Tools and Tips to Maximize Efficiency in the Small Legal Department Jessica Graham, Esq. Todd H. Silberman, Esq. Corinne P. Kevorkian, Esq. Assumptions 2 We will cover. Staffing Options who is going to do all this work? Law Department Administration, Automation and Work Flows Legal Research - free and low cost Continuing Education free and low cost General Apps, Tools and Programs Time Management (Managing your calendar) Working Remotely Show me the Money (becoming a profit center)so you can get more resources! 3 Tools and Tips for Staffing 4 1. Do all the work yourself 5 2.Get up earlier and burn the midnight oil 6 7 3.Off-Shore (Non-US) Options 4.A Creative Law Firm? 5.Specialty GC Solutions 6. Law Firm Secondment 7.Contract Legal Services 8.Individual Contract Lawyers 9.Paralegals & Legal Administrators 10. Law School Interns & Summer Associates 8 Law Department Administration, Automation, and Work Flows 9 1. Key Policies The Favorites 2.Templates & Playbooks - ACC Legal Resources: A Play-by-Play Guide to Creating a Contracts Playbook10 11 3. Equipment: 4.Contract Management Options 5. ISO / Six Sigma:6. Matter Tracking 12 7. E- Billing Options for Small Legal Departments 8. RFP Templates ACC Legal Resources: Sample Model RFP Questions9. Training your business team 13 Tools and Tips for Legal Research and Continuing Education 14 Legal Research Favorites that require money Favorites that are free Computerized Research for a Fee 15 Other trade and professional associations SHRM (Employment/labor matters) RIMS (Insurance and Risk Management) ARMA (Records Management / Information Governance) Newsletters and RSS Feeds Mondaq e-newsletter Smartbrief.com Employment Law Information Network e- newsletter Law firm newsletters and websites 16 Other Educational / Professional Options Continuing Legal Education Courses ACC Chapters and Webinars SHRM Chapters HR.com Law firms Be a presenter and get free CLE credits! 17 Tools and Tips for Apps, Tools & Programs 18 Jessicas Faves 19 Corinnes Faves 20 GoodReader OUTLOOK TASKS Todds Faves 21 Outlook Calendar 1 Tap Phone Tools and Tips for General Time Efficiency & Managing your Calendar 22 Time Efficiency & Calendar Management 1. Meeting Tips; Ending Bad or Unnecessary Conference Calls 2. Top Microsoft Office Tips 3. Set your default Outlook meeting time for 30 minutes 4. Calendar all of your regular weekly meetings for the same day, so as to free up blocks of time on the remaining days 5. Block a day on your Outlook calendar for drafting/thinking 23 6. Team Project Management Software Options 7. Createfolders to declutter your mailbox 8. Create separateaddress to keep track of legal requests and manage your 9. Hand it off to someone else 10. No. Just say no. 24 Tools and Tips for the Road Warrior 25 On the Road Again Cloud based document hosting, e.g. Dropbox Remote Access VPN Phones & Devices for office access 1 Tap Mimecast Google Voice FedEx Office; Regus Videoconferencing choices 26 Electronic Signature options Travel Apps (airlines, airports, hotels, car rental, SeatGuru) Borrowing a charger from the front desk Multi-plug chargers Buy an extra phone battery Sign up for TSA Pre-Check https://universalenroll.dhs.gov/ https://universalenroll.dhs.gov/ 27 Tools and Tips for Increasing your Budget 28 Become a profit center 1.Favorable and early settlements 2. IP cease and desist 3. Lease renegotiations 4. Keeping track of hard savings and revenue quantify settlements, savings achieved, etc. against legal budget to justify adding to staff 29 5. Key metrics Spend to Budget Staff Workload Metrics Turnaround Time Spend by Matter Type/Business Unit Outside/Inside spend as % of Revenue Internal training v. EEO claims by business unit Lessons Learned by Matter Project Management Metrics 30 productivity-blogs-youve-never-heard-of-before-and-about-a- dozen-you-probably-have.htmlproductivity-blogs-youve-never-heard-of-before-and-about-a- dozen-you-probably-have.html html html Links and Resources Office-hand-office-2013-tips-tricks-and-hints hand-office-2013-tips-tricks-and-hints Links and Resources General Small Law, Doing More with Less!