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Start Page: Make the most of your 24 hours with workflow planning

Seth Wilson
March 26, 2014
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WilsonLawyers are hardworking professionals. But, most feel like there is more work to get done than is possible in the 24 hours everyone has each day. Legal professionals understand the reality of professional development: “the better you get, the better you’d better get.” (David Allen, author of “Getting Things Done”) So how can you manage work and all of life’s other commitments? Develop, and use, good workflow plans.

Here are three tips to help you “plan your work and work your plan” (Vince Lombardi):

Track what you do and how you do it

Review and reflect

Draft a plan and do

Track what you do and how you do it

Workflow planning starts by simply observing how you already “do work.” The goal here is to capture enough data about what you already do to later organize that work in the most efficient and effective way possible.

To start, grab a legal pad (or your favorite notebook) and take notes on what you do now to get things done. Also, make notes on what type of work you do (e.g., making phone calls, writing, reviewing documents, entering time and meeting with clients).

Use your notes to identify the patterns in the work you do. Jot down times when you often get interrupted. Note when you feel most productive. Think about what time of day is best for you to perform tasks that require the most focus and thought. Consider where you work best on certain types of projects.

While you are capturing this information, think about your current system for tracking your to-dos. Sticky notes? Legal pads? Is your to-do list on your computer, phone or tablet? When is the last time you updated your to-do list? Do you only make a list of things to do when you can’t keep track of everything in your head? Maybe it’s time for a new system?

It may take a week to gather enough information to identify some patterns, so keep at it. Your notes should be detailed enough to jog your memory and help you act as a productivity consultant for yourself.

Review and reflect

The key success factor is to actually take time to review your notes. Remember that note you made on your best time for projects that require focus and thought? Schedule an appointment with yourself at that time slot to review the remaining notes you have made on your workflow. What stands out to you? What patterns developed? Are there types of tasks that are similar in nature? The idea here is to evaluate how you are doing things to make sure that you are being as effective as possible.

Ask yourself: Am I the best person to perform all these tasks? Learn to delegate what you can to keep yourself free to focus on things that require your particular skills.

Draft a plan and do

You have created and reviewed your workflow. Now, it is time to draft workflow plans. Start the week by scheduling several two-hour appointments on your calendar to work on projects that take large blocks of time to complete. Choose several projects to work on during those times. Discipline yourself to actually do what you said you would do that day.

Next, make a list of the next steps needed to move your projects forward this week. Keep that list up to date, organized by the type of tasks to be completed (e.g., a list of phone calls to be made when you have access to a phone). Microsoft Outlook Tasks or a smartphone app are great for tracking and sorting these tasks.

Think through the best place to do a task. For example, don’t write out a long email on your smartphone. Put “draft email to atty smith re: property transfer” on a list of things to accomplish when you have a full-sized keyboard available (or access to dictation).

Finally, draft checklists for yourself (and your assistant) on what to do with the various inputs you face every day (email, snail mail, etc). As an example, I have a workflow plan for turning my snail mail into email for review. I take my snail mail directly to a scanner and scan it to my email. I return to my office, handle any immediate actions from the mail and file the paper mail. Later, I review and file the email with my workflow for processing email.

Draft and work your workflow plan. Review and revise it as necessary. Continue to improve your processes until they work as smoothly and effectively as you do at your best. You will feel more in control and better able to focus on tackling the work – and fun – that comes your way.•

__________

Seth Wilson is a partner at Hume Smith Geddes Green & Simmons LLP in Indianapolis. In addition to practicing law, he helps manage the day-to-day technology operations of the firm, and frequently speaks and advises on legal technology issues. The opinions expressed are those of the author.

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  1. Call it unauthorized law if you must, a regulatory wrong, but it was fraud and theft well beyond that, a seeming crime! "In three specific cases, the hearing officer found that Westerfield did little to no work for her clients but only issued a partial refund or no refund at all." That is theft by deception, folks. "In its decision to suspend Westerfield, the Supreme Court noted that she already had a long disciplinary history dating back to 1996 and had previously been suspended in 2004 and indefinitely suspended in 2005. She was reinstated in 2009 after finally giving the commission a response to the grievance for which she was suspended in 2004." WOW -- was the Indiana Supreme Court complicit in her fraud? Talk about being on notice of a real bad actor .... "Further, the justices noted that during her testimony, Westerfield was “disingenuous and evasive” about her relationship with Tope and attempted to distance herself from him. They also wrote that other aggravating factors existed in Westerfield’s case, such as her lack of remorse." WOW, and yet she only got 18 months on the bench, and if she shows up and cries for them in a year and a half, and pays money to JLAP for group therapy ... back in to ride roughshod over hapless clients (or are they "marks") once again! Aint Hoosier lawyering a great money making adventure!!! Just live for the bucks, even if filthy lucre, and come out a-ok. ME on the other hand??? Lifetime banishment for blowing the whistle on unconstitutional governance. Yes, had I ripped off clients or had ANY disciplinary history for doing that I would have fared better, most likely, as that it would have revealed me motivated by Mammon and not Faith. Check it out if you doubt my reading of this, compare and contrast the above 18 months with my lifetime banishment from court, see appendix for Bar Examiners report which the ISC adopted without substantive review: https://www.scribd.com/doc/299040839/2016Petitionforcert-to-SCOTUS

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  4. I'm the poor soul who spent over 10 years in prison with many many other prisoners trying to kill me for being charged with a sex offense THAT I DID NOT COMMIT i was in jail for a battery charge for helping a friend leave a boyfriend who beat her I've been saying for over 28 years that i did not and would never hurt a child like that mine or anybody's child but NOBODY wants to believe that i might not be guilty of this horrible crime or think that when i say that ALL the paperwork concerning my conviction has strangely DISAPPEARED or even when the long beach judge re-sentenced me over 14 months on a already filed plea bargain out of another districts court then had it filed under a fake name so i could not find while trying to fight my conviction on appeal in a nut shell people are ALWAYS quick to believe the worst about some one well I DID NOT HURT ANY CHILD EVER IN MY LIFE AND HAVE SAID THIS FOR ALMOST 30 YEARS please if anybody can me get some kind of justice it would be greatly appreciated respectfully written wrongly accused Brian Valenti

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