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Finding The 25 th Hour: Technology & Time Management Tools To Ease Your Pain

Finding The 25 th Hour: Technology & Time Management Tools To Ease Your Pain. NABE/NCBP/NCBF February 2003 John R. Maley, Indianapolis jmaley@btlaw.com. Why Talk About Time Management & Technology Is Your Bar’s Website Doing All It Can For You Maximizing What You Get Out Of The Web

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Finding The 25 th Hour: Technology & Time Management Tools To Ease Your Pain

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  1. Finding The 25th Hour: Technology & Time Management Tools To Ease Your Pain NABE/NCBP/NCBF February 2003 John R. Maley, Indianapolis jmaley@btlaw.com

  2. Why Talk About Time Management & Technology Is Your Bar’s Website Doing All It Can For You Maximizing What You Get Out Of The Web Remote Connectivity Maximizing PDAs/Laptops Managing Phones Managing Meetings Managing Paper Managing Your Day Managing Email Selecting and Managing Tech Vendors Our Agenda

  3. Why Talk About Time Management & Technology? • How Many Of Us Could Use More Time? • How Many Of Us Have Missed A Deadline? • How Many Of Us Have Forgotten A Task – Perhaps Right After The Phone Call? • How Many Of Us Feel Out Of Control Some Days? • How Many Of Us Could Provide Better Service & Be More Professionally Satisfied?

  4. Think Of The Most Productive People You Know • Are They Really Smarter? • Do They Work Harder Than You, Or Just More Efficiently? • Or Are They Just Better Organized, Better Time Managers, And Maximizers Of Proven Technologies?

  5. But Who Is This Guy From Indiana? • Lessons From Managing Technology At My Firm • Lessons From Managing My Own dot.com • Lessons From Service As 2002 President of Indianapolis Bar Associations

  6. Is Your Bar’s Website Doing All It Can For You? • Do You Have A Site? • Is It Current? • Do Members Use It? • Who Is Responsible For Upkeep? • Is It A Stale Brochure Or A Daily News Source • Can Members Join/Renew On-Line • Can Members Register & Pay For Events On-Line • Is The Back-End Automated?

  7. Your Website • How Is Your Traffic? • Do You Even Know? • If Not You Can And Should – Webtrends • IBA Statistics: 15,000 indybar.org Pages Viewed In December, 1900 Visitors Who Hit The Site More Than Once • Is Your URL A Logical & Easy One? • Are You Pushing Your URL As A Brand? • Are You Posting Your Own Digital Photos?

  8. Getting The Most Out Of The Web Otherwise • Do You And Your Staff Use The Web Otherwise? • What Connectivity Do You All Have: T-1? DSL? Cable? Dial-Up? • Do You Open Several Browsers Each Day? • To Your Website? To Google? To Others? • Is Your Staff Using Bookmarks

  9. Remote Connectivity • Do You Have Access To Office Email Today Remotely? • How About From Home? • How About Your Staff? • What Happens When Someone Is Out Sick? • What Are Your Options For Remote Connectivity?

  10. Maximizing PDAs& Laptops • Paper Is The Evil Of Time Management & Productivity – Laptops & PDAs Are The Solution • Never Take A Paper Note Again – NEVER!!!!!!!!!!!!! • ALWAYS Have A PDA With Keyboard Or Laptop • Take Organized, Brief Notes – But Use TASK As Your Keyword, And Assign DATE And STAFF or VOLUNTEER For Accountability • Immediately After Meeting, Get Notes To PC, Calendar Dates & Tasks, & Email To Whomever Needs Them

  11. More PDA Tips • UltraLight Laptops For Exec. Staff • PDAs For All Others w/Keyboard • Get A PDA With Combined Cell, Email, Contact Dbase • Sync Daily • Include Contact Info & Details In Appt Box

  12. Managing Phones • Phone Calls Can Impede Good Time Management – But Sometimes There’s Still No Substitute For The Phone Call • But Most Bar Management Can Be Done By Email • Know Who Uses Email & Who Doesn’t • Force Your Leadership To Email • Make Daily Voice-Mail Messages

  13. More Phone Tips • Invite Email Instead Of Voice-Mail • Try Emailing In Response To Phone Calls • Keep Vmail Box Clean – Don’t Store Things There • Listen To Vmail Only 1x • Check Vmail Over The Weekend

  14. Managing Meetings • Meetings, Like Paper, Are A Time Management Black Hole • Avoid Meetings When Possible • Ensure Start & Stop Time and Agenda • Get Meetings Started On Time • Ensure Reminders Go Out 5 Days & 1 Day Prior • Consider PowerPoint For Your Agenda

  15. Managing/Eliminating Paper • Avoid Paper Like The Plague • Stop Generating Paper • Don’t Paper File Things You Have Electronically • And Convert Paper To Electronic Medium When Keeping Something • Never Touch Paper More Than 1x, Certainly Not More Than 2x • Create Customized Post-It Notes

  16. Managing Your Day, Week Month, Year, Life • At End Of Each Day Spend At Least One Minute Planning Next Day • Manage Others’ Expectations Of You Through Email Rule & Vmail Message • Schedule Workouts, Vacations, Doctors’ Appointments, etc. Well In Advance • Protect Your Mondays & Fridays So You’ll Keep Your Weekends

  17. Managing Email • More On This From Me At 10 a.m., But For Now: • Use Multiple Folders • Use Multiple Rules • Subject Lines • Teach Staff Email Protocol

  18. Selecting & Managing Tech Vendors • Big Is Not Always Better • Importance Of Relationships • Managing Costs

  19. My 5 Closing Tips • Rid Your Office Of Paper • Let Your Bar Website Be Your Main Communication & Registration Vehicle • Don’t Give Out Your Bar’s Address Or Fax # Unless Asked (& Then Still Resist!) • Equip All Staff With PDAs With Keyboards • Learn How To Manage Email Before It Manages You

  20. Questions?

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