Five Simple Steps toE-Discovery Success
Steven B. LevyAuthor, Legal Project Management
The Off SwitchLegal Project Management Field Guide
Copyright © 2010-2015 by Steven B. Levy. All rights reserved.
that have nothing to do
with e-discovery!
Author
The Off Switch: Discovering Your Work-Work Balance
CEO
Lexician – training, coaching and consulting to law firms
50%of what you’ve heard
about productivityis wrong!
5 tToolsTipsTechniques
5 LBS
10LBS
Things You Do Today
The “Do More
With Less” Box
5 Lbs
10Lbs
Things You Don’t Have to Do
8Lbs
Things You Can Do Better
5 Lbs
8Lbs
6Lbs
1. Take Back Your Time
with two clicks?How do you save 20 minutes
The Myth of Multitasking
A Typical Lawyer Billable Hour
A Typical Lawyer Reality Hour
A More Organized Lawyer Hour
A More Effective Lawyer Hour
28%of day =
interruptions
15Getting back
on-taskm
inut
es
interrupt us?Why do we let email
Playing “D” to Email
Playing “D” to Email
Delete
Delegate
Deflect
Defer
Do
D
Animate
2. Control Your Office Environment
You Can…
BlockOut
Time
CloseYourDoor
WorkOff-
Hours
“Focus” Risk
90%
5%
5%
0%
YesN
oSo
lvab
le?
Important?
NoY
esNo
Yes
No
Yes No
“Focus” Risk
90%
5%
5%
0%
YesN
oSo
lvab
le?
Important?
NoY
esNo
Yes
No
Yes NoU
rgent
95%
What’s Your Style?
Piler?
Filer?
The Empty Inbox
Piler Rules Filer Rules
Follow-Up
Pilers May Prefer Filers May Prefer
,or you need to succeed
Time Isn’t Fully Fungible
At your best
At your worst
Time Isn’t Fully Fungible Tough TasksTough TasksEasy TasksNeed to Succeed
Time Isn’t Fully FungibleTough Tasks
Tough Tasks
Easy TasksNeed to Succeed
Time Isn’t Fully Fungible
Ego Depletion(Decision Fatigue)
Low Control = High Stress
Own YourSchedule
ThingsTakeTime
Don’tOverbook
3. Strengthen Client Communication
Communicating With the Client(s)
When How
AboutWhat
Communication Preferences
Communication Type RankingNormal Urgent
Scheduled Meeting Drop-By / ImpromptuSnail MailPhoneVoicemailEmailInstant MessageTexting
1
23
communications preferencesList your own
Scheduled
Drop-by
Phone
Voicemail
Email
Text/IM
The 3x3
3 A
reas
of P
rogr
ess 3 A
reas of Concern
3 Near-Term Will-Dos
3
This Period:
Custodians narrowed: execs, 4 others
Forensic specialist engaged Settlement counteroffer (pending)
Next Period:
Rule 26(f) conference Prepare interrogatories
Concerns and Notes:
Judge Facciola may require backup-tape search
Reminder: John Fredrick vacation through 7/7 (reachable via cell)
Spend: To date: Approx. $23K (8% of budget, as planned)
3x3 Status Report: June 17 – July 1
Laryssa’s Law:Tracking Progress
is not the same as
Making Progress
Communication Paths Take Time
Who Might Need to Know About This?
clarify, prioritize, confirm.Don’t just respond, but:
When the client calls….
4. Stop Guessing at Client Critical Success Factors
Client View: Critical Success Factors
Defining Success MetricsCriticalFactorsNegotiating
Negotiating Critical Success Factors
5. Kill Write-Offs and Billing Leaks
unplanned write-offs?What are the biggest causes of
Timing
Deadline Check-Ins
Target Hours/ Budget
ClientMatter
NumberRelevant
Laws
SourcesDocuments
Basics
Basics: Legal Project Management Info
Charter Budget
ScheduleOther
SharedInfo
Intent
Nature of Matter
(Charter)
Why Is WorkNeeded
Why Now?
Deliverable/Format
Memo? Letter?Brief?Etc.
Draft orFinal?
Any OralReports?
FinalStep
Hypothesis
Senior LawyerBest Guess onWhere to Start
Access
Sr. LawyerAvailability
Who Else?
Confirmations
DoesDelegate
Have Time?Ownership
Readback
Requesting Readback: Condescending?
Minimizing “Write-Offs”: Three Secrets
Budget Check-in
Readback
My Favorite Organizing Tool
On Every Team…
…someoneis having the most fun!