ADMINISTRA TOR’S ADVANTAGE › alachicago.org › resource › resmgr › ... · 2019-09-02 · March / April 2016 The Administrator’s Advantage 3 ADMINISTRA TOR’S ADVANTAGE

INSIDE:Legal Industry Issue

10 What You Better Know About Your

401K Plan

By: Gene Witt, AIF 14 Virtual Solutions for Real Companies

By: Ron Bockstahler

18 Work-Life Balance: How to Find it and

Keep in Control

By: Paul Shaheen, RHU

MARCH / APRIL 2016 ISSUE FOR THE GREATER CHICAGO CHAPTER OF THE ASSOCIATION OF LEGAL ADMINISTRATORS

ADMINISTRATOR’S ADVANTAGE

20 Creating Your Own Estate Plan or Creating

an Estate Plan on Your Own

By: Julie S. Pleshivoy, Esq.

22 Leveraging the Power of Mobility Within

Your Office Space

By: Jon Milonas

26 Engage Your Team and RETREAT

By: Patricia Olejnik

2 The Administrator’s Advantage March / April 2016

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March / April 2016 The Administrator’s Advantage 3



From the Editor

Contents

The Administrator’s AdvantageMarch / April 2016

Newsletter Editor: Lisa Van Sant, CLM 312-648-2300 [email protected]

Newsletter Committee:

Susan [email protected]

Julie Van [email protected]

Jane [email protected]

Deborah Kuchta, [email protected]

Printing: Elk Grove Graphics 847-439-7834

Design:Heiniger Design, Inc. [email protected]

Photos: Front: ShutterstockBack: ShutterstockEvent Photos: RoboToaster

ALA Mission Statement: The Association of Legal Administra-tors’ mission is to promote and en-hance the competence and profes-sionalism of all members of the legal management team; improve the quality of management in law firms and other legal service organizations; and repre-sent professional legal management and managers to the legal community and to the community at large.

A Chapter of theAssociation of Legal Administrators

Legal Industry Articles Features

Upcoming Events . . . . . . . . . . . . . . . 5

President’s Message . . . . . . . . . . . . . 6

Member Spotlight . . . . . . . . . . . . . . . 9

Business Partner Profile . . . . . . . . . 13

Welcome New Members . . . . . . . . . 17

Member Farewell - Sally Mendoza 25

Got CLM? . . . . . . . . . . . . . . . . . . . . . 29

Member Farewell - Colette Hazard 30

Event Photos . . . . . . . . . . . . . . . . . . 32

Legal Levity . . . . . . . . . . . . . . . . . . . 34

Bi-Monthly Recap . . . . . . . . . . . . . . 36

What You Better Know About Your 401K Plan ............................................................10 By: Gene Witt, AIF

Virtual Solutions for Real Companies ........................14

By: Ron Bockstahler

Work-Life Balance: How to Find it and

Keep in Control ..........................................................18

By: Paul Shaheen, RHU

Creating Your Own Estate Plan or Creating an

Estate Plan on Your Own ...........................................20

By: Julie S. Pleshivoy, Esq.

Leveraging the Power of Mobility Within

Your Office Space ......................................................22

By: Jon Milonas

Engage Your Team and RETREAT .............................26

By: Patricia Olejnik

What’s hot in today’s legal industry? From alternative legal service models, to virtual offices/virtual law firms—working remotely—to keeping up with 401k benefits, to your work life balance and how to put a firm retreat together. Lots of good reads inside gathered by this awesome committee!

In our Legal Levity section is a spring cleaning article by our own Julie Van Eck. And, for the Chicago sport fan out there, a trivia questionnaire written by Susan Burdett’s son, Jason.

This year’s successful Charity Event (chaired by Ivie Cohn), the Roaring 20’s, is captured in pictures in this issue along with an interesting write up in Legal Levity about the 1920’s by Jane Klenck. And, we have two retirees we are honoring: Colette Hazard and Sally Mendoza: Congratulations and Best Wishes!!

Lisa Van Sant, CLMNewsletter Editor

Schoenberg, Finkel, Newman & Rosenberg, [email protected]


Business Partner Sponsors and Advertisers

Advertisers Index:

Algonquin Studios ............................................... 24DTI ....................................................................... 38 FSO Outsourcing ................................................. 31Garvey’s Office Products .................................... 16Genesis Technologies.......................................... 17 Keno Kozie .......................................................... 28Next Day Plus ........................................................ 2Project Leadership Associates .............................. 5Ricoh Legal ......................................................... 28UPS .................................................................... 39Warehouse Direct Workplace Solutions ............. 29

Business Partner SponsorsThe Greater Chicago Chapter wishes to thank all of our sponsors for their generous contributions and support:

Platinum Sponsor:

Next Day Toner Supplies, Inc.

Gold Sponsors:

DTIFSO Onsite OutsourcingUPS

Silver Sponsors:Garvey’s Office Products.Genesis Technologies Inc.Keno Kozie AssociatesKonica Minolta Business SolutionsNovitex Enterprise SolutionsProject Leadership AssociatesRicoh LegalWarehouse Direct Workplace Solutions

Bronze Sponsors:

1st & FreshABA Retirement Funds ProgramAdvantage TechnologiesALL-STATE LEGALAvanti Staffing, Inc.Baker Tilly Virchow Krause LLPBeacon Hill LegalCall One, Inc.Canon Business Process Services

Canon Solutions America, IncCBRE, Inc.Chicago Athletic Association HotelCoffee UnlimitedCompass Group / CanteenCORT FurnitureCushman & Wakefield of Illinois, Inc.Fifth Third Bank / PaycorFirst Choice ServicesGregg Communications SystemsGunlockeHiTouch Business ServicesICG-Interior Construction Group, Inc.IICLEImpact Networking LLCInterContinental Chicago Magnificent MileIST Management ServicesJensen Litigation SolutionsKraft & Kennedy Inc.LaSalle SolutionsLettuce Parties & Special EventsLexisNexisLower ElectricM.G. Welbel and Associates, Inc.Miller Bros. Engraving Co.MilliCare by Floor InnovationsNational Office WorksOptimized BenefitsPerfectLaw Software

Pohlman USA Court Reporting & Litigation ServicesPorcaro Stolarek Mete Partners, LLCProven Business SystemsR4 Services, LLCRippe & KingstonRobert Half LegalSL PensionsThe Horton GroupTuttle Printing and EngravingWerner PrintingWorkwell / Formerly The Classic Group

Website Sponsors:

Algonquin Studios


APRIL 21, 12:00 pm to 1:00 pmMid-Size Firm Meeting (GCC Members Only)Where: Deutch, Levy & Engel, Chtd.225 W. Washington St., Suite 1700

MAY 4, 12:00 pm to 1:00 pmLarge Firm Secretarial Managers/Supervisors Roundtable (GCC Members Only)Where: Drinker Biddle & Reath LLP, 191 North Wacker Drive, #3700

LegaL Business and TechnoLogy consuLTing soLuTions

Project Leadership Associates (PLA) is the largest

provider of business and technology consulting

services focused on the U.S. legal market. Since

1998, more than 450 law firms and corporate

legal departments have engaged PLA to

employ our proven expertise.

We deliver cost-effective legal solutions by

combining industry-leading technology knowledge

with our deep understanding of strategy, people,

processes, and legal operations.

our services

Strategy and execution

» Integrate law department practice and

administrative functions

» Plan and execute operations and litigation

strategy, implementation and outsourcing

» Leverage efficiencies via legal project and

matter management

BuSineSS operationS

» Save money and protect shareholder value

through effective quality processes and risk

management and general cost reduction

» Provide cost-effective eDiscovery collection, pro-

cessing, analysis, review and production services

» Review, recommend and re-engineer corporate

legal department best practices and operations

applicationS

» Select and implement software

solutions designed for legal teams

» Develop and deliver legal intranets,

extranets and websites

infraStructure

» Test and deploy new and upgraded

technologies

» Support legal technology and IT

functions in insourced and outsourced

environments

» Upgrade to current versions

of Microsoft Office, Windows,

Exchange and Lync

For more information about PLA’s Legal Solutions, contact Dan Safran at [email protected] or call 312-441-0077.

JULY 27, 12:00 – 1:00 pmLarge Firm Secretarial Managers/Supervisors Roundtable (GCC Members Only)Where: TBD

OCTOBER 26, 12:00 – 1:00 pm.Large Firm Secretarial Managers/Supervisors Roundtable (GCC Members Only)Where: TBD

UPCOMING EVENTS:

**PLEASE BE SURE TO CHECK THE CHAPTER WEBSITE FOR THE MOST UP-TO-DATE INFORMATION ON UPCOMING EVENTS


President’s Message

It seems like it was only yesterday that I started my term as President of the Greater Chicago Chapter. When you read this, my term as President will have ended and I will have passed the torch to Mary Lynn Wilson for her, Travis Larson and the new Board to make their imprint on this great organization.

It was an honor to have served as your President this past year and I thank the Board and its members for that opportunity and privilege. It went by a lot quicker than I had thought it would, but it is certainly not an experience I will soon forget. It was a learning endeavor and enabled me to grow both personally and professionally. Would I change anything? For the most part, I don’t think so.

As the Chapter’s incoming President, I was tasked with providing a common direction to the Board and Chapter as a whole. I established my vision for the Board and the organization at the beginning of the year at our board retreat. At that time, I challenged them to question the status quo, embrace change and take risks. I told them we can’t always play it safe and we need to travel outside of our comfort zone. Without taking risks, we won’t know if something works or doesn’t work. Without taking risks and making mistakes, we won’t grow as an organization. We had to be the antithesis of the law firms and the lawyers we work for who often times are loathe and resistant to change. They willingly responded to that challenge. I certainly saw and felt that throughout the course of the year. Hopefully, you did as well.

I was privileged to serve with a great group of individuals on the Board and for that I am grateful. I sincerely appreciate their service and hard work in making this past year a success. I can say with a high degree of confidence that the things we accomplished this year would not have been possible had it not been for them. They were up for the challenge I presented – ready and willing to embrace change, take risks and

Looking Back on a Transformational Year.

challenge the status quo. They were readily willing to disregard the oft cited reason for not being the agents of change—the fact that we may have always done things that way.

Looking back, I would try to do a better job of getting together more frequently with Board members on a one-on-one basis to touch base with them, support them and provide them with

guidance and direction. It isn’t always possible to do that though, with the demands of our day jobs. However, if I were to do it all over again, that would be my goal.

There is reason to be optimistic about the future as well. We have a generation of new Chapter leaders with unbridled energy and new ideas. Mary Lynn Wilson starts her term as President and Travis Larson stands in line to not only assist her in that task, but to succeed her the following year. Betsy Kopczynski, the Chapter’s Business Partner Relations Director, awaits her turn as the Vice President-Elect this year. They will follow through on many of the initiatives we started and continue the ones from prior years. They’ll bring their own style of leadership to the table and ideas to solidify the Chapter’s foundation in order to take this organization to the next level in an ever changing legal landscape. On the national level, there is reason for optimism as well. After a year of attempting to persuade members that LawVantage – Your Business of Law Society - should be the name

and brand of the national organization, the national Board heard members by voting it down. Prudently, they have decided to hold off on having any discussion regarding a new name and brand until 2017. In my view, these are bold and courageous moves that they need to be acknowledged for taking. Even more encouraging, they have taken demonstrative steps to partner and collaborate with Chapter leaders and members to Elevate ALA. Later this year we welcome ALA President-Elect Laura J. Broomell, CLM, whose leadership approach and style, I find to be refreshing. For a semblance of what I am referring to, I would encourage you to listen to a recent podcast featuring her on the second installment of the “State of the Association” at alanet.org/elevate.

While this may be my last column, I don’t plan on going away anytime soon. I will continue to serve as Past President/Historian for another year. I also plan on playing a supportive role to individual board members and the various committees of the Chapter. In the future, if asked, I may even consider serving on the Board again in another capacity. And there will probably be some other things that may or may not be ALA related that I undertake. You’ll continue to see me at various Chapter educational and social functions. If you do, please don’t be a stranger and say, “Hi.” I would love to catch up with you now that I have some more time on my hands.

John T. Podbielski, Jr., Esq, [email protected]

Learn. Connect. Lead.

President, Greater Chicago Chapter ofthe Association of Legal Administrators


Our Board Members

A Big Thank You to Our Outgoing Board

A Big Welcome to Our Incoming Board

(L to R) Deb O’Donnell, CLM, Jim Beavers, Ivie Cohn, Michelle Howe, Amy McCormick, Jane Klenck Kim Hull-Wyras, Alan Goldman, Lisa Van Sant, CLM, Susan Burdett, Mary Lynn Wilson, CLM, Jon Podbielski, Travis Larson

(L to R) Jaquie Ohrt, Kim Hull-Wyras, Michelle How, Ivie Cohn, Deb O’Donnell, CLM, Lisa Van Sant, CLM, Amy McCormick, Patty Winter, Jane Klenck, Jon Podbielski, Travis Larson, Susan Burdett, Mary Lynn Wilson, CLM, Alan Goldman, Mark Bridgeman, CLM


Board Members and Chapter Advisors

2016-2017 Greater Chicago Chapter Board of Directors

PresidentMary Lynn Wilson, CLMCray Huber Horstman Heil & VanAusdal [email protected]

Vice President / President-Elect/Region 3 RepresentativeTravis A. LarsonMorgan Lewis & [email protected]

SecretaryJane M. KlenckWhyte Hirschboeck Dudek, [email protected]

TreasurerMichael P. MotykaMarshall Gerstein & Borun [email protected]

Past President / HistorianJohn T. Podbielski, Jr., Esq.Arnstein & Lehr, LLP [email protected]

Vice President-Elect / Business Partners Relations DirectorBetsy Amaya KopczynskiEpstein Becker & [email protected]

CLM DirectorMary Ann Rojas, CLMPugh, Jones & Johnson, [email protected]

Communications/Website DirectorDeborah A. O’Donnell, CLMPattishall, McAuliffe, Newberry, Hilliard & Geraldson [email protected]

Large Firm DirectorCourtney M. Landon, Esq.Lathrop & Gage [email protected]

Mid-Size Firm DirectorKim Hull-WyrwasHall Prangle & Schoonveld, [email protected]

Small Firm DirectorJaquie OhrtSchoenberg, Finkel, Newman & Rosenberg, [email protected]

Membership DirectorSusan BurdettSugar, Felsenthal, Grais & Hammer [email protected]

Director of Member ExperienceSheri M. StoneAronberg Goldgehn Davis & [email protected]

Newsletter DirectorLisa Van Sant, CLMSchoenberg, Finkel, Newman & Rosenberg, [email protected]

Professional Development DirectorAmy [email protected]

Community Relations DirectorIvie CohnChicago Law [email protected]

Special Events DirectorLaura SearsGould & Ratner, [email protected]

Survey DirectorLarry J. FujaraPattishall, McAuliffe, Newbury, Hillard & Geraldson [email protected]

Finance AdvisorAlan GoldmanBarack Ferrazzano Kirschbaum & Nagelberg [email protected]

Human Resources AdvisorDeborah A. Kuchta, CLMLanger & [email protected]

Legal Industry/Business AdvisorMark Bridgeman, CLM, CRMU.S. Attorney’s [email protected]

Operations/Communications AdvisorPatty WinterForan Glennon Palandech Ponzi & [email protected]

Career Services AdvisorMichelle HoweDrinker Biddle & Reath [email protected]


Rachel BennerMember Spotlight

My name is: Rachel Benner.

I work for: Golan & Christie.

The firm & practice is: Full Ser-vice – Commercial and Business Litigation, Corporate Governance, Bankruptcy & Mortgage Foreclo-sure, Estate Planning & Taxation, Commercial Real Estate, Employee Law, Entertainment Law, Employee Benefits and ERISA.

My title is: Office Manager.

Before becoming an Administra-tor: I worked as a Paralegal and Executive Legal Assistant.

I have been working in the legal field for: 16 years.

I have a degree in: Advertising Design from Western Illinois Univer-sity and a Paralegal Certificate from Roosevelt University.

I joined the Greater Chicago Chapter of ALA because: I want-ed to be part of a community with shared knowledge to benefit all and as a resource to build friendships.

To be successful in legal admin-istration, one must: 1) See the big picture;

2) Be resourceful; and 3 Always strive to have the right team in place. No job is ever too big or too small

to accomplish – when you have the right team in place.

The thing I like best about being an [Office Manager] is: Working with people and helping the staff become polished professionals.

One of the challenges of being in legal administration is: Not ev-eryone understands your role and some think you know the answer to everything! LOL!

The best advice I’ve ever received is: Personal: Be nice to your loved ones! Professional: Show up to work with a smile and a can-do at-titude.

The best advice I would give to someone who is just entering the legal management field is: Have a good attitude, take notes, listen carefully, accept constructive criti-cism well, and admit when you’ve made a mistake and move on. Oh, and show up to work on time!

I try to motivate my staff by: Showing respect, building their skills, guiding their career path, in-stilling ownership in the role they play, offering lunch & learn ses-sions, gifting special time off, and planning fun activities.

If I weren’t an Office Manager at a law firm, I would like to: Manage any business or be a small busi-ness owner – fun stuff like imported

items, candles, collectables and artwork.

The last good book I re-read was: To Kill a Mockingbird.

The last good movie I saw was: Revenant.

The last big vacation I took was: Glacier National Park.

The one appointment I never miss is: Any scheduled event for my kids. Everything else can be re-scheduled.

In my free time, I enjoy: Travel-ing, spending time with my family, watching TV and reading. ADMINISTRATOR’S ADVANTAGE


What You Better Know About Your 401K PlanBy Gene Witt, AIF

So much attention has been given to the health insurance side of Employee Benefits since the implementation of the Affordable Care Act (ACA) that many companies often forget to pay attention to their 401(k) plan and the changes that are going on in this segment of the Employee Benefits Landscape.

Unlike the ACA, which resulted in higher cost to health insurance premiums for many employers and employees, the 401(k) marketplace has seen more opportunities for lower fee plans. However, more responsibility has been put on the plan sponsor to document a decision making process when it comes to their 401(k) plan, making the management of a plan confusing and challenging.

Evaluating a 401(k) plan is not an easy process. There are a number of factors that impact the cost of one plan compared to another. However, the most important thing business owners need to know is their responsibility to the plan and their employees. By law, employers must do what is in the best interest of its employees when structuring their retirement plans (legally recognized as “fiduciary duty”).

Who is a Fiduciary?A fiduciary is anyone that is in a position to make decisions that impact a plan. Many of the actions involved in operating a plan make the person or entity performing them a fiduciary. Using

discretion in choosing a platform, administering and managing a plan or controlling the plan’s assets makes that person a fiduciary to the extent of that discretion or control. Thus, fiduciary status is based on the functions performed for the plan, not just a person’s job title in the company.

Many 401(k) providers now offer different types of fiduciary services, but you should be aware that there are several types of fiduciaries (with terms such as 3(16), 3(38), or 3(21) services). These types of fiduciary services often deal with the investment options available on the platform. However, keep in mind that the decision maker of a plan sponsor (employer) is always going to be a fiduciary regardless of which services a provider offers them.

The Significance of Being A Fiduciary?Fiduciaries have important responsibilities and are subject to standards of conduct because they act on behalf of participants in a retirement plan and their beneficiaries.

These responsibilities include:• Acting solely in the interest of plan

participants and their beneficiaries and with the exclusive purpose of providing benefits to them;

• Carrying out their duties prudently;• Following the plan documents

(unless inconsistent with ERISA);

• Diversifying plan investments; and• Paying only reasonable plan

expenses.

The duty to act prudently is a fiduciary’s central responsibility under ERISA. It requires expertise in a variety of areas, such as evaluating investments. Lacking that expertise, a fiduciary will want to hire someone with that professional knowledge to carry out those functions. Prudence focuses on the process for making fiduciary decisions. Therefore, it is wise to document decisions and the basis for those decisions. For instance, in hiring any plan service provider, a fiduciary may want to survey a number of potential providers, asking for the same information and providing the same requirements. By doing so, a fiduciary can document the process and make a meaningful comparison and selection.


How do I figure out the fees in my plan? A number of 401K plans that have been in place for several years may be difficult to assess and could have high fees. We often see that plan sponsors and participants are paying higher fees for services they are not receiving. In addition, the investment options may not have been reviewed in many years, leaving participants with lower returns. This often happens when plan sponsors neglect reviewing or benchmarking their plan.

In 2012, new Federal Regulations required 401(k) plan providers to disclose fees in a 408(b)2 notice. These notices give a breakdown of fees that are paid out of the assets of a plan. However, many older plans may have more complex or confusing fee disclosure documents that make it difficult to determine the actual

fees paid out of the plan. It is wise to have a licensed, accredited professional evaluate plans.

Here are a few samples of the types of fees that may be associated with your plan. Please note that some of the fees may be coming out of the assets, or may be billed directly to the plan sponsor.Revenue Sharing Arrangements12b-1 FeesSub-transfer Agent FeesVariable Annuity Wrap FeesSEC Rule 28(e) Soft DollarsInvestment Management FeesCustodian FeesRecordkeeping FeesInvestment Advice FeesThird-Party Administration (TPA) Services

Keep in mind that the types of fees associated with your plan will depend on the type

of platform your plan sits on, which may be a: Proprietary Mutual Fund, Group Annuity contract, Sub-Advised Collective Funds or Open Architecture plan to name a few.

The Department of Labor (DOL) does not require that you have to have the lowest cost plan, but you need to provide some documented evidence that your plan and fees are competitive and reasonable for the services you are provided. Since each provider offers different services, the fees associated with the services need to be evaluated and should be reviewed periodically.

It often happens that plans that have been with a specific provider for a long time have higher fees than they should. Usually, plans with larger assets and average account balances should cost less as a percentage of assets than smaller plans.

This is often overlooked by employers as their current 401(k) provider may not bring this to their attention.

Be aware of plans associated with your bankMany banks offer 401(k) plans to their customers and plan sponsors need to be very careful as to their relationship with the bank. Sometimes the bank may offer an employer special consideration for a loan or line of credit because the company’s 401(k) plan assets are held at the bank. However, the employer should understand that it may be a breach of its fiduciary duty by not acting in the best interest of the employees or plan participants, regardless of how competitive these offers may be.

What actions should I take?BenchmarkingBenchmarking often enables plan sponsors to lower plan costs, expand and improve service offerings to participants and even reduce fiduciary exposure. Benchmarking would involve getting new proposals for the plan, comparing fees and analysis of the investments (associated costs and returns compared to equivalent investment classes), as well as comparing services and tools available to participants.

It is a good idea to benchmark your plan every 3-5 years. Benchmarking provides a clear picture from which to survey your company’s 401(k) plan and may help identify weaknesses to be corrected, and address important fiduciary liability issues.

Benchmarking is the key component of any 401(k) plan sponsor’s fiduciary compliance review. The Department of Labor isn’t looking for perfection from plan sponsors, but it does want to be

Legal Industry


assured they’re at least on the right path. Knowing how your 401(k) plan stacks up against a peer’s certainly places the plan sponsor on the road to fiduciary diligence.

Unfortunately, far too few 401(k) plan sponsors conduct these fiduciary self-assessments. Perhaps they are too busy running their businesses or think it is too much trouble. They may assume their present advisor or Third Party Administrator is taking care of it for them. Or, they may believe that making a change would be too time-consuming.Your current advisor should be providing you with benchmarking as part of the services for the fees they are paid. However, it is also a good practice to engage an independent advisor, one that is willing to earn your business, which allows you to compare reports. Please note that some advisors may be captive agents, meaning they can only sell one plan or get compensated more based on their relationship with the company. Occasionally, some advisors may benchmark a plan against providers they know are more expensive or they don’t want to dedicate the time and energy to review other alternatives.

Choosing InvestmentsMost 401(k) platforms will offer clients an array of investments that they can

choose to put in the plan. If the plan offers 3(38) fiduciary services, then the outside firm is qualifying the investments that the provider can offer. Sometimes the firm limits the fiduciary service to select investments depending on the fiduciary arrangement.

If you have a licensed financial advisor, it is good

to have someone that is certified as an AIF (Accredited Investment Fiduciary), CRPS (Chartered Retirement Plan Specialist), C(k)P (Certified 401 (K) Professional) or PPC (Professional Plan Consultant). These certifications are designations for advisors who offer more expertise in the 401(k) marketplace.Although the law does not require plan sponsors to adopt an Investment Policy Statement (IPS), it is a good practice to have a written guideline on the criteria investments need to meet in order to be offered in the plan. Once the IPS is written, the plan sponsor and the Advisor can identify investments that are qualified to offer in the plan. For example, a general rule of thumb is that investments should be in the top 50 percentile of their peer group (comparing performance, manager tenure and other categories). Companies with plans that have significantly large assets over $20 million often establish an investment committee to review investment performance.

Annual ReviewOnce the plan is up and running, the plan sponsor and advisor need to have an annual review of the investments in the plan, evaluate performance, identify and red flag investments that fall below the criteria and replace them when necessary.

The key to having a successful plan and being compliant is to develop a process, and document it !! ADMINISTRATOR’S ADVANTAGE

Gene Witt is a Financial Advisor with Cetera Financial Specialist LLC. He started his firm Optimized Benefits in 2003 to help business owners navigate the complex landscape of Employee Benefits.

Gene began his professional career here in Chicago when he joined the management team of Rich Melman’s Lettuce Entertain You Group. After several successful years and managing a number of operations for Melman, Gene was offered the opportunity to become director of operations of The BICE Ristorante group where he over saw the operations of 6 national restaurants. Before becoming a financial advisor, Gene had the opportunity to be involved in a few prosperous start-ups within different segments of the food industry. Gene’s diverse background and operations acumen has proven to be a value to his clients and often provides advice beyond investments and insurance needs. Gene is currently a candidate for the Illinois House of Representatives for the 12th District

For more information Contact Gene at312 263 1590 X 101

Securities offered through Cetera Financial Specialist LLCMember FINRA/SPIC Advisory Services offered through Cetera Investments Advisors LLS

Cetera is not affiliated with any other entity

Legal Industry


Joanna Davidson

Business Partner Profile

My name is: Joanna Davidson.

I work for: National Office Works.

The company’s product or service is: Office and Facility supplies.

My title is: Owner- President and CEO.

Before becoming a business partner to the legal market, I was: Director of Contracts at a publicly traded Chicago real estate investment fund.

I entered the legal market because: Two reasons: 1) I thought with the number of Chicago based firms, there was a need for a local presence. A partner headquartered in Chicago, where so many in the industry spend a majority of their time. Buying local helps keep our money in our neighbors, our schools, and helps fund our first responders. 2) With diversity and inclusion being such a factor, our Women Business Enterprise designation (WBE) could help firms reach their goals through the procurement of office and facility supplies.

I have a degree in: Bachelors in Marketing from Loyola University of Chicago! Go Ramblers!

I support ALA because: It’s a great organization that is welcoming to business sponsors like National Office Works. We truly appreciate the opportunity to meet such great people. The casino night was a true testament to the members’ character; everyone I met was so welcoming.

To be successful in the legal market, one has to: I won’t even begin to think I could offer membership advice on how to be successful in the legal market. I will

say we are 110% committed to helping you be successful. The lifeblood of our company is mutually beneficial business relationships.

The thing I like best about being a business partner to the legal market is: The administrators. We appreciate the pressures involved in ensuring an efficient and effective firm. It’s the economy we now operate in – do more with less. It’s a stressful position, but when you meet the membership at an event they are very social people who are just fun to be around.

The best advice I have received is: Treat others the way you want to be treated. This works in personal and business life. I attribute National Office Works’ over 95% customer retention rate to this advice. I started the business 9 years ago under this philosophy, and we’ve grown every year since.

The best advice I would give to someone just entering the legal market is: Make sure you have a passion for the position. If you don’t love something, odds are you aren’t putting your all into that position.

I try to motivate myself and/or my staff by: Being inclusive. Our decisions as a company are steered by our entire team. I don’t profess to be the best business person in the world, but surrounding yourself with a great team is paramount to your success. Our team is motivated knowing they have a say in the direction of our business.

Three things I do well are: Swimming, cooking, reading.

While I love my current job, my dream job would be: Travel Food Explorer. I enjoy new places and new faces, and believe you can really experience the flavor of the culture (quite literally) through the food. I am always excited to explore new cuisines and being paid to document those adventures sounds too good to pass up!

The last good book I read was: Wow! Where do I start? Although I do have a favorite in every genre, my favorite was The Survivor, by Kyle Mills. It is the first book written by Kyle in the series of novels written by Vince Flynn about a character by the name of Mitch Rapp. He’s an operative who is very “aggressive” in protecting our country from those who wish to do us harm. The books were so well received, there is a planned film adaptation of the first book. It could be the next Bourne-type character we see on the screen!

The last good movie I saw was: Zootopia. With two small boys, my choices are limited to Disney and Pixar movies for the foreseeable future.

The last vacation I took was: To Orlando to see my godchildren, Ethan and Emma!

In my free time, I: Shuttle my two boys – Liam (6) and Kellan (4) from hockey to baseball to golf. Teach them how to read and explore, and enjoy their childhood! Of all the advice I’ve received from other parents, the most common is to enjoy it. It

goes by quickly! ADMINISTRATOR’S ADVANTAGE


Virtual Solutions for Real CompaniesBy Ron Bockstahler

If you have the credentials and the desire to be a practicing solo attorney or manage your own firm, but the cost of renting office space is deterring you, a virtual office may be the perfect solution.

This turnkey business operation is giving professionals from solopreneurs to mid to large-size firms a lucrative cost-saving advantage in business ownership.

In the past, few options were available to those wanting to manage their own practice. The traditional brick-and-mortar office was the best way to ensure potential clients of your legitimacy. As an attorney (and with many other professionals), working from a home office is only successful until you need to meet with clients. Not many clients are likely to return after a consultation in your living room, and a coffee-shop meeting raises a lot of questions. So if you couldn’t afford an impressive office space, dreams of opening your own practice were just that, dreams.

Introducing the Virtual OfficeWorking with advancements in technology and communication, virtual offices give you the freedom and flexibility of managing a business from anywhere, while maintaining a reliable and professional appearance for your clients. Run your practice from your home or even another state or country.

A virtual office isn’t easily defined. Unlike a traditional office space, a virtual office is managed virtually. A true virtual office is a business setup that works without a dedicated office space. Business owners and employees work remotely from any location using computers, email, phone, and video conferencing for communication. Meetings can also be

held over video conference and documents can be transferred electronically.

However, to truly reap the rewards of going virtual, businesses should look for companies that provide virtual office services and solutions. This is how you maintain a professional appearance for your clients.

Virtual office solutions are offered by individual companies. They provide an array of services to assist virtual businesses with managing their clients and day-to-day responsibilities, which they maintain out of their own office space or multiple spaces. These services differ depending on the provider, but a true virtual office solutions provider should at least offer the following:• Prestigious Business Address - Pay for the use of an

impressive address for your business, rather than leasing the actual space. The virtual office solutions company owns or leases the space, and in turn, leases the address out to you. This address can be used as the physical representation of your business and displayed on all marketing and promotional material. Although virtual clients don’t have a dedicated office space, this address and location becomes the home-base for their company.

• Dedicated Phone Number with Personalized Answering Service and Call Forwarding - A phone number committed to your business with live, personalized call answering which can be forwarded to the client, a voicemail, email, or other service.

• VoIP Technology - Communicate clearly and easily anywhere in the world with VoIP using an Internet or wifi connection.

• Mail and Package Handling - All mail and parcels sent to the business address are received and signed for. Delivery arrangements vary from here, but usually offer delivery to


client, opening, scanning and emailing to client, uploading to a cloud-based system, or faxing to client.

• Reception Services - A reception service is provided to greet clients that are coming in for a meeting or conference. In some cases, these may be the same people who field your calls, and handle your mail, working out of one office center.

• Conference/Meeting Rooms - Rooms for holding confer-ences or meetings are available for drop in use to virtual businesses, typically paid for hourly, daily, or monthly.

• Amenities - Top-of-the-line amenities include broadband Internet, printer, copier, and fax machine, advanced phone features, conference calling, video conferencing, a kitchenette and a professional lobby/waiting area.

• Casual Workspace - Day offices available as first-come-first-serve for those needing temporary use of a private office, typically paid for hourly, daily, or monthly.

• Co-working Space - Shared space with other professionals to network or work away from home, in an open-office environment.

The great thing about having a virtual office is that you determine your level of commitment based on your needs. One might utilize all or only some of the features a virtual office offers. You only pay for what you need.

Essentially, what you gain from using virtual office services are all of the amenities of a professional business without having to invest in setting up an actual office space. You have the flexibility to be at home, out of the home-out of the country even, while still maintaining the appearance of being in the office and available to your clients should you choose to be.

Benefits of Virtual Office SpaceSo you now know the many aspects a virtual office space offers, but how does that benefit your practice?

1. Cost Savings - The savings from using a virtual office are significant and widespread. Without the added cost of a physical office lease, virtual office users are able to save a substantial portion of their business budget. They are also able to save on utilities and added amenities like Internet and phone that traditional office users are responsible for. Savings are also incurred from little-to-no commute costs to get to and from work.

When combined with virtual office service providers, the savings are even greater. With a traditional office space, comes the added expense of paying for office and management staff. Virtual office services maintain their own employment and staff, saving you from paying salary and benefits like healthcare.

This is also advantageous for those with little-to-no startup backing, to give them a chance to grow their revenue. The savings from using a virtual office can also be re-invested into the company where it is actually needed.

2. Impressions Still Matter - The one thing that hasn’t seemed to change much; clients still like to be impressed. Your knowledge and experience should be enough to win them over, but they won’t know that until you get them through your door. Virtual offices provide services that make a great first impression with reliable phone contact and a prestigious business address. If a client feels like you are investing wisely into your business, they are likely to believe you extend that care into your services.

3. Focus On The Big Jobs - Time is a luxury hard to find when running a business. Top-notch virtual service providers offer services that present business solutions, allowing business owners to put their focus where it is most needed. Focus on your job, while the virtual office service handles the rest. Typical workday distractions like client phone calls and managing staff are handled elsewhere, leaving you and your team to stay on top of the tasks at hand.

4. Physical Space When You Need It - As discussed earlier, in most professions, there will be times when meeting with clients or other professionals is necessary. Skip the coffee house. For these moments, virtual offices provide use of conference and meeting rooms. Temporary office space and co-working areas are also available from full-service providers.

5. Room for Growth - Whether you are a solopreneur or mid to large-size firm, virtual offices are flexible with room to grow. With low overhead costs and high credibility, virtual companies have an opportunity to reinvest in their business as it grows. And since a virtual office can essentially be managed from anywhere, there is no restriction on where you can garner clients. A virtual office also opens doors for

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Legal Industry

networking opportunities with other professionals using the same virtual services. As word-of-mouth referrals are a key component of gaining new clients, this can give virtual office users a leg-up in the networking world.

This is only a snippet of the full range of benefits you may discover from a virtual office. Obviously a virtual office isn’t the solution for every business. Some companies require daily operations to be handled as a team, in office. For those that can manage working from home, however, a virtual office provides

the perfect combination of technology and communication to get the job done while still portraying your practice as a legitimate and trusted business.

With the constant progression of technology, the continued acceptance of flexible workspaces, and the increase of real estate costs, the need for a traditional office space seems harder to justify with virtual offices being such an affordable and accommodating alternative. So if your dreams of opening your own practice are still crying for attention, consider making it a virtual company and save yourself a lot of stress and investing. ADMINISTRATOR’S ADVANTAGE

Ron Bockstahler is co-founder and CEO of Amata Office Solutions, Chicago’s largest privately owned virtual office solutions and office suites and provider. Founded in 2002, Amata specializes in

virtual office service offerings, coworking, and office solutions for companies requiring up to 10,000 square feet of office space. A licensed brokerage, Amata’s clientele includes businesses of all sizes, including solo practitioners and startups, as well as large corporations looking to establish satellite locations in Chicago. Amata recently launched aLawCenters.com to provide their attorney members with additional services. Connect with @AmataOffices on Twitter.


New Members -

Jessa BakerChief Operating OfficerApplegate & Thorne-Thomsen (30 attorneys)626 W. Jackson Blvd, Suite 400Chicago, IL 60661

Brian CizasAdministrative ManagerPaul Hastings (42 attorneys)71 S. Wacker Dr, 45th FloorChicago, IL 60606

Gail JernbergOffice ManagerMauck & Baker, LLC (5 attorneys)1 N. LaSalle St, Suite 600Chicago, IL 60602

Adam KaufmanBenefits Manager | Office ManagerBuckleySandler LLP (150 attorneys)353 N. Clark St, Suite 3600Chicago, IL 60654

Sharon PittsSecretarial Services ManagerMayer Brown LLP (370 attorneys)71 S. Wacker DriveChicago, IL 60606

Lisa WallaceDirector of AccountingMiner, Barnhill & Galland PC (13 attorneys)14 W. Erie StreetChicago, IL 60654

Maritza ZitzerManager of Secretarial ServicesRopes & Gray LLP (68 attorneys)191 N. Wacker Dr, 32nd FloorChicago, IL 60606

William MechExecutive DirectorCunningham, Meyer & Vedrine, PC (30 attorneys)4200 Cantera Dr, Suite 112Warrenville, IL 60555

Patricia SullivanOffice ManagerLeydig, Voit & Mayer, Ltd. (80 attorneys)180 N. Stetson AvenueChicago, IL 60601

Members on the Move – Betsy KopczynskiOffice Administrator (275 attorneys)Epstein Becker Green227 W. Monroe St, Suite 3250Chicago, IL 60606

Donna JohnsonOffice AdministratorFox Rothschild LLP (14 attorneys)353 N. Clark St, Suite 3650Chicago, IL 60654

Jena Neisler, CLMFirm AdministratorRiley Safer Holmes & Cancel LLP (22 attorneys)70 W. Madison St, Suite 2900Chicago, IL 60602

Daniel CampioneBilling ManagerAxiom Global, Inc. (250 attorneys)33 W. Monroe, Suite 300Chicago, IL 60603

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The Greater Chicago Chapter Welcomes its Newest Members:


Work-Life Balance:How to Find it and Keep in ControlBy Paul Shaheen, RHU

When the ALA asked me to write an article about work-life balance, I couldn’t have been more excited, being as, in my opinion, no space is more work-life balance challenged than our own legal industry.

Having read many articles and spoken to many folks about the subject over the years, my two biggest take-aways are this:

First of all, don’t let anyone tell you that work-life balance is just a buzz word for being unmotivated.

And second, work-life balance, if endorsed and managed properly, can be a huge advantage for law firms, or, if not properly addressed, a significant negative.

Let me break these down:

-You can live a healthy well-balanced life AND be a high achiever at the same time.

When the notion of work-life balance first started coming into play, I remember hearing some old guard attorneys grumble that “kids today just don’t want to work hard and pay the price to become partner like they used to.”

And I still hear it on occasion- even today.

Here’s the problem: Sure you can put in 60-70 hours a week, get your work done and meet your firm’s billable hour requirements, but over time, how does that help you and the firm if you’re not getting enough rest, eating well, exercising, and making time for

your family? Sure, life is about making sacrifices for the long term greater good. We all have to work late hours at times, and perhaps even a weekend or two, but, unless you’re Batman or the Green Hornet (sorry, I’m a product of 60’s pop culture!) there’s no such thing as leading a double life anymore. If succeeding at the office means your physical, financial, and family life take a hit, all your efforts, in the long run, will be for naught.

There is nothing more important than coming to work rested and feeling positive. In some ways, it’ simply part of what ‘emotional intelligence’ is all about, i.e, having the internal wisdom to know there is a time and space for everything. We all know what absenteeism is, but don’t forget presentee-ism: when you’re at work but have everything on your

mind EXCEPT work, which is, arguably, even worse from a productivity standpoint.

It’s often said that today’s millennials have different values that that of their elder (baby boomer) peers. That’s an interesting (and frequent) topic of late, but the point is, many people these days are simply looking at life differently, and in many ways for all the RIGHT reasons. Between wanting to marry and have a family, not

to mention the horrendous amount of student loans they bring to their first job after college and/or law school, the idea of working 80 hours a week just to make partner may not be as appealing as it once was. Some may want to work for legal non-profits, or perhaps work as an in-house council. Now, some may feel FORCED to work those long hours (and give up that non-profit opportunity) simply BECAUSE they are so much in


debt, but it hardly makes them feel good about it.

All the more reason work-life balance has never been more critical for one’s own well being and productivity. For at the end of the day, what matters most is living your best life and and being your best self, for your clients, your work colleagues, your family, and everyone else around you.

Some tips on staying in balance:

• Seven hours of sleep. In fact, pick one night a week and go to bed early, say, around 9 PM. You like the late night comedy shows? Great, me too. Watch them on demand the next night or over the weekend!

• Don’t eat after 8 pm, and when you do eat, eat well, in whatever manner you feel works for you. I admit I remain FAR from having a well balanced diet every day, but I DID stop drinking soda three years ago and my body hasn’t stopped thanking me for it. Now if only I could cut down my Starbucks intake... (LOL)

Legal Industry

• Track your time spent both at work and on personal activities. Get to work on time, but LEAVE on time as well. And what’s left at work, STAYS at work.

• Delegate whenever you can. At home, organize your tasks, like running errands in batches, and doing a load of laundry every day as needed, rather than waiting to do it all at once. Do what needs to be done, and let the rest go.

• Make a list of activities, be they work and personal. This helps you stay focused and on track. When possible, don’t be driven by other people’s priorities.

• Ok, maybe it’s impossible to shut off your cell phone, but make a point, after a certain hour at night, and on the weekends, to leave it be. Be with your family instead, and be present with them. Relax, watch a little TV, or read.

• It’s ok sometimes to say NO....Enough said.

For firms overall, promoting life balance is critical to employee retention. If your best talent gets burned out, how will they ever even consider staying, becoming a partner or perhaps even a managing partner? And furthermore, if they leave, how will law firms sustain themselves over the long haul as today’s leaders age out and/or retire?

Indeed, sometimes, less can truly be more. ADMINISTRATOR’S ADVANTAGE

Paul V. Shaheen, RHU is Vice President of The Horton Group, and chair of Horton’s Law Professionals Practice, dedicated to sound employee benefit, benefit compliance and employee

wellness solutions for law firms and law related companies. Paul can be reached at 312-917-8623, or by email at [email protected].

What does Paul do for life balance when not managing benefits for clients or spending time with family? He enjoys singing, especially for ‘Physical Damage,’ Horton’s in house rock-and-roll band.


The popularity of online legal services in many fields ranging from income tax preparation to estate planning has grown in recent years. Online legal service providers, such as LegalZoom, Lawdepot.com, LawyerAhead, Rocket-Lawyer, Nolo, Corporate Filing Solutions Made Easy, BusinessRocket.net, We The People, Standard Legal, and others, offer its customers the tools to create computer-generated documents at low cost. Most website-based services incorporate a simple questionnaire that walks a customer through a number of questions, choices, and click-the-boxes, and, after that process is complete and the customer pays a fee, which is substantially lower than any attorney would charge, the documents arrive in the mail. While these services provide the tools to enable a consumer to create an estate plan, these “do-it-yourself ” projects should be undertaken with caution.

Estate planning, like other specialized legal fields, is complex, and those who seek to replace proper professional advice with a do-it-yourself online document should understand the effects of their actions. We, as consumers, do not engage in surgeries at a minute clinic, so why would we want to plan our wealth for our loved ones with a 30-minute online

survey? For many individuals, the online options may be inadequate or incomplete, but the greatest danger of preparing one’s estate plan with LegalZoom or other “do-it-yourself ” legal providers is that they lull clients into a false sense of security.

A Will is a document that survives death and carries a legacy that can have lasting financial and emotional consequences on those who matter most -- our loved ones. Drafting mistakes in this important document can profoundly alter familial relationships, leaving our family members at best confused or disappointed and at worst tangled in hostile litigation. While a computer-generated Will may include the basic provisions and name the people listed in the initial questionnaire, there is just no way a simple form can meet a client’s expectations to deliver the specific type of legal document needed. From guardianship to religious upbringing to distribution of assets, every single person’s situation is different. Even in the simplest of cases, such as a single person, an only child, with both parents still alive, and no complex investments, having your parents inherit your assets could have a negative impact on the parents’ situation. These ramifications should be discussed with an estate planning attorney before that provision becomes part of your Will.

An estate planning lawyer provides more than technical expertise in drafting complicated documents. Most have extensive experience in counseling clients in decisions relating to the selection of guardians, executors and other power holders. For example, most have helped couples consider the various possible options in selecting a guardian for their minor children. That decision often seems simple, but the guardian candidate may have a less than ideal spouse, no financial experience, or simply be unwilling to serve. Before making any decisions, many couples may need to understand the role of a guardian before being able to nominate someone for that role. The estate planning attorney plays an important role in these and many other estate planning discussions.

Besides the customized personal advice, the estate planning attorney is trained to draft Wills that clearly state the testamentary intent to dispose of assets, as required by law. The language used in testamentary documents must be dispositive in nature, so a letter of instruction or words stating a person’s

Creating Your Own Estate Plan or Creating an Estate Plan on Your OwnBy Julie S. Pleshivoy, Esq.


general preferences will not suffice. Those customers that prefer a “create your estate plan on your own” approach run the risk of using words, terms or descriptions that could fail to make effective dispositions. As a result, the Wills they prepare may be void under the law, or the language may render the dispositions unenforceable.

So, what if a dispute arises as a result of your Will being void or insufficient to dispose of your property? The court will often hear allegations as to the decedent’s intentions from interested family members. There is no way to ask a computer to verify the decedent’s intentions. An estate planning attorney is likely to have notes and records of the decedent’s wishes and reasons for specific provisions in the Will. Who will be going to court with your family to effectuate the provisions in your Will? Different states have adopted rules as to the probate of Wills. Some are more complicated than others, but the person drafting a Will should know them. In addition, many states presume that a Will was revoked if the decedent had it in his possession and it cannot be found at death. If, however, an estate planning attorney

keeps the original Will, this presumption of revocation does not exist. For that reason, most estate planning attorneys keep their clients’ Wills in a vault.

A Will generally governs the disposition of assets held in the decedent’s name alone, referred to as “Probate Assets.” If most of the assets are governed by beneficiary designations or other arrangements, the provisions in the Will do not necessarily control. An experienced estate lawyer can assist the client with the proper coordination of the titling of the assets to the Will, helping to ensure that the client’s desired objectives are harmonized with the structure of his assets.

Some other reasons to consider hiring an estate planning attorney versus a “create your own estate plan on your own” is to properly address future life events. Life events, such as death, marriage, divorce, birth of children and grandchildren, happen all the time and may alter the disposition of the assets in your estate plan. More importantly, our loved ones may have disabilities and special considerations that need to be addressed specifically in the documents. An experienced estate planning attorney will be able to properly assist and draft your estate plan to deal with these concerns. While there are many reasons to hire an estate planning attorney that we discussed, for certain people, the cost of doing a Will may be prohibitive. Before reaching that conclusion, however, you should explore the potential costs of engaging proper counsel to assist in estate planning and the benefits (for example, peace of mind) that come with such assistance. Moreover, the customer is often able to reduce the cost of estate planning by

Julie S. Pleshivoy, Esq. is a partner at the law firm of Sugar Felsenthal Grais & Hammer LLP with the focus on tax and estate planning. She

counsels individuals, families, business owners and financial institutions on estate planning, wealth transfer, and tax matters. She assists clients in developing and implementing their estate plans to address issues including estate and gift tax, wealth transfer and asset protection.

preparing for the initial meeting with the attorney. Because improper planning could lead to increased difficulty and expense in the administration of the estate, with the prospect of litigation among the intended objects of the decedent’s dispositions, it behooves you to consider the consequences of improper planning before you create a Will online. For those reasons, the average person should proceed with caution in creating his estate plan on his own via online services as a substitute for a proper, professionally-drafted plan. ADMINISTRATOR’S ADVANTAGE

Legal Industry


Leveraging the Power of Mobility Within Your Office SpaceBy Jon Milonas

While touring an older law firm office space last month, I was immediately struck with the design of the office furniture. It looked similar to the picture below, with a writing surface on one side and a lower-height surface on the other side that would have held a typewriter many years ago.

My client, the COO of a nationwide 600-attorney law firm, smirked and said “I feel like I’m looking back in time. These desks were perfect for a typewriter 25 years ago. Now most of our attorneys, especially the younger ones, live off of their iphones, tablets, and laptops!”

Office furniture is just one example of how technology and mobility have changed the face of law firms. We could all rattle off a dozen more, including:• Offices getting smaller, and

increasingly moving towards a universal-sized office.

• Digitization software, which is making file cabinets obsolete.

• Old, leather bound books in libraries replaced by digital libraries housed in the cloud.

• Younger associates requiring less administrative support, leaving many workstations unused.

• Parents hammering out work from their laptops from home while they care for a sick middle schooler, or working late at night from the couch once little ones are asleep.

• Senior partners conducting business from the golf course, their vacation home, or their home office. Some aren’t coming into the office for months at a time.

All of the technological changes above lead to under-utilized offices, many of which remain empty 50 percent of the time. On the other hand, working outside of the office affords great opportunities to increase profits, serve clients 24/7, and provide tools for a “work/life balance,” but it also attacks the very heart of successful law firms… relationships within the office. From the tree of relationships grows the fruit of learning, trust, culture, leadership, creativity, and mentorship. It all revolves around relationships, which have been and will forever be the glue that binds successful law firms.

In the midst of ever-changing technology, what opportunities exist to bring attorneys back to the office? Lessons from CBRE’s new office space at 321 N. Clark Street offer a glimpse into what other cutting edge, best-in-class professional services firms are doing to counteract this problem and leverage mobility to bring key professionals back to the office. It likely won’t be long before law firms follow suit.

Centralized Places for InteractionProblem: Attorneys walking into the office in the morning, closing their door, and walking out at night without meaningful interaction around the office.Solution: Centralized places for meetings and casual “bump-ins.”

Reception areas do not need to be static places where guests sit before actually engaging in productive work. The entrance to a space is the epicenter of life within the office, designed to function more like the lobby of a hotel than an office reception area. This centralized meeting area should mimic the plaza days of old, where a community came together to share ideas, and create culture. The entrance can become the place where different practice groups bump into one another, which spark new


Legal Industrystrategies to better serve clients and cross sell resources. It can be equipped with Wi-Fi and be home to the best coffee in the office, further providing space and time for interaction.

Better Technology Than Your Home OfficeProblem: The perception that more work can be accomplished at home.Solution: Easy to use technology in offices, conference rooms, and Wi-Fi enabled open areas.

As digitization changes the way we work, the 21st century worker brings a laptop or tablet to a conference room instead of printed paper. Utilizing technology in meetings with senior and junior professionals results in work product being completed faster and more collaboratively. These meetings encourage people to come into the office more, because they don’t want to miss out on the team atmosphere and experience.

At each individual office or work station, desks are furnished with two large, widescreen monitors that are easily connected to a laptop. In addition, automated sit/stand desks can be adjusted throughout the day to improve health and wellness for each individual at their own pace and control. One of the conference rooms in CBRE’s office is lined with six flat panel screens,

which wrap around the room. A wand connected to sensors in the ceiling allows a presenter to interact with each screen to “grab” images and move them to other panels. This presentation tool brings clients to the office and allows space for real-time collaboration.

Creating an Environment Where Your Clients Come to YouProblem: The need to be out of the office to interact with clients and your networksSolution: Create an environment where clients come to you

The best client experience begins the second that they walk through the door. Many professional services firms are investing heavily into their receptionists to train them in the art of hospitality. A client’s first impression is no longer a receptionist on the phone telling them to sit down and wait for a moment, but rather a smiling face that welcomes the client, asks if they would like a cappuccino or a latte, and sets them up with Wi-Fi access while they wait for their meeting to begin. In addition to providing services for guests, the concierge acts as an administrative extension of the staff to help coordinate events, buy tickets, book hotel rooms, and set up the catering and technology for an important lunch meeting. A bustling reception area results in clients bumping into friends or acquaintances that they

know within the office, further engaging the client experience and building the brand. Evenings at the office are booked two-to-three days a week with industry events and board meetings, which are now held in the office and bring visitors through on a consistent basis. Having good views, high ceilings, and dramatic stairwells helps to create the “wow” factor in the office, but experience with many other clients has shown us that the office can be warm and welcoming without requiring a two story atrium.

Conclusion: What Can You Do To Leverage Your Office Space?

The examples above are just that--examples. You know your culture better than anyone, including what works, what doesn’t work, and how far you can push your employees and attorneys to further engage with one another. The end goal of all of this is not new technology, or office space, or new trends that may change in 36 months. The end goal is creating stronger relationships within your firm, which results in a powerful outflow of trust, commitment and loyalty to the clients and networks that exist outside of your four walls.

As you consider ways to better leverage technology and mobility within your office, I invite you to consider the following questions. You don’t need to completely remodel your office to implement several of these ideas,


although some require more of a change than others.

1. Where within the office do casual “bump-ins” occur? How can those be increased?

2. How easy is it for attorneys to do work in the office without having to be in their individual office?

3. What benefits would your employees and attorneys receive if they had sit/stand desks (if you don’t already)?

4. How often are clients in your office? Why do they come and why might they not come?

5. How often are you utilizing your office to host events?6. How does cross selling happen within your firm, and

where do those conversations most often occur?7. Is the technology setup in your office space better or

worse than what most attorneys have in their homes?8. What food and beverages do you offer to employees

and guests, and how do these offerings increase interaction and collaboration?

9. How many of your conference rooms are equipped with easy-to-use audio/visual technology? ADMINISTRATOR’S ADVANTAGE

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Jon Milonas is a First Vice President with CBRE, Inc., the world’s largest commercial real estate services firm. Since 2007, Jon has built a niche practice representing law firms in Chicago and across the country with their office leasing needs, including strategy development,

negotiations, and project implementation. Jon is the author of “Kicking Off Your Office Lease: 6 Proven Steps to Develop a Thorough Strategy and Avoid Costly Mistakes,” and is a thought leader of real estate trends to the Association of Legal Administrators and the International Facility Management Association


Member Farewell

Former ALA President Sally Mendoza RetiresLong-time ALA member and former Chapter President, Sally Mendoza (far left in photo), retired from the legal life at the end of March, 2016. Sally has always been generous sharing her wisdom and guidance to other members. Thank you and best wishes from the Greater Chicago Chapter of ALA.

Some of the tributes to Sally:

Sally is a consummate professional and a successful and respected leader of our Chapter. We served on many Boards together and had some fun (and interesting!) times at conferences. She has always been considerate, gracious, supportive, and generous as a fellow Chapter member. Her knowledge and leadership will be missed. I also have the privilege of having Sally as a friend and hope that her busy retirement will still afford her the opportunity to get together! Sally, best wishes to you as you move on to your next adventure.

Laura Thompson Sears

I met Sally in the early 90’s when I first joined ALA. We were both in a small firm at the time and would always see each other at the Small Firm meetings. I learned so much from her. I served on a few boards with her and was on her board when she was president. Sally is always ready to help and is a wealth of information when you have a question. Over the years, we became good friends. Congratulations on your retirement, Sally! Enjoy!

Kathleen D. Terborg

Sally and I have been friends for more years than I can count. We met either through LOMAC , or through ALA in the early 1990’s and clicked right away. Sally is a caring, loyal and dependable friend. She is always encouraging and has a wonderful moral compass. We have had a lot of crazy times together at ALA conferences and many good times outside of the professional arena as well. I have always admired Sally’s dedication to the members of ALA in her role as president, and as a board member over many years. I look forward to seeing Sally in her retirement mode. Hopefully we will be able to get together more often and continue to make great memories.

Barbara A. Gilbert

I’ve had the honor and pleasure of knowing Sally since I first joined ALA which is more years ago than I care to count. She has been active in the Chapter holding many Board positions from small firm advisor through to Chapter President. She has such a wealth of experience in the legal field and has been generous in sharing that knowledge with her fellow administrators. She has always supported our business partners and has made many friends among them. She has been a thoughtful and caring friend and she will be missed by all of us. Enjoy your well-deserved retirement Sally – you’ve earned it!

Anne Jewell

One very important word comes to mind when I think about Sally Mendoza - FRIEND. Sally and I met in the early 1990s when the Small Firm Group was formed. We served on many committees and boards since then as well as attended many ALA Educational Conferences together. More important, as friends we have shared joy and sadness over the years and I could always count on Sally by my side for both. I wish her many happy years of retirement.

Lou Schiller


Do you have challenges at your office? (Who doesn’t?) Is your firm merging or moving? How can you address leadership, communication, team development, time and stress management, or other issues at your firm? Retreat!

The noun “retreat” means “the act of withdrawing, as into safety or privacy; retirement; seclusion” and “a place of refuge, seclusion, or privacy.” (There are military and other definitions, but that’s a whole other article!)

It’s a very smart idea to retreat on occasion, no matter the size of your firm or organization. Take your team off-site or even into a conference room, away from the laptop and telephone, and regroup. Brainstorm solutions to an issue. Participate in team-building exercises, especially when there’s a merger or communication concerns. Develop leadership strategies with new or current management.

SET OBJECTIVES – WHO AND WHYThe crucial first step is to set objectives for your retreat. Who’s going to attend? What do you want them to learn or do? Start with a list of things you need to accomplish. What’s the end game? What outcome will move your team forward, help you progress successfully?

Review the list of objectives with all key stakeholders on a continual basis. You may find, as you continue planning the content of your retreat, the objectives are redefined with additional clarity and interpretation.

WHEN AND WHEREOnce you have your objectives, determine the amount of time you need. It may be a morning, a day or a few days. Confirm that there’s coverage while the team is attending the retreat, so internal and external customer service is seamless.

Choose a location. If you can get out of the office, it can be invigorating for the team. If you can’t, check into a conference room on another floor, or maybe do a trade with another firm in your city. They can come to your conference room for a retreat one day, and you can go to their office one day. It doesn’t have to cost any money.

If management decides that the retreat needs to be held off-site, there are options – hotels, conference centers and universities all have meeting space. If you go outside your office, I recommend using a meeting planner to research locations, negotiate rates and execute the contract. A service like ALA’s Retreat Planning Plus can save you time, effort and money when booking a program. (Be sure to check out alanet.org/rpp for more information and a needs assessment.)

You want to make sure clauses like indemnification and cancellation are mutual. You also need to confirm the property is holding the appropriate space for your group, and that they have to ask you if they want to change the allocated room(s). There are other details that are best understood by meeting professionals, and you don’t want to be caught off-guard.

WHATOnce you have your objectives, timing, and a location, you can begin to design the content. Who will facilitate the retreat? Will it be someone internal, like a managing partner, or will you bring in an outside consultant? Your objectives will help you answer these questions. If your team is having serious communication issues, it will be to everyone’s benefit to hire someone from the outside, someone objective and impartial.

Once you’ve determined your speaker(s), use your objectives to draft an outline of the agenda. Start with introductions and sharing the objectives. The attendees will get more out of the meeting if they know why they are there. They can put their participation into context as you set expectations for their activity.

Make sure you continually check that the presentation is at the appropriate level. Keep it simple for new employees. Experienced attendees need a higher level

Engage Your Team and RETREATByPatricia Olejnik


of content; they need to know that the speaker knows his or her audience.

Be sure the speaker is engaging, brings life to his or her presentation and isn’t condescending. No one likes an arrogant, boring speaker. If the facilitator can include interaction, the audience has a better chance of remembering what they’re taught.

Polling apps, for example, make it easy for speakers to ask the attendees questions. These apps summarize the audience’s answers and can post them on the presentation screen. To find one, just Google “polling apps” or “audience response systems;” some are free, while some have a fee. If a particular app costs money, it should also have reporting and other features to make it worthwhile. The speaker can use these questions as a gauge to see if the audience is grasping concepts or not, or the questions can be opinion polls or to show interest in a topic.

While handouts in general can be electronic, printed materials can also be useful for small group or individual exercises. Whenever there’s an “interruption” in the speaker’s presentation – like an audience participation question or completing an exercise – the attendees’ attention is refocused, and they’re engaged.

As you plan, make note of what audio visual equipment is needed. The polling apps can use attendees’ devices, so make sure they know to bring one to the meeting. The speaker may use PowerPoint or Prezi to show visuals as they speak. Depending on the size of the audience, a microphone may also be necessary. If the speaker is allowing for questions and answers, you will also want a microphone to be passed around so audience questions can be clearly heard by all.

It’s very important that the presentation includes follow-up for the attendees. The end of the session should include writing action plans with timetables that can be implemented upon their return to the office.

As you create your event agenda, determine if social aspects will be included. Will guests or family be invited? If so, what will they do while your employees are in their sessions? Will you have a reception or dinner, maybe off property? Private rooms in restaurants or other event venues like museums or parks can host a relaxing meal and networking.

Do you want to treat the group to a special event, like a performance at a theater, a movie or ice skating? How about team building at a bowling alley? Socializing can play a huge part in helping open lines of communication and building relationships on teams.

FEED THEMAs you set the agenda, determine what food and beverages will be available. People won’t do well if they’re hungry or in need of coffee.

Buffets work for all types of diets, and if you have plenty of healthy options, attendees can stay focused and energized. You don’t want them to go into a food coma. Ask for sauces and dressings on the side. Offer baked or grilled meats instead of fried. Make sure there’s lots of color – salad and vegetables, fruits, proteins and carbs. Confirm with the caterer that there’s protein for vegetarians, and check with the attendees to see if anyone has allergies to nuts, shellfish or gluten. ALA usually waits to present dessert until the afternoon break. It saves money and calories.

EVALUATEFollowing your retreat, be sure to do a short evaluation. Ask attendees if their expectations were met. Ask them if your objectives were met, and what worked and what didn’t. Check in with them on the speaker(s) – did they engage the audience, did they stay on track and did they cover the content in a timely manner? Ask about the facility and if the food options were satisfactory. It’s important to have this information for when you plan your next retreat.

GET STARTEDIf you need assistance planning a retreat or would like facilitator recommendations, please check out alanet.org/rpp. If you have questions or would like to read more about retreats, please email [email protected] for additional information. ADMINISTRATOR’S ADVANTAGE

Patty began her career at ALA in 2010 as a Meeting Manager and was promoted to Senior Manager in 2013 as part of the Member Experience team. Patty leads the Conferences & Meetings team planning

ALA’s Annual Conference & Expo, fall education events, specialty conferences, Board of Directors, Foundation of ALA Trustees and committee meetings. Ms. Olejnik’s extensive hospitality industry background includes association and corporate meeting and incentive management, hotel convention services and destination management. She has directed and operated domestic and international group programs with up to 10,000 attendees and budgets of $10M. Patty has a B.A. in International Relations from Illinois Wesleyan University. In her spare time, she enjoys scrapbooking, reading novels and watching movies with her husband and two daughters.


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Test your knowledge

Answers: 1A 2B 3 False 4 False

Got CLM?

Mary Ann Rojas, CLM, CLM DirectorPugh, Jones & Johnson, [email protected]

1. Assume your malpractice insurance is due to expire in 2 months and you are completing an application with a new carrier. You disclose a potential claim on the application form and the new proposed carrier specifically excludes the claim from coverage. Under what circumstances would the firm be protected?a. If the firm concurrently

reported the potential claim to the current insurer.

b. If the firm purchased prior acts coverage with the current insurer.

c. If the firm has an Employment Practices Liability Policy in place.

d. The firm waits until the new policy is in place to file a formal claim.

2. According to the ABA Model Rules for Professional Conduct regarding Public Service, a lawyer should aspire to donate at least ___ hours of pro bono legal services per year without fee or expectation of fee.

a. 10 b. 50 c. 25 d. 20

3. Load or loss factor refers to the tenant’s prorated share of usable space. True or False.

4. Special Form Coverage covers all risks, except theft. True or False.

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Member Farewell

Colette Hazard, a Greater Chicago Chapter member for 15 years, had the great fortune to retire as of March 31, 2016. We wish her well in her retirement and thank her for all of her contributions both personally and professionally over the years. Below are some reflections from fellow members who knew her and from Colette herself as she bids us adieu.

Since joining Leff, Cohen & Winkler in April 2001, and then, with the help of Laura Marlin, moving to Miner, Barnhill & Galland in April 2006, I’ve been very grateful to all of my ALA friends. Your support, answers, idea-sharing, and fun we’ve had over the past 15 years have been unbeatable. I truly don’t know what

I would have done without you. You’ve been an incredible resource to me, LC&W, and MB&G. I can’t set a monetary value on the additional opportunities that the ALA offers, like scholarships to national, regional, and the local Conference and Vendor Show that I was lucky enough to win over the years when you consider the opportunities they represent for connecting with other members and vendors throughout the U.S. Thank you! While I’ve been planning my departure for nearly a year now, I don’t have any grand plans yet, other than to dig around in the garden, get serious about yoga/exercise, and figure out where I’d like to do some volunteer work. My husband, John, has been retired for 10 years now, and has been impatiently waiting for me to pull the plug. -Colette Hazard

I met Colette a number of years ago at an ALA event and found her to be a breath of fresh air. We bonded not only over our jobs as legal administrators, but over our Catholic upbringing and other common interests as well. Both level-headed and kind, professional and fun, Colette always had words of wisdom to share and I always looked forward to seeing her at Chapter events. The National ALA Conference in Seattle would not have been the same without her! I eat much healthier today because Colette shared her conversion to a Vegan lifestyle with me, including the theory behind it and delicious recipes as well. Comfortable in her own skin and always a pleasure to talk with, Colette is a fine example of one of the joys of ALA membership – networking which goes beyond just sharing of information to development of friendships as well. Colette, I will miss you and your signature fanny pack at Chapter events, and wish you and John much joy and relaxation in your retirement.

Jane KlenckWhyte HIrschboeck Dudek, S.C.

I have known Colette for many years. Colette was an active member in our chapter. She often attended events throughout the year. At small firm meetings, Colette was always willing to offer advice and suggestions to the group. I have many fond memories of attending conferences with Colette, especially the Space Needle and museum in Seattle. So happy that she will now have more time for her personal pursuits. Colette - hope you and John are able to travel and spend more time with your family. All the best to you!

Mary Lynn WilsonCray Huber Horstman Heil & VanAusdal LLC

Colette represents the quintessential ALA Chicago Chapter member. She attended monthly meetings, participated in seminars and local conferences and enjoyed various ALA events. Here she would gather information, network with other office managers, learn new techniques as to handling the current law offices and then she would like so many of us, take all this information back to her office and apply what she could to make her law firm the best that it could be.

Laura MarlinMiller Shakman & Beem LLP

The best of luck to you, Colette!All your friends at the Greater Chicago Chapter

Colette Hazard Ready for Retirement


One North Wacker, Chicago, IL 60606


On March 8, 2016, the Greater Chicago Chapter hosted its first ever Roaring Twenties Charity Night, benefitting the Chicago Legal Clinic, a premier provider of community-based quality legal services to the underserved and disadvantaged in the Chicago area since 1981.

Held at Untitled Supper Club, a unique speakeasy-inspired venue, guests enjoyed Rat Pack-style jazz performed by the Sam Fazio Quartet, scrumptious food, casino-style gaming, camaraderie and networking and, of course, a dose of healthy competition at the raffle table. The evening was made even more festive by the many members, business partners and guests who arrived in period attire!

The success of this very special evening was made possible by the generous support of the Chapter’s business partners, members and guests in attendance, energetic volunteers and the tireless efforts of the Chapter’s

Community Relations Committee. Members of this Committee include: Ivie Cohn (Chair), Maureen Feltman, Karen Hammersmith, Caitlin Kennelly, Betsy Amaya Kopczynski and Deborah O’Donnell.

Our thanks to everyone who helped make this a truly unforgettable evening. We look forward to seeing you again next year!

THE ROARINGTWENTIES

2016

Event Photos

Karen Hammersmith, CLM, Maureen Feltman, CLM, Carol McCallum, CLM

Jane Brinkworth, CLM, Betsy Kopczynski and Sheri Stone

Kyle Rood Of Miller Bros., Cece Kosiba and Rob Cullen of Konica Minolta Business Solutions USA


John Podbielski and Rob Cullen Mary Lynn Wilson, CLM, Don Goodman of Tuttle and Mike Motyka

Sheldon Mallory of Coffee Unlimited, Sally Mendoza, CLM, Henry Mendoza

Ron Kelly of FSO, Deb O’Donnell CLM, Ivie Cohn The Event Organizer, Karen Hammersmith, CLM

Mark Guzzino of HiTouch, Lauren Bagull of Gunlocke and Travis Larson

Mary Ann Rojas, CLM, Mary Lynn Wilson, CLM, Sheri Stone, Susan Burdett

Alex Wemple of National Office Works and Jane Klenck

John Ubik of Tower Travel, Rita Nelson, Jim Beavers

Scott Lennon and Kelly Dillon of DTI


Legal Levity

By Jason Burdett

Nothing says spring time like the beginning of Baseball season. And in Chicago baseball season also ignites our crosstown rivalry. We invite you to take a moment and test your knowledge with the trivia questions below. If you are a fan and do not use outside resources, submit your answers to any member of the newsletter committee. Results will be printed in our next edition. The winners will be acknowledged and maybe you can tell us something we don’t know. Good Luck -

Cubs and Sox Trivia Questions1. In the all-time series between The Cubs and The White Sox,

which team has more wins? A) The Cubs B) The White Sox

2. What was the most runs scored in a Cubs vs. White Sox game? A) 3 B) 31 C) 29 D) 26

3. What number did Ryne Sandberg wear? A) 35 B) 23 C) 16 D) 5

4. Which stadium holds more people? A) Wrigley Field B) US Cellular Field

5. What number did Frank Thomas wear? A) 64 B) 4 C) 35 D)57

6. Sammy Sosa played for both The Cubs and The White Sox. A) True B) False

7. The Cubs and the White Sox have never made the playoffs in the same year. A) True B) False

8. Which team has been around longer? A) The Cubs B) The White Sox

9. Ron Santo Played for both The Cubs and The White Sox. A) True B) False

10. Which team has more players and managers in the hall of fame? A) The Cubs B) The White Sox

Find Answers in our next issue. ADMINISTRATOR’S ADVANTAGE

Top Ten Tidbits about the Roaring Twenties

1. The 1920’s were called “Roaring” because they were an exuberant, boisterous era of prosperity, jazz, “fast” cars, speakeasies, wild youth, rising hemlines, and defiance of prohibition. In Chicago they also meant an era of gangsters and mob rivalries in the likes of Al Capone and Bugs Moran.

2. During the 1920’s, for the first time more Americans lived in cities than on farms.

3. Between 1920 and 1929, the U.S. total wealth more than doubled, sweeping people into a “consumer society” along with the economic growth. The most important consumer product of the 20’s was the automobile. Low prices (in 1924 the Ford Model T cost just $260) and generous credit made cars affordable. By 1929 there was one car on the road for every five Americans.

4. Cars gave young people the freedom to go where they pleased and expanded their social horizons. In Chicago, young people flocked to the Aragon Ballroom to listen to jazz bands and to dance the Charleston, the cake walk, the black bottom, and the flea hop.

5. In 1920 the 19th Amendment gave women the right to vote.

6. In the 1920’s new machines and technologies like the washing machine and the vacuum cleaner eliminated some of the drudgery of household work and made it possible to complete these chores more efficiently. More women were working in white collar jobs (such as stenographers) and becoming part of the consumer economy.

7. Prohibition, created by the 18th Amendment and the Volstead Act, lasted from 1920 to 1933. On January 16, 1920, the federal Volstead Act closed every tavern, bar and saloon in the United States. Contrary to common belief, prohibition did not make it illegal to drink alcohol, only to manufacture and sell it. Many people (and businesses) stockpiled booze before the ban went into effect and the liquor trade was driven underground.

8. Bars or clubs which were open “underground” and sold liquor on the sly were known as “Speakeasies” because you were supposed to speak quietly of them in public and while you were patronizing such establishments so as not to alert the police to their existence.

9. The first commercial radio station in the U.S., Pittsburgh’s KDKA, hit the airwaves in 1920. By 1923 there were more than 500 stations across the country, and by the end of the 1920’s radios could be found in more than 12 million households.

10. The 1920’s was a decade of baseball and “The Bambino.” The year 1927 produced arguably the greatest baseball team of all time. Nicknamed “Murderer’s Row” because of their slugging lineup, the 1927 New York Yankees finished the season with a then-American League record 110 wins, took the AL pennant by 19 games and clinched first place on Labor Day. They swept the Pittsburgh Pirates in the World Series and Babe Ruth, arguably the best player ever to play the game, hit his career high 60 home

runs that season. ADMINISTRATOR’S ADVANTAGE


Legal Levity

As the saying goes, April showers bring May flowers! Spring is about new life, new beginnings, sunny days and changes on the horizon. Spring is the perfect season to focus a little time on cleaning and organizing to get ready for the rest of the year. It is the season to organize, freshen up and sanitize any and all things in your everyday life that are in some disrepair, disorder, disarray or simply in need of a good cleaning.

Many people think January 1st is the day to start a new fitness routine, go on a diet, get organized, etc. But let’s face the facts. January 1st comes on the heels of a busy holiday season, and for most of us includes cold wintery weather with short days and long nights. January is not exactly a month that inspires organization or making big changes. Spring is an ideal time to make positive changes because the sun is shining more, the days are getting longer and temperatures are getting warmer. We feel more energized and ready to tackle projects we have been putting off. If you take the time to do some spring cleaning, you will not regret it. Here are some simple tips you can use to do a little spring cleaning in your office environment:

1. Start Small. Organize your desk/workspace a little at a time. No one climbs Mount Everest without first tackling some smaller mountains. Pick a spot on your desk or in your office that needs help and start there. This could be as simple as cleaning up one shelf of a bookshelf or emptying out a junk/catch-all drawer. Pick a spot and do it. Then pick another, and another.

2. Sort Paper Piles. If you have piles of papers on your desk, pick a pile and start sorting – keep what you need, pitch what you don’t.

3. Ditch the Ink. If you have amassed a huge “collection” of pens on or in your desk, grab some scrap paper and put them to the test. Pens that don’t work get thrown away. Keep the ones you want and “donate” the ones you don’t back to the office supply drawer. You will be surprised how many you still have when you are done.

4. Clean Computer & Other Electronics. Grab a wipe cloth made specifically for cleaning electronics and computer/smart phones surfaces. Clean your screens, clean your phone, clean your keyboards. If you have never done this before, it has been too long!

5. Organize your Desktop. Do you have a habit of saving documents and other “items” to your desktop? When you start your computer every morning is your screen full of document and program icons? This can be a bad habit for many reasons, one of which is often documents and items saved to a desktop are NOT backed up by your firm server. Change your settings to default saved documents/items to a private server folder so you never lose anything if your computer dies. If you are unsure about this, ask your IT professional to help you.

6. Organize Email. An email inbox can be an overwhelming pile of junk email, email that you need to keep, email you ignored, email you want to save and so on. When you get an e-mail that you don't immediately know what to do with, it's easy to close it, and move on to the next one. But that "I'll deal with this later" attitude is probably the reason you have e-mail overload. Your inbox is not storage, it's not your calendar, it's not your to-do list, and it's not your mind tickler. Clean out all that mess and ask yourself, “How should I organize my inbox in a useful way?" Organization of email is different for everyone depending on his/her job and individual needs. Start getting email organized, use subfolders for your inbox and put email in its place. If you don’t have software or technology that helps you organize emails, think about a system that will work best for you.

7. Bigger Cleaning Projects. Some cleaning and maintenance for the office as a whole needs to be done every year or even twice or more times a year. Spring is an ideal time of year to tackle cleaning and maintenance projects that will benefit everyone in the office, such as:

a. Professionally cleaning carpets and floors;b. Cleaning all glass surfaces (windows) inside & out;c. Purge the office refrigerator & freezer disposing of all old, outdated

and unknown items. We all have this stuff…get rid of it! Send an email to everyone advising them to claim all items to “save” and give them the purge date. Once the refrigerator is emptied, clean every surface and start fresh.

d. Clean shared appliances like coffee pots, toaster ovens, microwaves;e. Schedule routine maintenance for copiers, printers, computers,

etc. to be sure everything is running well and in good shape.

8. Get Some Greenery. Plants and greenery are common staples in many homes. But there are actually a lot of other benefits to keeping plant life around your office. Houseplants can help with everything from cleaner air to noise control. Strategically placed plants in an office can actually help to reduce noise. Leafy greens, in particular, can help to muffle noise and make your home a more quiet and peaceful place.

Getting your desk, office and workspace more organized, clean and refreshed will make you feel better, provide you a better environment for concentration and simply help you do your job better. Spring cleaning can take a little time, but the benefits will definitely pay off. Happy Spring! ADMINISTRATOR’S ADVANTAGE

By Julie Van Eck

Spring Cleaning for the Office

Spring Cleaning for the Office


The March Bi-Monthly Education Meeting was held at Petterino’s on Tuesday, March 15, 2016. Lora Haines of JB Training Solutions presented on communication styles, personalities and predispositions among team members and how to respect those differences and build a high functioning team.

Lora gave us a ‘New Golden Rule’ which is to adjust our styles to work better together. To adjust our styles, we need to first understand what our style or styles are and then understand the style(s) of those around us so that we may adjust the way we interact with them.

There are four basic types of styles of people: The Driver, the Innovator, the Calculator and the Stabilizer. Drivers are about action. They are direct, not afraid of confrontation, demanding and decisive; they are about structure and order. The Innovator is passionate, energetic, optimistic, loves to challenge the status quo, resourceful and resilient, and have a forgive and forget type of attitude. The Calculator takes the time to get it right, delivers on commitments, is cautious and inquisitive, and is more about the process and procedure. Lastly, there is the Stabilizer who trusts, empowers others, wants to not disappoint, is sensitive and cooperative, respectful and all about teamwork. ADMINISTRATOR’S ADVANTAGE

Building a High-Performing Team by Understanding Personalites

Bi-Monthly Recap

If you need someone to make a decision…n Driver wants authorize and needs optionsn Innovator wants attention and needs originalityn Calculator wants certainty and needs proofn Stabilizer wants security and needs consensus

If you need someone to handle bad news…n Driver’s reaction is to seize control and solution is to have a plann Innovator’s reaction is underestimated and solution is to create urgencyn Calculator’s reaction is an analysis paralysis and solution is to have

answersn Stabilizer’s reaction is to get flustered and solution to give reassurance

If you need someone to hear your opinionn Driver’s tactic is to overpower and strategy is to bend don’t breakn Innovator’s tactic is to out do and strategy is to fall on the swordn Calculator’s tactic is to outsmart and strategy is to debate the pointn Stabilizer’s tactic is to win over and strategy is hearfelt plea

Lora Haines




Event Photos

Invoices Court briefings

Following general correspondence items, invoices and court briefings are the most common documents moving to digital formats

Overnight shipping is essential for contracts and client proposals, which are the documents least likely to move to digital formats

Client proposals & contracts

+50%

Will invest in marketing and branding in 201446%

More than half of respondents report that printing a firm’s logo or branding on an express shipping envelope is beneficial

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ALA MEMBER SURVEY: PRODUCTIVITY AND PROFITABILITY TOP OF MIND

The greatest day-to-day challenges

56% Time management

46%

30%

Managing costs & expenses

Office inefficiencies & technology issues

Key focus areas for law firms in 2013

87% of respondents identified

client service as their top priority

Reported marketing and branding as a key focus in 2013

31%

49%47%

41%

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Clientservice Business

development Costmanagement

Nearly half of ALA members surveyed reported that their firms plan to invest in technologies in the next year to increase competitiveness and grow their business

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A Chapter of theAssociation of Legal Administrators

P.O. Box A 3936Chicago, IL 60690

Special Thanks to Elk Grove Graphics for printing this issue of Administrator’s Advantage.