Welcome To

1. Welcome To A Short Program on Productivity and Time Management Northeast Utilities January 29, 2013 Bill Jawitz

2. A Little Help Please?

3. Post-Merger Context • Reduced resources • Multiple IT platforms • New people (colleagues & clients) • Shifting culture • Natural resistance to change

4. Response to Change Acceptance & Hope Shock Reconstruction Anger Upward Turn Depression

5. So perhaps . . . • To support each other even more • To practice even more refined decision making • To focus even more on best practices • To grow your skill sets

6. Materials • TM Self-Assessment • Top Time Wasters • Daily Planning Checklist • Task Time Estimate Log • Best email practices • Time Management Tips Handouts

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8. The 8 Elements • Plan Effectively • Capture & Review Tasks • Prioritize & Schedule Time • Delegate & Supervise • Organize Your Info & Space • Optimize Procedures & Systems (email) • Manage Expectations & Boundaries • Know and Grow Self & Others

9. Three Truths about TM • It’s a misnomer • Self and others • Always more to do than time available • Choice management • If you don’t control how you spend your time, events and other people will

10. Span of Control • What can you control? • What can you influence? • What is truly beyond your control/influence?

11. ProductivityDefined Rate of output relative to labor and materials The quality of something that causes or assists healthy growth

12. The 80/20 Rule 80% Output 20% Input

13. Smooth Processes Legal workflow • File opening / closing • Research • Doc creation & mgmt. • Discovery; dockets • Outside counsel mgmt.

14. Process Schematic

15. Wheels & Checklists

16. Daily & Weekly Planning • Self-Assessment – How well do you plan? • Daily and weekly planning is THE first and most important discipline • 15 minutes each morning • 30-45 each Monday

17. Daily Planning Do first thing Handout Block in time Estimate to-do time Select to-do’s Scan next few days Adjust as needed Determine whitespace Review your schedule Review your to-do’s

18. Daily Planning

19. Types of Tasks to Block Daily and/or weekly: • Production (client work) • Communication (initiating or responding) • Admin (time recording) • Client development

20. Time -Task Estimates • Check whitespace • Determine scope • Pause to reflect • Add 33% • Track for one week Handout

21. Planning Benefits • Makes you proactive, less reactive • Puts anchors in your day • Reduces interruptions • Minimizes multitasking

22. Myth of Multitasking A B C D E F G . . . . Z 1 2 3 4 5 6 7 . . . . 26 E A D F G B C 7 6 1 5 3 4 2

23. Cost of Interruptions 15 165 11 2.7 hrs a day 825 687 hrs 41,250 687 / 248 Stress: higher risk of mistake, increased rework, longer hours, more frustration

24. Types of Interruptions • Good Interruptions (when you do it) • Bad Interruptions (when someone else does it to you)

25. Minimize Alerts • Try it for an hour a day • Search YouTube to learn how

26. DND Your Phone Even for 30 minutes a few times a day

27. Prioritizing • Pick 2-3 must-do’s per day during planning time • Establish precise, incremental objectives • Build in Buffer blocks • Reassess every 90 minutes and adjust

28. Prioritizing Make criteria explicit • Contributes unique value • Will build capacity • External deadlines • Speed to completion • Removal of impediment

29. Urgent &/or Important Important but Not Urgent Urgent and Important Urgent but Not Important Not Important and Not Urgent

30. Managing 360 • Across, up & down • Your clients, colleagues, and outside counsel • Your boss(es) • Your support team

31. Education What do you need from people so you can serve them most effectively? • More specificity? • Less micro-managing? • More lead time? • Better prep?

32. Education • Everyone’s favorite station: WIIFM • Share how their cooperation will get them more of what they want

33. The Effective NO

34. The Roots & Fruits of NO YES? NO YES!

35. What to Say No to • Coordinating or doubling up on meetings • Initial or low-level research • Non-legal work • What else?

36. How to Say No • Acknowledge request first • “That’s not something we’re able to accommodate” • “I’ll be able to get to that in __ days/weeks” • ???

37. Enforce Boundaries “A lack of planning on your part does not constitute an emergency on my part.”

38. Control Phone Time Establish timeframe at the front end of each interaction

39. Personality Styles • Drive • Influence • Steadiness • Compliance DISC Style Indicator

40. Email Overload • Multiple inboxes with rules • Batch email response time • Educate others Handout

41. Time Spent on Email 41.3 ten-hour days per year 248 2 50 12,400 24,800 413 hrs

42. Get Control of Email

43. Subject Line Prefix Categories: • Action Needed • Information • Request • Confirmed • Delivery ACTION NEEDED: Schedule Jones deposition for next week DELIVERED: Baker summary judgment motion for your review

44. Subject Line Suffix EOM (End of message) NRN (No reply/thanks needed)

45. Subject Line As Message • Change subject line instead of re-using an old email • Don’t perpetuate bad subject lines

46. Effective Content Concise and focused • 1 subject per message • 1 thought per paragraph • Main points, attachments and action request at top • Use bullets • Short sentences • No jargon

47. Recap • Transition  Opportunity • Productivity = making things healthier • You can control & influence • The planning imperative • Prioritizing consciously • Expectations and boundaries • Use good email practices

48. Five Frogs Were Sitting. . . Wish Want Intend Commit Act Persevere Achieve

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