Maximizing Your Workday
I like to think of myself as a productivity ninja, but running my office virtually can make that difficult due to the many possible distractions.
Despite this, I still manage I keep my practice running efficiently by structuring my workday - despite not always being sure where I will be working from.
Here is a glimpse at the system I use to make the best use of my time:
1 Map out your work week
I accomplish this every Friday afternoon when I do my weekly review. I make sure all court appearances and appointments are calendared correctly.
Next, I add in my recurring tasks like booking, marketing, blogging, my weekly review, returning calls and blocking off my focus day.
I literally put these on my google calendar.
Having an outline for my week will make it easier to plan each day.
2 Map out each work day
I like to plan my workday at the end of the previous workday.
Since I’ve already made my outline of my weeks and master to-do list on Friday, it’s easy to choose the task I need to complete the next day. I’ve written before about how time blocking helps me get things done, so I literally plot out my to-do list on my calendar.
I already have the “non-negotiables” like court appearances or pre-scheduled meetings on my calendar. Next, I add in blocks to respond to emails/phone calls before filling in my to-do list tasks.
The key to making this work is to only schedule yourself to about 80% capacity. That way you have wiggle room for emergencies or distractions.
3 Remove distractions and schedule breaks
The most efficient way I have removed distractions when working has been hiring a virtual receptionist and scheduling ALL calls. Unless I get a call from the court, calls are not transferred to me. The caller can leave a message or schedule a callback. I don’t worry about missing out on new clients because my service can screen and schedule consultations.
I’m easily distracted by social media, but using the Pomodoro technique has helped with that. Basically, you work for a block of time and get a break. So maybe you do focused work for 50 minutes and then take a 10 min break and keep the cycle going until you complete your task.
4 Put a time limit on meetings and phone calls
Family law clients like to talk. Meetings can drag on and on and phone calls can last an hour if you let them. I took back my time and my day by placing time limits on meetings and phone calls.
Most of my client meetings are scheduled for only 30 minutes. I’ve found that limiting the time and setting an agenda has made meeting more efficient. I can see two clients in an hour instead of one and get the same amount of work done, something that is especially useful for flat fee cases.
I also limit all client phone calls to 15 minutes. This encourages them to prepare before the call so we can get to the issue quickly and address it. It cut down on a lot of the retelling of the same things we have already discussed. When scheduling the call clients have to give me an agenda so I can already be prepared for the topic they want to discuss.
5 Set work hours
The best way to set boundaries on your time and maximize your workday is to set office hours. Not only will this help you take your work time seriously, but it will help others take your work time seriously too. I have specific set hours in which I communicate with clients and I also set a start and stop time for myself every day. Those times can change daily, but knowing that I only have X amount of hours to work for the day helps me stay on task and get things done.
One of the best parts of being running our own law firm is being able to have control of your schedule and set your own hours. You can still have the life and flexibility you want while getting things done if you are willing to add a little structure to your day.