Attorney in Need of Help GTD (Outlook & Palm)

[THart]

I am a new attorney (2+ yrs) and my workload is quickly progressing. I want to implement GTD now so that my practice runs more smoothly now but also with an eye for the future when I will be even more overloaded. I know everyone has their fair share of projects and actions and that work is sometimes difficult for all, but attorneys seem to be much more prone to putting out fires rather than working in a more calm manner. Maybe I just have not been around the right attorneys.

I am committed to using Outlook and Palm. I have already purchased the Outlook Add-in and the process is underway. The first step was getting all of the client files off of my desk, computer desk, bookcase, etc. and capturing next actions in Outlook. I guess having the files scattered around my office served as a visual to-do list. I need to purchase a program for my Palm to synch with Outlook that will maintain the project distinction so that I can have my system with me at all times. Any suggestions?

Part of my problem is defining projects/subprojects. Under the Outlook Add-in system I have created a "CLIENTS" project and a few projects individually named for our larger clients with multiple matters. Under the clients project I created subprojects by client name. I have gone back and forth as to whether it would be better to create a project for each client but I like the separation and I don't want to have to put too much information on the project name. Any thoughts?

Another problem is having mulitple next actions for any given case, some of which are dependant on another action. For instance, if I need to draft a letter to opposing counsel but I have to consult with someone else prior to drafting the letter, I would rather list both actions even though one is required before the other can occur.

A similar example is a probate matter where I have a standard checklist of actions that need to take place throughout the course of the case. I would like to be able to store this checklist as a blank project and paste it into a new probate case (project) when it begins.

I am interested in any responses, lawyers and nonlawyers, that can help me streamline this process. If I am able to get this process working well in my practice, I plan to try to get it implemented with the other attorneys in our small firm. Thank you for taking the time to read this and hopefully provide some insight.

[SavannahLawyer]

I too am an attorney. I practice almost exclusively in the area of real estate. I have been practicing for over ten years now and as you can imagine have a large number of files open at any one time. BTW, I was previously in a heavy litigation firm and have worked in various other areas like Creditors' Rights over the years. In hopes that it may help you, I will simply tell you about my GTD implementation. You may be able to glean some useful ideas.

I use Backpack as my main GTD tool. I keep all of my context lists, project lists and someday/maybe lists there. I also use a modified version of the HipsterPDA which I keep in a Levenger International Pocket Briefcase. Instead of printing out the HipsterPDA templates, I print out my lists from Backpack and then leave space at the bottom of the list to add things if I want too. A Fisher Bullet Space Pen fits nicely into my Pocket Briefcase, so I always have a pen. I have had Palm Pilots and Blackberrys over the years, but for me, because data entry in that user interface is so difficult/unusual, they always ended up being a portable address book and calendar when I kept it synced and that's about it. So, for me, going analog has made a lot of sense. I also keep a Moleskine notebook with me at all times as a capture tool and use the voice memo feature on my cell phone when I am in the car.

As for how to organize client matters in the GTD system, I too have struggled with this issue. The solution I have come up with is to just include the client matters on my Projects list. For me this is simply a list. I do not put any next actions on this list, but simply list the client matter as a project. Then when I do my weekly or daily review of my Projects List, I see that matter on the list and put the appropriate next action on its context list. Any filing or docketing deadlines go on the calendar (the hard landscape) and anything delegated to an assistant is put on the Waiting/For list for follow up at an appropriate interval.

That in a nutshell is how I'm using GTD to manage my practice and I cannot tell you how much it has changed my relationship to the practice of law. Pre-GTD, I basically hated practicing law because keeping track of all the various responsibilites was so stressful. I did not realize the amount of information I was trying to carry around in my psychic ram. Post-GTD, I am actually enjoying practicing law for the first time I can remember.

I think it is great that you are coming to GTD so early in your legal career and it should help you have many productive and enjoyable years.

[br4978]

You may want to check this site:

http://law4pda.org/wp/category/note-studio/

It's PDA-centric, but the Wiki-like software used has a desktop version (Windows and Mac, I believe) that would allow similar implementation on a desktop. More importantly, it has a great deal of discussion on GTD implementation and general organization.

- MB

[cornell]

Hey THart, good for you for consciously adopting a system in the early stages to help with your work. I think many wait until there's a real problem before acting.

First, here are a few related threads and articles:

1. Lawyers and GTD
2. A System for Sanity - Part I
3. A System for Sanity - Part II

Part of my problem is defining projects/subprojects. Under the Outlook Add-in system I have created a "CLIENTS" project and a few projects individually named for our larger clients with multiple matters. Under the clients project I created subprojects by client name. I have gone back and forth as to whether it would be better to create a project for each client but I like the separation and I don't want to have to put too much information on the project name. Any thoughts?

The think traditional GTD approach is a flat projects list, which in your case sounds like each client is a project. You will most likely have other projects as well - hire staff, plan practice growth, professional development, etc. Note that these should be a list of *active* clients, i.e., ones with next actions. Others should go in your reference filing system.

Another problem is having multiple next actions for any given case, some of which are dependant on another action. For instance, if I need to draft a letter to opposing counsel but I have to consult with someone else prior to drafting the letter, I would rather list both actions even though one is required before the other can occur.

In GTD it's a central idea that you list only the next action (in your case consulting with someone) in your Next Actions list(s), and no dependent ones. You'll naturally get to the dependent ones (in your case drafting the letter), either through your weekly review or when you finish the first one. The reason to do it this way is that you want all of your actions to be ones you can take right now. Otherwise you'll start diluting the list, and there goes your trust.

You didn't say why you wanted them all listed, but many times we like to see a list somewhere of everything the project needs. In this case you'd want to sketch out some a project plan, i.e., a checklist or diagram that lists the steps needed for completion. Allen's chapters on project planning are helpful here. The way it works is when you finish your next action you can easily refer to your planning notes (in the folder associated with the project - *not* stacked in piles on your desk, as you noted) and quickly pull out the next action to "activate."

One note: Having multiple *independent* actions for the same project is fine, as long as you don't overload yourself. The more you have the faster you can move it along, but one is the minimum.

You might find this article on actions helpful: Does this "next action" belong someplace else?.

A similar example is a probate matter where I have a standard checklist of actions that need to take place throughout the course of the case. I would like to be able to store this checklist as a blank project and paste it into a new probate case (project) when it begins.

I believe the standard practice is to store checklists elsewhere (as notes, for example), rather than projects. I'd hate to see you mix projects with non-project supporting information.

I am interested in any responses, lawyers and nonlawyers, that can help me streamline this process. If I am able to get this process working well in my practice, I plan to try to get it implemented with the other attorneys in our small firm. Thank you for taking the time to read this and hopefully provide some insight.

I hope this helps. Good luck!

matt

Matthew Cornell, M.S.
http://matthewcornell.org/
http://ideamatt.blogspot.com/

[BrianK]

...I need to purchase a program for my Palm to synch with Outlook that will maintain the project distinction so that I can have my system with me at all times. Any suggestions?

I'm not quite sure what you mean by "maintain the project distinction." But my suggestion for Palm-Outlook sync software is PocketMirror, by Chapura. It's more robust than the regular Palm sync conduits and works very well with OL.

Part of my problem is defining projects/subprojects. Under the Outlook Add-in system I have created a "CLIENTS" project and a few projects individually named for our larger clients with multiple matters. Under the clients project I created subprojects by client name. I have gone back and forth as to whether it would be better to create a project for each client but I like the separation and I don't want to have to put too much information on the project name. Any thoughts?

I keep my client list / case list separate from my project list. Someone here once suggested that doing so puts it at a different level than projects (15k feet - above projects, but below areas of focus), and that was useful for me. Many cases have multiple projects, and some cases have no current projects - something I'm going to work on over the next week.

Another problem is having mulitple next actions for any given case, some of which are dependant on another action. For instance, if I need to draft a letter to opposing counsel but I have to consult with someone else prior to drafting the letter, I would rather list both actions even though one is required before the other can occur.

In general, if I know that a project will require a step, but it isn't the very next physical action that I'll be taking, I'll make a note of it on a project plan sheet for that project. That keeps my NA lists concise.

A similar example is a probate matter where I have a standard checklist of actions that need to take place throughout the course of the case. I would like to be able to store this checklist as a blank project and paste it into a new probate case (project) when it begins.

I agree with cornell that this should go somewhere other than your project list. Create a place for checklists, or lists. A category of OL/Palm notes/memos is a good place, or a desktop folder just for checklists works too.


I put together a lengthy brain dump a couple of months ago for someone else detailing all aspects of how I use the GTD process in my litigation practice. Send me a private message if you'd like a copy. And congrats on taking the initiative to jump into this.

[THart]

Thanks for the input. As for "maintain the project distinction" I meant keep the NAs sortable by client/project on the Palm rather than a list of actions for which the project that they go with are not easily discernable.

I am open for suggestions, that's why I posted my request for help. Maybe a little more information about my practice will help. I am a general practitioner in a small town firm. At any one time I have domestic, probate, real estate, criminal, etc. matters as well as real estate abstracts to examine. We also represent several municipalities and government agencies. I have cases for which I am entirely responsible and then cases for which I am responsible for specific tasks but not the overall outcome.

I installed the Outlook Add-in and wanted to be able to group my NA's by client matter. That is why I initialling settled on creating a project called "CLIENTS" and using client names as subprojects for the individual cases. The municipalities and government agency clients get their own project level and any matters I have to handle for them are listed as subprojects, thus:

Project: CLIENTS
Subproject: Doe, John
NA: Call opposing counsel

Project: CITY OF X
Subproject: Ordinances
NA: Prepare Ordinance re: Nuisance Abatement

I guess I am not making enough distinction with regard to subprojects. I am trying not to overcomplicate things so I would rather not create a subproject for the various areas of the case. Maybe further classification actually simplifies things? I do not think I need a client list to review if there are not any NAs associated with the client. That is why my thinking is to have a list grouped by client matter that shows the action needed to move it forward. We maintain several databases with client information already.

I just downloaded the template by Bollinger http://www.davidco.com/forum/showthr...2&page=1&pp=10 and I am reviewing the suggestions by Bill Kratz. I already use a Palm m505 with Outlook conduits and I am planning to purchase a Palm TX and Keysuite in the very near future.

I think in the end whatever system that helps me use Outlook/Palm to keep track of cases I need to work on, rather than having the physical client files stacked on my desk to serve as a reminder, will be an improvement. I appreciate the input of more experienced users to help me make my system even more successful.

[kewms]

I am not a lawyer, but I don't quite understand why you want to have a "CLIENTS" top-level project. Why not just create a top-level project for each client, and a sub-project for each matter? Or even a top-level project for each matter, with a name like "XYZ CORP: Megasite purchase" That naming convention will let you magically sort projects by client if needed.

In my experience, flatter hierarchies seem to be easier to manage. When I first went to my current system, I spent a lot of time assigning projects to focus areas, splitting things into subprojects, and so forth. Then I (recently) realized that I was avoiding my system because it was too hard to figure out where to put things. So I ripped out two or three levels of hierarchy, except for the handful of projects that really are that complex. I feel much better, and I cleared out a lot of underbrush in the process.

Katherine

[ommoran]

I am interested in any responses, lawyers and nonlawyers, that can help me streamline this process. If I am able to get this process working well in my practice, I plan to try to get it implemented with the other attorneys in our small firm. Thank you for taking the time to read this and hopefully provide some insight.

I don't know what kind of law you practice, but I hope the first statement above is true - I'm a claims adjuster, and if you are plaintiff counsel, please don't dismiss me out of hand!

Truly, I struggled with the same thing. I'm actually the manager of our location, so I have many duties - sales, administration, staffing, and handling files. You call them claims, I call them files.

I've taken a simple approach to GTD with files - I've set up a category called "Files". I know that I work on those where I can - usually at my office, but sometimes I bring some work home. I only put into that category files that need next actions - some may be dormant waiting for paperwork, etc. If I need to be more specific (send a report on file number 123r532q to plaintiff counsel) I can put the information that needs to be conveyed in the letter in the notes section. Generally, though, with the low caseload I carry, I only need the trigger of the file that I need to work on.

Good luck, and have fun with GTD!

[THart]

Katherine, the reason I created a CLIENTS top level project is because I also have a PERSONAL top level project. I could have just as easily called it LEGAL or CASES, but I chose CLIENTS because I am using the client name as the project name. I guess I am using it more for classifying projects rather than considering them projects themselves. I wanted to be able to separate the items and view the various top level classifications in Outlook.

Maybe I should use categories instead to separate the topics?

[kewms]

Maybe I should use categories instead to separate the topics?

That's what I do, for whatever that's worth. Now that good search tools are available, I'm finding that complex hierarchies are too hard to maintain for the benefit they give.

Katherine