2009 Annual Convention. Young Lawyer Program: The Five Foundations of Time Mastery for Lawyers
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1 2009 Annual Convention Young Lawyer Program: The Five Foundations of Time Mastery for Lawyers Young Lawyers Section 2.5 General CLE Hours May 13-15, 2009 Cleveland
2 CONTRIBUTORS Chad E. Burton Thompson Hine LLP Dayton, Ohio B.A., Miami University; J.D., Case Western Reserve University School of Law. Professional Associations: Carl D. Kessler Inn of Court; Dayton Bar Association (Board of Trustees; Young Lawyers Division); Ohio State Bar Association (Chair, Young Lawyers Section); American Bar Association. Mr. Burton is an associate in his firm s Business Litigation Practice Group. He focuses his practice on complex business disputes, including breach of contract, business torts, products liability, manufacturer/distributor issues, appeals, and general commercial litigation. Mr. Burton represents clients before state and federal courts and through alternative dispute resolution processes, including arbitration and mediation. Julie A. Fleming Life at the Bar LLC Atlanta, Georgia B.S., Georgia State University; B.A., Vanderbilt University; J.D., Emory University School of Law. Professional Memberships: American Bar Foundation (Fellow); Georgia Association for Women Lawyers; National Association of Women Lawyers. Ms. Fleming founded her firm in She currently coaches and consults with law firm associates and partners on a variety of topics, including professional development, business development, leadership development, career management, and work/life integration issues. Ms. Fleming serves an international clientele, speaking and training for law firms, bar associations, and law schools. She is the author of Patent Litigation for the Non-Patent Attorney, a chapter in BIOTECHNOLOGY AND THE LAW, and editor-in-chief of THE SCITECH LAWYER.
3 Young Lawyer Program: The Five Foundations of Time Mastery for Lawyers Session # 506 Five Foundations of Time Mastery for Attorneys Julie A. Fleming Foundation 1: Set Priorities and Act Accordingly... 1 Foundation 2: Delegate Effectively... 3 Foundation 3: Manage Your Physical Environment... 3 Foundation 4: Set SMART Goals... 4 Foundation 5: Manage Your Energy, Not Your Time... 4 PowerPoint Presentation... 7 Foundation 1: Set Priorities and Act Accordingly... 9 Prioritize To Do Lists Using the Quadrants Categorize Your Tasks: Urgent and/or Important? Strategy: Focus on Quadrant II A Word About Multi-Tasking Frazzing Block Your Time Foundation 2: Delegate Effectively How to Delegate Effectively Foundation 3: Manage Your Physical Environment Paper Strategies Processing In-Box Filing Strategies Strategies Processing Should I Send an ? Subject Line Managing s In-Box Maintenance Reach In-Box Zero Dealing with Attachments Telephone Strategies Voice Mail Strategies Managing Client Expectations Foundation 4: Set SMART Goals Set SMART Goals Goals for Professional Development Goals for Leadership Development Foundation 5: Think Energy Management Before Time Management Energy Management Physical Capacity Emotional Capacity Mental Capacity Purposeful Capacity Physical Capacity Plus Emotional Capacity Plus Mental Capacity Plus Purposeful Capacity Equals Energy to Fuel Peak Performance Five Foundations of Time Mastery for Attorneys Implementation Resource List... 29
4 Five Foundations of Time Mastery for Attorneys Julie A. Fleming Life at the Bar LLC Atlanta, Georgia
5 Five Foundations of Time Mastery for Attorneys Julie A. Fleming Life at the Bar LLC Atlanta, Georgia FOUNDATION 1: SET PRIORITIES AND ACT ACCORDINGLY A. Step One: The Master To-Do List. 1. Use a spreadsheet or word processing document. a. Easy to sort. b. Categories to include: i. Project name; ii. iii. iv. Task; Category (client, business development, administrative, personal, etc.); Due date; and v. Priority level. 2. Include all tasks you need to accomplish. a. Billable work. b. Business development tasks. c. Administrative responsibilities. B. Step Two: Prioritize. 1. The Four Quadrant Method of Prioritization. a. Urgent and important. b. Not urgent, but important. Five Foundations of Time Mastery for Attorneys 1
6 c. Urgent, not important. d. Not urgent, not important. 2. Using the quadrants to manage interruptions. a. What is the priority of this interruption? b. Must I (should I, can I) address it now? c. If not now, when? C. Step Three: Devise a Plan to Accomplish Your Tasks. 1. Determine weekly tasks. a. Quadrant I. b. Quadrant II. c. Note status and who is taking action. 2. Create daily task list. D. Step Four: Execute Your Plan Effectively. 1. Multi-tasking costs time: do not do it. Neurological evidence. 2. Recovering from interruptions. a. Study: 23 minutes to return to original task, 20% failure rate. b. Create a system to get back on task. 3. Block your time. a. Create quiet hours. b. Batch similar tasks. c. Limit checks to designated times. d. Make your system known. i. Clients. 2 Young Lawyer Program ii. iii. Support staff. Colleagues.
7 FOUNDATION 2: DELEGATE EFFECTIVELY A. The Top Five Mistakes in Delegating Work. 1. Rushing in delegation. 2. Delegating too little. 3. Delegating too much. 4. Micromanaging. 5. Not managing enough. B. Avoiding the Mistakes and Becoming an Excellent Delegator. 1. Six questions to guide delegation. a. Who? b. What? c. When? d. Where? e. How? f. Why? 2. Identify tasks to delegate. C. Get Extra Assistance. FOUNDATION 3: MANAGE YOUR PHYSICAL ENVIRONMENT A. Office Environment. B. Managing Paper. 1. Reducing paper clutter. 2. Filing strategies for paper. C. Management Strategies. 1. Handling the you receive. 2. Sending . a. Address and name recipients. Five Foundations of Time Mastery for Attorneys 3
8 b. Use a descriptive subject line. c. Limit the content of the . d. Ask questions cleanly. e. Reply to Retaining messages. 4. Dealing with attachments. 5. Reaching in-box: zero. 6. caveats. D. Telephone and Voice Mail. 1. Managing telephone calls. 2. Voice mail. FOUNDATION 4: SET SMART GOALS A. Specific. B. Measurable. C. Achievable. D. Realistic. E. Time-Based. FOUNDATION 5: MANAGE YOUR ENERGY, NOT YOUR TIME A. Manage Your Energy: Become a Legal Athlete. B. Build Your Energy. 1. The four capacities. a. Physical capacity. b. Emotional capacity. c. Mental capacity. d. Purposeful capacity. 4 Young Lawyer Program
9 2. What fuels each of these capacities for you? 3. What drains each of these capacities for you? C. Reaching Peak Performance. 1. Maximize each capacity. 2. Create rituals and habits to support your energy maximization. Five Foundations of Time Mastery for Attorneys 5
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