time Management
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