Ideas to make work and life better.

by Frank Sanitate and Douglas Gillies

Do you wonder what your paralegal thinks? In time mastery workshops, paralegals wrote what they wished their bosses knew. The results are instructive.



 

1. I HAVE A LIFE

• If you need me to stay late, warn me so I can make arrangements.
• Work/life balance is important.

Many paralegals have work/life balance problems because the lawyers they work for don’t have balance. It’s usually because lawyers can’t say “no!”

Tip: The simplest way to learn balance and say “no” is to go “cold turkey.” Pick a specific time to leave the office and do it, even if it’s only five minutes earlier than you normally leave.

2. I LIKE APPRECIATION

• I appreciate getting credit for my work.
• I’ll work diligently if you treat me like a professional.

Lawyers are often too time-stressed to appreciate paralegals’ work.

Tip: Pick one thing a day to acknowledge your paralegal for.

3. PROVIDE CLEAR INSTRUCTIONS

• Give clear instructions.
• Speak clearly when dictating.

Unclear communication results from caving into time pressures. Decide who runs your business, you or your clients.

Tip: Meet with your paralegals to set priorities, answer questions and learn what they’ve been doing for you.

4. GET ORGANIZED

• Good habits start with proper organization/management.
• Set realistic timelines for tasks.

Tip: Have staff meetings specifically for organization. Ask, “How do I interfere with your efficiency?” Then tell them how they interfere with yours.

5. STOP LAST-MINUTE REQUESTS/INTERRUPTIONS

• Don’t expect last-minute work to get done immediately.

Interruptions will control your time if allowed; then you will interrupt your paralegal.

Tip: Take a Priority Hour every day, a time block with no interruptions. Encourage paralegals to do the same.

6. THINGS TAKE TIME

• Tasks take longer than you think.
• Be selective.

7. LET’S WORK TOGETHER

• It’s productive to meet weekly to review assignments.

Communicate with your paralegal.

Tip: Use joint working sessions as teaching opportunities. Walk paralegals through processes until they learn them.

8. STOP PROCRASTINATING

• Don’t give me last-minute tasks.

Last-minute assignments and interruptions often result from procrastination.

Practice Tip: Use the “Worst First” technique. Make a list of everything you have to do that day. Do the one you most dislike first!

9. SOMETIMES I NEED HELP

• Avoid burnout, hire help.

Maybe paralegals are overworked be-cause you are. Get help.

Tip: Work on high priorities, delegate other activities. Hire help, if needed.

To summarize, maximize the potential of your paralegal and your office:

Talk to them! Ask their advice. Help them prioritize.

Control your time. Most issues stem from poor time-management skills. Set priorities, say no, stop procrastinating. Get organized, manage well, and balance work and personal life.

Frank Sanitate (pictured above) and Douglas Gillies present Time Mastery telephone seminars for lawyers and paralegals at www.qualitytimepros.com. Frank conducts onsite Time Mastery seminars and Douglas practised law in California for more than 30 years.

This article was published in the December 2009 issue of BarTalk. © 2009 The Canadian Bar Association. All rights reserved.