Overcome To-Do List Paralysis

Monday, March 15th, 2010

Check out this fascinating research tidbit from the brand new book, Switch: How to Change Things When Change is Hard, by Fast Company columnists Chip Heath and Dan Heath:

“A gourmet food store. The store managers have set up a table where customers can sample imported jams for free. One day, the table showcases 6 different jams. Another day, 24 jams. As you’d expect, the 24-jam display attracts more customers to stop by for a sample – but when it comes time to buy, they can’t make a decision. Shoppers who saw only 6 jams on display are 10 times more likely to buy a jar of jam.”

The authors are discussing information overload, decision paralysis, and what writer Barry Schwartz calls The Paradox of Choice. At a certain point, Schwartz says, “choice no longer liberates, it debilitates.”

So what’s the relevance of this to improved productivity? To becoming Time Savvy? It’s this: We all have dozens, if not hundreds, of options on the table of our “to-do list” at any one time. But if we don’t narrow the scope of choices by setting aside time to plan, prioritize, and schedule a subset of those options, we’re more likely to feel overwhelmed by them. And when we feel overwhelmed (even if unconsciously), all kinds of bad things happen. For example, procrastination and stress increase, while confidence and effectiveness decrease.

So start your day by limiting the number jams on your table given your “white space” for the day (i.e., the otherwise unscheduled time on your calendar). You’re far more likely to get more of those things done.

Remember, if you try to keep all of your to-do’s in your head as open loops (instead of narrowing them down realistically), you’re keeping way too many options on the table. You’ll scan them mentally, but it’ll be harder to make the commitment to take action.

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How to Slow Down Time

Wednesday, February 10th, 2010

One of the most profound truths of the human condition is that the pace of scientific development continuously accelerates. Because we’re creating increasingly complex technologies at an ever-faster pace, we sense time is passing more rapidly – and thus it becomes more difficult to slow down. Furthermore, the addictive quality of our communication tools makes it difficult to disconnect from the always-on grid of technology-driven life.

But, in order to be our best, we need to learn how to manage the flood of fragmented information and the frenzy of instant accessibility. To serve our clients most effectively, to nurture our personal relationships, to think clearly about what matters most, to tend our health and happiness, we need to learn when and how to disengage from the grid – even if for short amounts of time.

So this week, try to do some of the following: turn off your email alerts (or leave your email program closed for 2 hours each afternoon). If you subscribe to blogs, newsfeeds, etc, set them to come in once a week instead of once a day. Put your phone on Do Not Disturb for an hour or two while working on a particularly important pleading or contract.

Try turning off your cell phone when you get home in the evening (or at least during dinner). Turn off your phone when you’re at your kid’s game. Or turn off your computer early one or two nights a week and get back to a hobby or a family activity you used to enjoy (or don’t spend as much time with as you’d like).

By unplugging your communications technology for even short amounts of time, you’ll gain focus (by reducing interruptions) and presence (the experience of being in the moment more fully).

Unless we establish attitudinal and behavioral boundaries to protect ourselves from the downside of the “always-on” milieu, we’re at the mercy of the “technological imperative.” Life is brief enough as it is. You can slow it down here and there (and reap the benefits of doing so), by selectively unplugging from the grid.

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How To Use Your Social Networking Time Wisely

Thursday, December 17th, 2009

You probably already know that growing your presence on Facebook, Twitter and in virtual legal communities such as JD Supra can help you better market your practice.  But you’re also wondering where you’re going to find the time to spend on these new outlets and what’s the best use of your limited time.

The answer lies more in how you apportion the time that you have, rather than which social media you choose to use.  New Media Guru Chris Brogan suggests the following formula: (http://pluggedinlawyer.com/2009/11/20/social-media-time-management-for-lawyers/ )

–Spend one-quarter of your time listening to your network (i.e. reading posts, articles etc.)

–Spend one-half of your time engaging within your network (i.e. sharing posts and commenting.)

–Spend one-quarter of your time creating new content (i.e. blogging, creating videos or audio.)

The logic is that the more familiar you are with the community and the issues being discussed, the more you’ll be able to add value to the conversation.  And that, in turn, can lead to getting referrals.

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Projecting Your Time Correctly

Friday, December 11th, 2009

You’ve set aside a two-hour block to organize and assemble the exhibits for that deposition. Only, when you come to the end of your time, you realize you’re only three-quarters of the way there.  Why didn’t you finish?

Accurately projecting the amount of time something can take is a well-calibrated science when the task at hand is broken down into its components.  Before you begin a project or task, first ask yourself if you have all of the elements that you need to complete it.  Are there any other resources that you should have on hand?  Are there any associates, clients, or specialists with whom you need to consult?

When you are sure you have everything you need, break down the task into its separate parts.  In the case of exhibits for depositions, this might entail checking the chain of custody on each exhibit or putting post-its on the relevant pages of a contract.   How many separate tasks can your project be broken down into?  How long will each of these parts take realistically?   Once you’ve added up the time for all the different parts of the project, add 25% more time to your overall estimate.  That way, if you hit a snag, you’ll have already accounted for it in your time budget.

You may find you no longer have a big enough block to completely finish your task from start to finish.  No matter.  When filling in your white space during your morning planning, write down in your calendar which next actions you’ll be taking that particular day.  When you finish those sub-tasks in the amount of time you projected, you’ll still feel a sense of completion.

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Up Your Efficiency by Using a Virtual Assistant

Monday, December 7th, 2009

Perhaps you’re a solo-practice attorney doing your own admin work.  Perhaps it’s your paralegal that is being saddled with tasks that aren’t the highest value.  Or maybe you’re not getting to administrative overflow at all. It may be time to consider a virtual assistant, i.e. an assistant who works off-site.

With outsourcing becoming more acceptable, hiring virtual assistants (VA’s) is a growing trend.  For many attorneys, the first step in using one is overcoming the fear of not having real-time access.  Don’t worry; you will.  With tools like Skype, a free video-conferencing program, and file access sharing programs, you can easily communicate with your VA whenever you need to.

And virtual assistants are cost-efficient. There are no taxes to pay, no FICA, no worker’s comp, no unemployment insurance or other typical costs.  In most cases, you won’t have to worry about buying software or fixing hardware since a good VA comes fully equipped and ready to go.

Most of all, a virtual assistant can free you and your staff up to do other more pressing tasks.  Remember, it’s a fundamental principal of attorney time management that if it doesn’t require a law degree, you shouldn’t be doing it.

Interested in hiring an experienced virtual assistant?  To see what’s possible, check out http://www.tvlai.com/

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