How to stay organized? Forum

[Anonymous User]

Just started as an associate in biglaw and wow my summer did not prepare me for this madness.

Can anyone share tips on how to keep track of time billed? (I hate the timers that come with our time entry program). How to organize your emails? How to stay on top of everything? How to stay sane? Thanks in advance.

[M458]

Time Entries: If you don't like the timers that come with your time entry software, I'd suggest just keeping a notepad next to your keyboard and jotting down the time spent on each task. At the end of every day, add everything up and at least jot down some shorthand to remind yourself what you did (in case you're not entering your time into the system daily, which inevitably a lot of us end up failing to do). Don't worry if you're off by a couple minutes here or there, as long as you're generally jotting down your time and not padding on purpose, this system can work.

Organizing Emails: Start by creating a folder for each client, then a sub-folder for each matter. As you gain experience or familiarity with a matter, you'll realize that perhaps you need additional sub-folders (especially if you're in a corporate practice, you may end up with many sub-sub-sub folders). I also utilize my inbox as my "to-do" list - things don't get filed into a matter folder unless they don't require my attention or I've dealt with any tasks that come out of them/responded to them.

Staying on Top of Things: To-do lists. At the end of the day, keep either a physical notepad/Excel sheet/Word doc with a full list of every single thing that remains open. Then every morning start your day off by targeting what needs to get done and what you'd like to get done. Inevitably your day will be blown up though, so this is just a starting point. As firedrills come up, deal with whatever is most immediate first. If you can't get to something and you think there's even a small possibility it's time-sensitive, communicate that internally to someone on your team.

Staying Sane: Realize that you're a first year and folks expect there to be a steep learning curve. Keep a positive attitude, keep folks in the loop, be responsive and available and do your best to strike the balance between asking too many questions and not asking enough questions which results in doing a crappy job. My main hope with junior questions is that it'll at least be clear to me they've given thought to something before they ask me - if you ask me, for example, what the date of formation is and it's something I can easily find with Ctrl + F, I'll be slightly annoyed.

[Anonymous User]

This won't help much, but what you are describing is a big part of the reason why I prefer flat rate work or being hourly if I have to work under someone else.

[RaceJudicata]

Time Entries: If you don't like the timers that come with your time entry software, I'd suggest just keeping a notepad next to your keyboard and jotting down the time spent on each task. At the end of every day, add everything up and at least jot down some shorthand to remind yourself what you did (in case you're not entering your time into the system daily, which inevitably a lot of us end up failing to do). Don't worry if you're off by a couple minutes here or there, as long as you're generally jotting down your time and not padding on purpose, this system can work.

Organizing Emails: Start by creating a folder for each client, then a sub-folder for each matter. As you gain experience or familiarity with a matter, you'll realize that perhaps you need additional sub-folders (especially if you're in a corporate practice, you may end up with many sub-sub-sub folders). I also utilize my inbox as my "to-do" list - things don't get filed into a matter folder unless they don't require my attention or I've dealt with any tasks that come out of them/responded to them.

Staying on Top of Things: To-do lists. At the end of the day, keep either a physical notepad/Excel sheet/Word doc with a full list of every single thing that remains open. Then every morning start your day off by targeting what needs to get done and what you'd like to get done. Inevitably your day will be blown up though, so this is just a starting point. As firedrills come up, deal with whatever is most immediate first. If you can't get to something and you think there's even a small possibility it's time-sensitive, communicate that internally to someone on your team.

Staying Sane: Realize that you're a first year and folks expect there to be a steep learning curve. Keep a positive attitude, keep folks in the loop, be responsive and available and do your best to strike the balance between asking too many questions and not asking enough questions which results in doing a crappy job. My main hope with junior questions is that it'll at least be clear to me they've given thought to something before they ask me - if you ask me, for example, what the date of formation is and it's something I can easily find with Ctrl + F, I'll be slightly annoyed.

This is a great post and applies to litigation as well. I’d at least try to do all of these things... but personally, I’d learn to use the timers— they are a godsend for me.

[Whatislaw]

I concur with the above as well. Use the timers as they help you capture time you would otherwise overlook. Also, try doing your own case matter list with upcoming tasks like others suggest. It'll help you stay and look ahead in your cases if you're in litigation.

[Anonymous User]

1. Use the timers. Time entry takes up a massive amount of time otherwise.

2. If you need to follow-up on something, mark an email as unread.

3. Organize your email, 5000 emails in an inbox is just crazy. Just have a folder per client and throw it there.

4. If you can knock something out in 30 seconds, do it now, if you can knock it out in 1-5 minutes, do it next. The more senior you get, the more clients will genuinely expect same hour responses on things.

5. Post-it notes are good too.

I've been practicing for 8 years now, so those are just my off the cuff tips.

[attorney589753]

Time Entries: If you don't like the timers that come with your time entry software, I'd suggest just keeping a notepad next to your keyboard and jotting down the time spent on each task. At the end of every day, add everything up and at least jot down some shorthand to remind yourself what you did (in case you're not entering your time into the system daily, which inevitably a lot of us end up failing to do). Don't worry if you're off by a couple minutes here or there, as long as you're generally jotting down your time and not padding on purpose, this system can work.

Organizing Emails: Start by creating a folder for each client, then a sub-folder for each matter. As you gain experience or familiarity with a matter, you'll realize that perhaps you need additional sub-folders (especially if you're in a corporate practice, you may end up with many sub-sub-sub folders). I also utilize my inbox as my "to-do" list - things don't get filed into a matter folder unless they don't require my attention or I've dealt with any tasks that come out of them/responded to them.

Staying on Top of Things: To-do lists. At the end of the day, keep either a physical notepad/Excel sheet/Word doc with a full list of every single thing that remains open. Then every morning start your day off by targeting what needs to get done and what you'd like to get done. Inevitably your day will be blown up though, so this is just a starting point. As firedrills come up, deal with whatever is most immediate first. If you can't get to something and you think there's even a small possibility it's time-sensitive, communicate that internally to someone on your team.

Staying Sane: Realize that you're a first year and folks expect there to be a steep learning curve. Keep a positive attitude, keep folks in the loop, be responsive and available and do your best to strike the balance between asking too many questions and not asking enough questions which results in doing a crappy job. My main hope with junior questions is that it'll at least be clear to me they've given thought to something before they ask me - if you ask me, for example, what the date of formation is and it's something I can easily find with Ctrl + F, I'll be slightly annoyed.

I think this is really great advice.

I'd heavily push towards using the timers, unless you really can't. On to-do lists, you absolutely have to have one. It's common to get hundreds of emails a day and you need a system of moving that into a list because no one could possibly keep track of everything. So don't even try to keep track of it in your head. Organization is not a big strength of mine, so I try to overdo it and be more deliberate than natural; sometimes even simple stuff like "respond to X's email" goes on my to-do list.

Also as a junior, I think you should try to keep a "half step ahead" mentality. So when you put together a to-do list, you should probably be reviewing that at the start and end of each day. You also need to factor in the firedrills and random tasks that will blow up your day -- so if you can use the evening or weekend to get a bit ahead, then you'll be mentally ready for that "random" thing that pops up at 10am. I personally find that staying a half step ahead is what helps me stay sane and feel (somewhat) in control. This is a bit harder as a junior associate because you are still learning what each project even entails and what is coming next.

One aside is that I personally think organizing emails into folders is a waste of time and I don't do it. But YMMV.

[Whatislaw]

The half step ahead is a great point. As a junior, you'll also want to be available if either a partner approaches you for a last minute project or if you just had an unexpected turn of events in a case. Aim to have 2 hours per day as "flexible" time meaning you either can work on future tasks or accommodate last minute tasks.

[fleurdelis2]

I always got asked to find certain emails, usually attachments, so i personally recommend filing emails.

Time Entries: If you don't like the timers that come with your time entry software, I'd suggest just keeping a notepad next to your keyboard and jotting down the time spent on each task. At the end of every day, add everything up and at least jot down some shorthand to remind yourself what you did (in case you're not entering your time into the system daily, which inevitably a lot of us end up failing to do). Don't worry if you're off by a couple minutes here or there, as long as you're generally jotting down your time and not padding on purpose, this system can work.

Organizing Emails: Start by creating a folder for each client, then a sub-folder for each matter. As you gain experience or familiarity with a matter, you'll realize that perhaps you need additional sub-folders (especially if you're in a corporate practice, you may end up with many sub-sub-sub folders). I also utilize my inbox as my "to-do" list - things don't get filed into a matter folder unless they don't require my attention or I've dealt with any tasks that come out of them/responded to them.

Staying on Top of Things: To-do lists. At the end of the day, keep either a physical notepad/Excel sheet/Word doc with a full list of every single thing that remains open. Then every morning start your day off by targeting what needs to get done and what you'd like to get done. Inevitably your day will be blown up though, so this is just a starting point. As firedrills come up, deal with whatever is most immediate first. If you can't get to something and you think there's even a small possibility it's time-sensitive, communicate that internally to someone on your team.

Staying Sane: Realize that you're a first year and folks expect there to be a steep learning curve. Keep a positive attitude, keep folks in the loop, be responsive and available and do your best to strike the balance between asking too many questions and not asking enough questions which results in doing a crappy job. My main hope with junior questions is that it'll at least be clear to me they've given thought to something before they ask me - if you ask me, for example, what the date of formation is and it's something I can easily find with Ctrl + F, I'll be slightly annoyed.

I think this is really great advice.

I'd heavily push towards using the timers, unless you really can't. On to-do lists, you absolutely have to have one. It's common to get hundreds of emails a day and you need a system of moving that into a list because no one could possibly keep track of everything. So don't even try to keep track of it in your head. Organization is not a big strength of mine, so I try to overdo it and be more deliberate than natural; sometimes even simple stuff like "respond to X's email" goes on my to-do list.

Also as a junior, I think you should try to keep a "half step ahead" mentality. So when you put together a to-do list, you should probably be reviewing that at the start and end of each day. You also need to factor in the firedrills and random tasks that will blow up your day -- so if you can use the evening or weekend to get a bit ahead, then you'll be mentally ready for that "random" thing that pops up at 10am. I personally find that staying a half step ahead is what helps me stay sane and feel (somewhat) in control. This is a bit harder as a junior associate because you are still learning what each project even entails and what is coming next.

One aside is that I personally think organizing emails into folders is a waste of time and I don't do it. But YMMV.

[Whatislaw]

I always got asked to find certain emails, usually attachments, so i personally recommend filing emails.

For litigation especially, I agree. You'll need emails as exhibits oftentimes and it is a hassle to find. Do whatever system works for you, but I organize into phases like pleadings, motions, discovery, client approvals, client docs, and misc. usually and then customize to match each case.

[Anonymous User]

I'm also a brand new associate at a V10 and the "drinking from a firehose" metaphor is very, very real. I've found the to-do list feature on Outlook to be extremely helpful, because I can organize it by due date and priority level, and I can also set reminders for myself. I also try to group all of my questions together before I reach out to an associate or partner so that I can ask everything at once rather than bothering them multiple times. I've also found it helpful to find the most approachable midlevel on a matter and ask if I can send work to them for a once-over before sending it to the rest of the team.

I've been pleasantly surprised by how nice and understanding everyone has been. They've made it very clear that all they expect from me is to show up, be responsive, and try.

Also for emails, be VERY careful about your firm's retention policy! It bit me in the ass as a SA because I forgot to archive a few important emails. So now, before I even read an email, I'll file it in the appropriate folder so that it doesn't get deleted in 60 days. For emails that I want to save but don't have a client folder for, I'll just throw it into a "miscellaneous" folder and circle around at the end of each week to go through it and re-sort.