Dallas Bar Association
HEADNOTES |
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Focus | Solo & Small Firm and Mergers & Acquisitions
May 2021 Volume 46 Number 5
Innovations in Diversity, Equity, Inclusion & Belonging
DBA Board Votes to Change the Name of the Belo Mansion STAFF REPORT
On March 24, the DBA hosted part two of: “Why It Matters: Innovations in Diversity, Equity, Inclusion & Belonging,” with speakers (left to right): Riqui Bonilla, Jill Louis, Sakina Foster, Stacey Maris, Vicki Blanton, Phil Kim, and Albert Tan. The program accompanied the release of the Allied Dallas Bars’ Diversity Survey, which can be viewed at www.dallasbar.org.
Focus
On April 15, the DBA board unanimously voted to change the name of the Belo Mansion. As mentioned in the article in last month’s Headnotes, this vote followed a thorough review process that began in 2020, and came after the recent announcement by A.H. Belo Corporation that it will seek shareholder approval to change its name to DallasNews Corporation. The DBA board, in consulta-
tion with and support of the Dallas Bar Foundation, will move forward to change the name of the building. The DBA leadership, the Dallas Bar Foundation, and Culinaire International, the building’s events and catering vendor, will work in conjunction with a strategic planning company to strategize possible concepts and names to select the best name for the building. That decision should be made within the next four months. HN
Solo & Small Firm and Mergers & Acquisitions
Creating Systems & Workflows for Running an Efficient Law Firm What Must We Do?
BY KEVIN B. ROSS
Do you run your law firm or is your law firm running you? Creating systems and workflows for your law practice will put you back in control of your firm and help ease the stress and anxiety caused by running a firm without guidelines. Systems and workflows that are followed and properly executed will make you and your law firm more effective and efficient. However, there are three prerequisites needed to accomplish your goal of creating and executing systems and workflows: 1. Self-discipline 2. Intentionality 3. Execution Think about how many different “hats” you wear in your firm. For instance, are you the office manager, receptionist, bookkeeper, marketer, salesperson, IT, paralegal, and lawyer? Multitasking without systems and workflows in place can lead to mistakes, missed deadlines, and client dissatisfaction.
Systems and Workflows
A System is: “A set of detailed methods, procedures, and routines created to carry out a specific activity, perform a duty, or solve a problem.” A Workflow is: “Progression of steps (tasks, events, interactions) that comprise a work process, involve two or more persons, and create or add value to the organization’s activities.”
We have to transfer the systems and workflows already in our head to a written format. Why? 1) No one can read your mind; 2) Trying to constantly remember steps and processes causes stress and anxiety; 3) Time is wasted by having to think about the same thing over and over; and 4) It lets others know how things are done, where things are, and what to do in any given situation.
3-Steps to Creating a System and Workflow
• Step 1: Identify what you need to systematize and create workflows for. • Step 2: Write down the reasons behind the What. • Step 3: Draft the steps involved to accomplish the What.
Looking at the What
Systems and Workflows are needed for: Client Intake, Case Workup, Client Communications, Incoming/Outgoing mail log, Pleadings, Accounting, Billing/Time Tracking, Collections, Marketing, Trial Preparation, Proofing Documents, E-Filing, etc.
Answering the Why
This step is important because it causes
Inside 8 ADA Compliance for Solo and Small Firm Lawyers 12 Mental Health Awareness Month 21 Subchapter S Corporation Targets in M&A Transactions 23 A Solo Practioner’s Reflections and Gratitude
you to commit to the purpose of the system and workflow. The purpose is what gives you the will and motivation to create and execute. Why is the system or workflow valuable, how does it help, what will it do when executed? This is the value of the system.
and effectively. • Provides the client with a tangible look at the value of your services. • Provides the client with the perspective of what it takes to handle the matter. • Provides the client with peace of mind that the matter is handled correctly.
Doing the How
How Systems and Workflows Benefit the Lawyer
How do you create a system and workflow? Here is a practical approach: 1. Keep a legal pad or notebook with you throughout the week. 2. As you work on a task, take the time to write down the steps you take to complete the task. (Be detailed so someone who has never done the task can follow the steps to accomplish the task). 3. Go back and tweak the steps and create a checklist. 4. Name the system/workflow and categorize it for easy reference. 5. Give the checklist to someone else and see if they can replicate the process the way you intended.
How Systems and Workflows Benefit the Client
• Gives the client confidence in your ability. • Gives the client a glimpse into how you handle your cases. • Gives the client confidence that their matter will be handled efficiently
• Gives you confidence in your ability. • Gives you confidence that the client’s matter will be handled efficiently and effectively. • Gives you confidence that your business operations run smoothly. • Gives you peace of mind. • Reduces stress, anxiety, and worry. • Reduces mistakes. • Reduces missed deadlines. • Reduces wasted time. • Allows you to scale your law practice. • Allows you to delegate common tasks that are not defined as “legal” in nature. Take the time to create and execute systems and workflows in your law firm. It will make all the difference in turning your law firm into a place you love to work at, and will put you back in control of running your firm, rather than your firm running you! HN
Kevin B. Ross, of the Law Office of Kevin B. Ross, P.C., may be reached at kbr@rosscrimlaw.com.
Need Help? You’re Not Alone. Texas Lawyers’ Assistance Program…………...(800) 343-8527 Alcoholics Anonymous…………………………...(214) 887-6699 Narcotics Anonymous…………………………….(972) 699-9306 Al Anon…………………………………………..…..(214) 363-0461 Mental Health Assoc…………………………….…(214) 828-4192 Crisis Hotline………………………………………..1-800-SUICIDE Suicide Crisis Ctr SMU.…………………………...(214) 828-1000 Metrocare Services………………………………...(214) 743-1200 More resources available online at www.dallasbar.org/content/peer-assistance-committee
