About beverlym

As a law practice management consultant and educator, my goal is to help Oregon attorneys improve their office practices and procedures. With over 35 years in the profession, I possess the problem-solving skills to help you make your law practice more efficient, effective, and profitable. Learn more here: http://www.oregonlawpracticemanagement.org/about/. My complete biography can be viewed at http://www.linkedin.com/in/beverlymichaelis.

Your Forms Library is Your Most Important Asset

Forms and templates are the most important intellectual property owned by a law firm. We rely on them to be efficient, effective, and productive. But is that reliance misplaced?

The answer is yes, if we fail to devote the necessary time and resources to maintaining our most valuable asset.

Here are some suggestions for keeping your forms library in tip-top shape:

  • Update your forms in accordance with the annual rules cycle. Proposed changes to the UTCRs are effective on August 1 of each year. Supplementary Local Rules (SLRs) are effective February 1 unless disapproved. Set task reminders accordingly!
  • Monitor and flag out-of-cycle rule amendments by subscribing to OJD News and Media Releases.
  • Watch for Oregon State Bar CLEs and publications discussing pertinent legislative changes.
  • Use Professional Liability Fund (PLF) resources. The PLF publishes legislation alerts on the most significant changes made by the Oregon legislature. The December 2019 issue of In Brief covers updates in 13 practice areas. The PLF also offers forms, which it strives to update in accordance with the legislative cycle. Visit the PLF Forms page for more information and to view revision dates for documents pertinent to your practice. Also of interest are “Cases of Note,” included in each issue of the PLF In Brief.
  • Create a centralized forms library that limits editing rights, but grants access to all users. Capture the library as part of your backup and regularly test backup integrity.
  • Consider appointing a forms czar or committee. Establish a process for adding, updating, and dumping forms.
  • Ensure that form content is scrubbed of metadata and does not contain confidential client information. Variables – the client-specific information you will be inserting into the form to customize it – should be readily apparent. Using document assembly software like The Form Tool is the way to go.
  • Push notifications to firm members when forms in their area of practice change.
  • Ask firm leadership to stress the importance of using the centralized library versus hoarding resources on individual desktops or copying and pasting content from one client document to the next.

Start by Downloading the latest UTCR Forms

The latest forms adopted by the Uniform Trial Court Rules (UTCR) Committee and approved by the Chief Justice of the Oregon Supreme Court can be downloaded in Zip, PDF, or Word format on the Oregon Judicial Department UTCR page. These include the following, which were revised in 2019:

Request to Segregate Protected Personal Information
Request to Inspect UTCR 2.100 Segregated Information Sheet
Request to Redact Protected Personal Information from Existing Case
Motion for an Expedited Civil Jury Case Designation
Order Designating an Expedited Civil Jury Case
Request for Hearing re: Statutory Restraining Order

All Rights Reserved 2020 Beverly Michaelis

For the latest out-of-cycle UTCR amendments – effective November 2019 and January 2020, visit the Current Rules page on the OJD website.

US District Court Countdown to NextGen

Do you practice in the US District Court for the District of Oregon? Are you ready for NextGen – the new version of Case Management/Electronic Case Files (CM/ECF)? If not, act now because time is running out. Here are the pertinent timelines and to-dos.

Effective date for NextGen

Tuesday, January 21, 2020.

When CM/ECF will be Offline

From 3:00 p.m. on Friday, January 17, 2020 through 8:00 a.m. on Tuesday, January 21, 2020. During this time, notices of electronic filing will not be issued.

Court-Imposed Deadlines 

Court-imposed deadlines falling on Friday, January 17, 2020 are extended to 11:59 p.m. on Tuesday, January 21, 2020. Standing Order 2019-13.

Time-Sensitive Filings Must be Submitted by Email

The Clerk’s Office will accept via email time-sensitive filings, such as filings nearing statute of limitations deadlines, requests for emergency injunctive relief, and notices of appeal.

Counsel or self-represented parties who are concerned about whether a filing must be submitted to the Clerk to ensure its timeliness should also submit the filing by email during the period when CM/ECF is unavailable.

Documents must be submitted to filings@ord.uscourts.gov and will be deemed filed as of the date received. Any documents submitted via email during this time will be entered on the docket by the Clerk’s Office as soon as practical after CM/ECF is operational. Standing Order 2019-13.

Upgrade Your PACER Account Now

Attorneys will NOT be able to log in and file with their current CM/ECF user names and passwords after January 21, 2020. To avoid any interruption in filing:

Note: Attorneys are required to have individual, upgraded PACER Accounts. Shared accounts may not be used.

All Rights Reserved 2020 Beverly Michaelis

 

Fresh Start for the New Year

The new year offers each of us the chance to make changes. Not by setting lofty goals, but by committing to small adjustments that can make a big difference in attitude, health, and resilience. Here are 7 micro goals that anyone can follow.

Micro Goal 1 – Cut Your Work Hours

Several years ago I reported on a study from the Annals of Internal Medicine that found people “who work an average of 11 or more hours per day have a 67 percent higher risk of suffering a heart attack or dying from heart disease than people who work a standard seven- to eight-hour day.  Those who work between 10 and 11 hours per day have a 45 percent higher risk.”

Your micro goal: Commit to a 9 hour (or less) work day. The occasional exception is fine, just don’t backslide.

Micro Goal 2 – Stand, Move, Stretch

Sitting in your chair for hours on end shouldn’t be the norm. Stand, move, stretch. Consider a treadmill or standing desk. Better yet, leave the office for a few minutes and walk around the block! Your joints and muscles will thank you.

Your micro goal: Move at least once an hour. Use a cheap timer, an app, recurring task reminders, or whatever it takes to remind yourself to get up. No one will care if you stretch during a deposition or walk to the back of the room during a CLE.

Micro Goal 3 – Just Say No

Find it hard to turn people away? You aren’t alone. I don’t really have a choice. I need the money. Family, friends, or former clients are depending on me. These are things we tell ourselves. Follow this advice to turn the tide.

Your micro goal: Say no at least once a month. As you gain confidence, don’t hesitate to say no whenever necessary.

Micro Goal 4 – Say Goodbye

Too much to do and not enough time? Cull the herd.

  • Review your current client list for matters you regret taking.  If feasible, say goodbye to those clients.
  • Farm out work or delegate to others in your firm. If you’re a solo/small firm practitioner, reach out to colleagues for referrals to a contract lawyer who can get you over the hump.

Your micro goal: Apply your newfound client/case criteria to future matters and screen out cases that aren’t a good match for you.

Micro Goal 5 – Protect your Priorities

What do you want to get done? What are your priorities? When is the last time you even thought about what you wanted?

It’s easy to get pushed around by interruptions: phone calls, texts, emails, pop-in clients, or colleagues.

Your micro goal: Block out time on your calendar for work you want to get done. Treat this time as if it were a client appointment. (No interruptions allowed.) Stay off the Internet unless the task at hand involves being on the Internet. Give the matter your undivided attention.

Micro Goal 6 – Put Your Calendar First

If your calendar contains your personal and business commitments, including time blocks to get work done, let it determine the scheduling for all new promises.

Your micro goal: Check your calendar before promising completion of a time-related task. If there is no “deadline” per se, determine when you can reasonably fit the new project into your schedule. Add it to your calendar and back it up with a task reminder. You gain nothing by promising a quick turnaround if you can’t keep your word.

Micro Goal 7 – Triage When You Know You Can’t Meet a Deadline

If you’re in a pickle – a deadline is approaching and you know you can’t meet it  – the best approach is to face it head on. I know this can be hard. We assume clients or other lawyers will yell at us. The truth is, people are more understanding than we give them credit for. Everyone has been there. They get it.

Your micro goal: Renegotiate deadlines you can’t meet.

You can start over. You can make changes. Never let anyone tell you otherwise.

All Rights Reserved Beverly Michaelis 2020

 

Resolve to Improve Your Practice in the New Year

What are your New Year’s resolutions?

 

You don’t really have to choose, because in 2020 you’ll see posts on all these topics and more!

STREAMLINE YOUR PRACTICE IN THE NEW YEAR

We begin the year with a Fresh Start.  If you’ve ever felt disorganized or overwhelmed, this post is for you.  No habit or office system is written in stone.  You can make adjustments, update your practices, or create new procedures. For a kickstart, visit this blog next Monday.

BETTER CLIENT MANAGEMENT

Recommitting to marketing and client retention begins with understanding how to control and relate to clients.  Download my free eBook, Tips for Improving Client Relationships.

SHOW ME THE MONEY

Collecting fees is a battle every lawyer fights. We’ll start the new year with a deeper understanding of fee agreements, billing, and collections.

BETTER TECH FOR EVERYONE

Every year brings new tech tips, gadgets, and websites worth your time and investment. If you just can’t wait, check out 2019’s Technology Tips for Busy Legal Professionalsfeaturing workflow automation, the importance of practice management integration, better email management and document drafting with apps, ink-to-digital notebooks, specialty legal keypads, smart conference room cameras, how to create a free online business profile, ethically-compliant business texting, online contract lawyering resources, AI-powered legal research, and more.

Happy New Year!

Tumalo River

All Rights Reserved – Beverly Michaelis 2020