1. Tools and Tips to Maximize Efficiency in the Small Legal Department Jessica Graham, Esq. Todd H. Silberman, Esq. Corinne P. Kevorkian, Esq.

2. Assumptions 2

3. 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

4. Tools and Tips for Staffing 4

5. 1. Do all the work yourself 5

6. 2.Get up earlier and burn the midnight oil 6

7. 7 3.Off-Shore (Non-US) Options 4.A Creative Law Firm? 5.Specialty GC Solutions 6. Law Firm Secondment

8. 7.Contract Legal Services 8.Individual Contract Lawyers 9.Paralegals & Legal Administrators 10. Law School Interns & Summer Associates 8

9. Law Department Administration, Automation, and Work Flows 9

10. 1. Key Policies – The Favorites 2.Templates & Playbooks - ACC Legal Resources: A Play-by-Play Guide to Creating a Contracts Playbook http://www.acc.com/legalresources/resource.cfm?show=1322727 10

11. 11 3. Equipment:

12. 4.Contract Management Options http://www.pcmag.com/article2/0,2817,2489199,00.asp http://contact-management-software-review.toptenreviews.com/ 5. ISO / Six Sigma: http://webcasts.acc.com/detail.php?id=510015 6. Matter Tracking 12

13. 7. E- Billing Options for Small Legal Departments 8. RFP Templates ACC Legal Resources: Sample Model RFP Questions http://www.acc.com/legalresources/resource.cfm?show=1318546 9. Training your business team 13

14. Tools and Tips for Legal Research and Continuing Education 14

15. Legal Research Favorites that require money Favorites that are free Computerized Research for a Fee 15

16. 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

17. Continuing Legal Education Courses  ACC Chapters and Webinars  SHRM Chapters  HR.com  Law firms Be a presenter and get free CLE credits! 17

18. Tools and Tips for Apps, Tools & Programs 18

19. Jessica’s Faves 19

20. Corinne’s Faves 20 GoodReader ® OUTLOOK TASKS

21. Todd’s Faves 21 Outlook Calendar 1 Tap Phone

22. Tools and Tips for General Time Efficiency & Managing your Calendar 22

23. 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

24. 6. Team Project Management Software Options 7. Create email folders to declutter your mailbox 8. Create separate email address legal@XXXX.com to keep track of legal requests and manage your inboxlegal@XXXX.com 9. Hand it off to someone else 10. No. Just say no. 24

25. Tools and Tips for the Road Warrior 25

26. 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

27. 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

28. Tools and Tips for Increasing your Budget 28

29. 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

30. 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

32. http://www.lifehack.org/articles/featured/50-personal- productivity-blogs-youve-never-heard-of-before-and-about-a- dozen-you-probably-have.html http://www.lifehack.org/articles/featured/50-personal- productivity-blogs-youve-never-heard-of-before-and-about-a- dozen-you-probably-have.html http://raconteur.net/legal-efficiency-2015 www.lifehacker.com www.asianefficiency.com http://www.iphonejd.com/iphone_jd/2015/04/60-apps- 2015.html http://www.iphonejd.com/iphone_jd/2015/04/60-apps- 2015.html Links and Resources – Office www.officeforlawyers.com http://www.investintech.com/articles/mscustomization http://www.techradar.com/us/news/software/applications/50 -hand-office-2013-tips-tricks-and-hints-1161555 http://www.techradar.com/us/news/software/applications/50 -hand-office-2013-tips-tricks-and-hints-1161555 32 Links and Resources – General

33. Small Law, Doing More with Less!