Wilson: What’s your system for capturing, processing, completing actions?

Systems must be strongest in times of stress. If you don’t have a good system for handling the many inputs and variables of a law practice, you will likely feel increased stress and frustration. The frustration is often at yourself because you know there is a better way. This article outlines some ideas for your personal system to capture the various types of projects you may face in the legal context and how to work those through a process to completion.

Projects and actions: What’s the difference? (And why does it matter?)

“Getting Things Done” (GTD) author David Allen defines a project as “outcomes that will require more than one action step to complete and that you can mark off as finished in the next 12 months.” I think of a project as any commitment you have made that takes more than one task to complete. That begs two questions: First, how do you know when you are complete? Second, what is a task — or in GTD parlance, the “next action”? Let’s start with “complete.”

Getting to ‘complete’: Legal professionals recognize that a case/matter may have numerous projects and even more tasks associated with it before it is considered “complete.” Break the matter down into separate projects and define a clear outcome for each project.

In a personal injury case, for example, the ultimate outcome might be, “Obtain an acceptable settlement/verdict in the Jones case.” Then you might have “prepare complaint,” which you would know it is completed when you receive the file-stamped copy from the court.

What’s the next action? Within that “prepare complaint” project, you might have several actions/tasks. David Allen states that a task is “the next visible physical activity required to move something forward.” The theory is that you can’t do a project at all, only actions related to that project. Make sure you clearly define the next visible physical activity that needs to be done.

So back to the “prepare complaint” example. State the next visible physical action you need to take. For example, let’s say you have a form complaint you use as a starting point. The next action might be, “Find the form complaint file.”

Now look at that task and ask yourself: Do you know where the form complaint is? If not, do you need to look somewhere for the form? If your form is from another case file, you might adjust your task to, “Look in the Smith file for the complaint.”

The key to an effective task is to define what you will actually, physically need to do when it comes time to act on the task. Otherwise, you will face resistance to completing it simply because you haven’t finished your thinking about what is next. Look at your list of things to do and try defining the very next physical action required. Notice if that helps reduce the tendency to procrastinate. (See Rules of Professional Conduct, 1.3[3]).

Tools

There are some great tools for project tracking. Some lawyers I know use lists of projects/tasks on a legal or spiral bound pad. Some use Outlook or practice management software. Some use their iPads with the Reminders or Notes apps. Some use dedicated task and project management apps. You might use a spreadsheet or a Word document. Whatever you use, there are a few things to keep in mind.

First, make sure that if someone else needs to pick up the file and work on it, they can easily do so. Also, be mindful about mixing client information and data security client confidentiality concerns.

Second, be careful about spending more time with the tool than getting work done. I might be speaking from experience.

Third, start simple and be disciplined about using the system consistently until it becomes a habit. Force yourself to really think through the next action required. Track those next actions in such a way that they are easy to access and complete. Review the list frequently and keep it updated.

Find a tool that works with your way of thinking. There’s no one-size-fits-all solution. It must be something you will use. AI and fancy software only work as hard as you do.

What’s the point of all this planning? We all have the feeling from time to time that we have too much to do and not enough time to get it all done. Creating a system can help you regain a sense of control over the various areas of responsibility in your life. As the Zig Ziglar quote goes, “If you aim at nothing, you will hit it every time.” Putting some constraints around your work will help unlock your creativity and help you better serve your clients. It might even help you get home earlier.•

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Seth Wilson is an attorney with Adler Attorneys in Noblesville. In addition to practicing law, he helps manage the day-to-day technology operations of the firm. He writes about legal technology at sethrwilson.com and is a frequent speaker on the subject. Opinions expressed are those of the author.