Set goals, avoid procrastination:
Keys for effective time management

It's good to have goals, especially in the practice of law.  That was the message from Margaret Spencer Dixon, a lawyer and time management consultant, who spoke at the Second Annual GP/Solo Fall Conference earlier this month in Philadelphia.

Spencer Dixon, who has chaired the Time Management Interest Group of the ABA Law Practice Management Section, explained that goals are not only critical to the practice of law, but also an important step in becoming organized.  "Goals help lawyers evaluate the relative value and priority of various projects and tasks," she said.

She outlined the five elements that goals need in order to serve as effective guideposts. Goals must be:

•Specific and measurable
•In writing
•Deadline-driven
•Balanced between challenging and attainable
•Personally adopted

Goals, whether for a solo practice or a larger firm, need to be ones that the lawyer makes his or her own. "Some things work for some and seem outlandish to others.  The key is for lawyers to find what works for them," Spencer Dixon said. She noted that lawyers also need to be able to make organizational goals their own so they are committed to achieving them.

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Keeping life in balance

Spencer Dixon encouraged her audience to make a conscious choice to counterbalance work with regular rest and relaxation, encouraging activities such as sailing, horseback riding, rock climbing, skiing, surfing or snowboarding that incorporate a slight element of danger.  "It’s hard to be worrying about a court case or client meeting when you’re taking in high waves or schussing down a mountain.  These activities clear your mind."

She also discussed avoiding procrastination.  "Procrastination can be a real problem for lawyers because as a group we are smart people who are trying to be perfect.  Lawyers who procrastinate need to realize that it is possible to change and that living a non-procrastinating life is better than living with it."  She said that the most important part of any project is to start.

A mind-set readjustment helps avoid procrastination.  Spencer Dixon suggests replacing "I must…" with "I choose to …", changing "this project is huge" to "I'll do one small task," and "I have to be perfect" to "I can be human." 

Watching the number of hours worked is important to ensure time away from the office.  "If I work from eight in the morning until six in the evening, I've worked 10 hours.  If I decide to work until seven, I've increased my work time by 10 percent.  At the same time, though, I've decreased the number of hours with family or personal projects by 25 percent.  That trade off is not effective day after day."

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