As a lawyer, deadlines rule our lives. Most deadlines are set by court rules, and there are serious ramifications for missing deadlines. So it is extremely important to make sure deadlines do not get forgotten. This article will give you some tips and tricks on how to stay on top of deadlines and keep your life organized.
Tip 1: Use A Calendar!
I have a very good memory for dates and events, but I still make sure everything gets put in my calendar. This can be as small as a reminder to call opposing counsel to discuss deposition scheduling or as important as a trial date. Reminders such as birthdays, holidays, court closures, religious observances, and anniversaries should all be a part of your calendar. Anything that you want to address should be included in your calendar.
Making sure an entry gets on the calendar is just as important as allocating the proper amount of time for each entry. If you have a meeting that typically takes 15 minutes, you do not want to block off more than 30 minutes. If you have a hearing in front of a judge who is chronically late, then make sure that time is included in the calendar entry. Also, make sure that you include any travel time in your calendar entry. This should also include time for rush-hour or holiday traffic. You do not want to have back-to-back calendar entries when you are not accounting for the true amount of time each meeting will take you. When in doubt as to how long a meeting is going to take, plan for it to be on the longer side. If you have a hard stop for a meeting, make sure you communicate that when scheduling with the other people who will be in the meeting. When you start the meeting, be sure to remind the other meeting attendees of your hard stop time and stick to it when the time arrives.
The type of calendar you use is also important. Technology has made it convenient to integrate your personal and business calendars into one calendar. However, sometimes using an old school paper calendar can be just as effective as long as you make sure to update it and carry it with you. A paper calendar makes it easier to see a month view more clearly. Or you can even use both an electronic calendar and paper calendar. Figure out what works best for you.
Tip 2: Consult The Calendar – Daily!
Once the deadlines and appointments are in the calendar your job to stay organized is not over. You need to look at the calendar every day. Every morning check your calendar to see what you have to accomplish that day. Every night before you leave the office or go to bed, look at the calendar to see what you have for the next day.
To really stay organized, you should be looking at least one week ahead of your schedule and up to a month ahead. If you have a big motion or report due or important deadline, make sure you are setting aside time to prepare the motion, report, or any other preparation that is required.
Tip 3: Rely on Your Assistant
Assistants are there to help you. The title assistant literally means “to assist.” It is important to rely on your assistants to help make sure your calendar is up to date. At a minimum, your assistant can be your quality control check to ensure you are entering your appointments and deadlines correctly. Relying on your assistant means you have to have clear lines of communication. You need to let your assistant know exactly what you expect from your calendaring, what you want included in your calendar, and how you like your calendar entries to appear. Everybody has their own idiosyncrasies, and you need to be able to let your assistant know your peculiarities so that your calendar appears in a way that makes sense to you.
Tip 4: Allow for Change
You may think that you have devised the best system for staying organized and staying on top of deadlines because you have used the same system for decades. It is important to seek more efficient ways to use your calendar. Be open to using automated systems and talking to other people about how they manage their calendars. Unlike the Rosetta Stone, your calendar and tracking system is not set in stone. Be amenable to change.
Deadlines and meetings dictate our daily lives both at the office and at home. A well-maintained calendar is a great way to stay organized.
