Defeating the Dragon: How to Make Permanently Manageable New York City Bar November 29, 2012 Bill Jawitz Doug Brown

Bill Doug You Size firm Years in practice Practice profile (i.e., primarily litigation or transactional)

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The real cost of overload Key Strategies 1.Volume control 2.Quality control 3.Teaching others 4.Managing and finding s Inspired by: The Hamster Revolution

6 THE RADICATI GROUP, INC. A TECHNOLOGY MARKET RESEARCH FIRM

8 20% Reduction 8 Days Saved

The real opportunity of solving overload Key Strategies 1.Volume control 2.Quality control 3.Teaching others 4.Managing and finding s

10 1.SEND FEWER S

11 Is it appropriate? Does the recipient need it? Is the right tool?

12 “You might need this someday” Thank you – for routine things Redundant news transmissions Half-baked s

13 Compliant & Professional Rules of Professional Conduct Confidentiality policies Retention policies Your professional image Inoffensive? Jokes & humor Forwarding strings Emotional messages Recipient’s state of mind

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15 Check yourself Your last 30 sent messages  Clear objective?  Information they need?  The image you want?  The kind of you want? Only 3 out of 30 “failed”? – That’s 10%

The real opportunity of solving overload Key Strategies 1.Volume control 2.Quality control 3.Teaching others 4.Managing and finding s

17 Quality is not an act, it is a habit - Aristotle

18 Clear Headline Clean Body Right People

19 To: too many “CC” and Distribution Lists – Promoting yourself – Manipulating others – Criticizing – Double documentation

20 To: Those required to act Cc:Kept informed no action or reply Bcc: Only for large mailings

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22 Summarize Set priority Allow fast retrieval

23 Change subject line instead of re-using an old Don’t perpetuate bad subject lines

24 Categories: – Action Needed – Information – Request – Confirmed – Delivery ACTION NEEDED: Schedule Jones deposition for next week DELIVERED: Baker summary judgment motion for your review

25 EOM (End of message) NRN (No reply needed) NTN (No thanks needed)

26 1. Greeting 2. Action Needed 3. Context 4. Attachments 5. Conclusion

27 One sentence about what you want – 5 W’s + 1H Short context to allow direct reply WIIFM GIGO

28 Only when needed Concise and focused – 1 subject per message – 1 thought per paragraph – Main points at top – Bulletize – Short sentences – No jargon

29 Attach them first Clear file name Describe each one Images as attachments, not in- line

30 Niceties here Concise auto signature – Limit graphics – Phone numbers – Confidentiality statement

31 GOOD Subject: Reminder of 10am Meeting on 12.5 on the new doc management software. Hi Jim, We are meeting on Monday, December 5, at 10:00am in conference room A. We'll be discussing how to make the most of the new HOTDOCS system. If you have any questions, feel free to get in touch (x3024). Best Wishes, Mark BAD Subject: Meeting Hi Jim, I just wanted to remind you about the meeting we have scheduled next week. Do let me know if you have any questions! Best wishes, Mark

32 1. Limit to 1 standard screen; 1 thought per paragraph 2. Avoid ALL CAPS or excessive punctuation (except prefix) 3.  Emoticons 4. Spell / Grammar Check automagically

33 5. Forward with context 6. Respond promptly 7.Links to online information 8.Templates for repeated data

34 9. Avoid excessive underlining it – Is hard to read – May be confused with hyperlinks 10. Excessive colors distract and disrupt flow 11. Use consistent fonts & sizes

Use multiple accounts (work, personal, commerce – outlook.com;) 13. Train your junk-mail by marking messages as spam 14. Learn archive settings to control folder size 15. Master the Preview Pane

Check only 4 times a day 17. Schedule time for weekly cleanup 18. Use shift and control to select multiple s for moving/deleting 19. Set an inbox thresholds that trigger cleanup

Beware of “unsubscribe” links except from known, legit sources 22. Get and learn voice recognition on your smartphone to save typing time

Use YouTube to find instructions on rules, etc 24. Avoid “Oh, just one more thing”

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The real opportunity of solving overload Key Strategies 1.Volume control 2.Quality control 3.Teaching Others 4.Managing and Finding s

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42 Start with your team. – Sort by Sender to find them – Review each. Identify area for improvement Setting up the conversation – 10 min on agenda re: effectiveness – Get their pet peeves at the start – Introduce tools

43 “A note about efficiency and style: If you’re OK with it, I propose we dispense with opening and closings when ing. It can take some getting used to, but I find it does save time. Let me know (I surely don’t want to offend... )”

44 “Be a yardstick of quality. Some people aren’t used to an environment where excellence is expected.” - Steve Jobs

The real opportunity of solving overload Key Strategies 1.Volume control 2.Quality control 3.Teaching others 4.Managing and finding s

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47 50% delete 30% <2 min 20% later action

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49 Quick Scan – Platinum matters – Easily deleted – 2 minute rule – Limit time Process – 2x / Day – 2 minutes or To-Do list – Service levels: Platinum to Bronze – Zero inbox approach

Try it for two days Search YouTube to learn how

52 COTA – Client – Output – Teams – Admin David Allen – “Inbox” – Today – Next – Someday – Projects – Contexts

53 4 Folders – Follow-up – Hold – Later – Archive Custom Folders – Reply by XX Day – Read Later – Client / Matter

54 Overlapping categories Too many folders Different approaches for – – Desktop – Paper files Excessive filing time

55 Sender Subject or body text Category Using Rules 1) Who do you get alot of from? 2) Who do you send alot of to? * Here's how to find out 3) Create rules 4) How to learn how to do it?

58 Synchronize -Messages -Contacts -Calendars

59 Cloud Storage v. Dueling Attachments Out of office message Common message templates Clearing the backlog Ruthlessly unsubscribe – It is not personal

The real opportunity of solving overload Key Strategies 1.Volume control 2.Quality control 3.Teaching Others 4.Managing and Finding s

w/ requests for specific info: w/ requests for specific info: Consult Consult JumpStart Consult Two 1-hour sessions to review & set plan: JumpStart Consult Two 1-hour sessions to review & set plan:

Progress Peak Plateau Danger Zone