Archives for October 2011

What do your clients really want?

October 17, 2011 by
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Your clients hire you to obtain results. They want a certain outcome, a verdict or settlement, a deliverable. This post points out that results usually come at the end of the engagement and says that, “. . .clients don’t care about results most of the time, they care about the experience they’re having with you right now.”

Clients obviously do care about how they are treated by you and your staff; their experience with you is important to them. But I don’t think you can say they don’t care about results most of the time. They certainly do.

But, next to getting those results, there’s something else they care about.

They want to see that you made the effort.

Clients want to see that you tried. You fought for them. You did the work. If the hoped for results don’t come, most clients will accept this, but only if they know you did your best.

Your clients expect you to treat them politely and keep them informed. They expect you to be fair in your billing. Being treated well is part of the deal, part of what they get when they hire you. But being treated well will never excuse a lack of effort.

There’s two parts to this:

  1. You have to make the effort, and
  2. Your clients need to know you did.

Make sure your clients see your work product and understand everything you do. Paper them, inform them, explain to them. Show them you did everything you could to obtain the results they want. That’s what they’re paying you for.

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Filed Under: Client relations, Communication Tagged With: , , , , , , , , , , , , , , , , , , ,

Is this the real reason you’re always tired?

October 14, 2011 by
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So you work long hours. And too many days without a day off. You’re on the go all day long, putting out fires, racing to the next one. Who wouldn’t be tired with your schedule?

But near exhaustion is not a natural state of being and it’s certainly not a recipe for good health or long life.

If you’re not getting enough sleep because of your schedule, if there simply isn’t enough time for sleep, you need to fix that. Fortunately, there are many ways you can cut your work hours without cutting your income. In fact, working less can actually increase your income, as it did mine.

If you are self-employed, you can delegate more of your work, you can increase your billable rate, and you can target better clients e.g., those willing to pay more for better service and influential clients who can refer others like themselves. If you’re not self-employed, you need to have a talk with your employer about your fast track to burnout, or find a new employer.

If you have enough time for sleep but you’re still not getting enough, if you have some form of insomnia and there’s no medical reason for it, there are also many things you can do. Taking naps, exercising, cutting down on caffeine, listening to “white noise,” improving your diet, and avoiding TV before bed, are a few common techniques for improving your ability to get a good night’s sleep.

But instead of looking for techniques to cure insomnia, why not find the cause and eliminate it?

If you’ve tried everything you can think of to get a good night’s sleep but you’re still always tired, my guess is that you’ve got too much stress in your life. It might not be caused by something obvious like job loss, marriage issues, or a medical crisis. It can be something much more subtle.

Let me ask you a question. Be honest, you’re the only one who will hear the answer.

Are you happy?

Are you doing what you want to be doing professionally? Is your career going the direction you want it to go? How about your personal life, are things running smoothly there?

Life is supposed to be easy. And fun. If it is not, if it is a struggle, if you’re always doing things you don’t want to do and pushing to get to the next level, you need to know that this is not the natural order of things.

I don’t believe we were put here to struggle. I believe we were put here to explore, to build, and to experience joy. I also believe we were given instincts and emotions to guide us. If most of the time we feel good about what we’re doing, it means we’re doing the right things and moving in the right direction. If we feel bad, it means we are not. When we feel bad most of the time, we experience stress, insomnia, and burn out. A one way ticket to unhappiness.

In his post, The Power of Effortless Living, the author uses the metaphor of a meandering river to make the case for following the path of least resistance. “To resist the natural course – to row against the tide – is exhausting and pointless; those who try only wear themselves out getting nowhere.”

Our futures are uncertain, he says. We cannot know where the river will take us. “All we can do is keep a vigilant eye for opportunity, relax and enjoy the journey”.

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Filed Under: Career satisfaction, Inspiration, Personal development Tagged With: , , , , , , , , , , , , , , , , , , ,

Save time by not filing email; study proves search is quicker

October 13, 2011 by
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Filing emails in folders, or adding labels to them, doesn’t make them quicker to find. According to a study by IBM Research, it’s quicker to find them by searches.

“Finding emails by searches took on average 17 seconds, versus 58 seconds finding the emails by folder,” the researchers concluded. “The likelihood of success – that is, finding the intended email – was no greater when it had been filed in a folder.”

The time spent filing email, in addition to the added time spent retrieving it, can add 20 minutes a day to your workload, the study concluded. A comment to the article questions whether this is true under real world conditions:

In the majority of scenarios, searching is more efficient, however if you forget. . . the metadata [key words]. . . related to the email, then your search efforts are going to be quite difficult. On the other hand, if you remember that you simply filed the email under the “important” folder, then odds are you may only be a few clicks away. In a black and white world, yes searching is more efficient, however there are still valid purposes to using folders.

My plan to achieve email inbox zero calls for me to get rid of all but one label and rely on Gmail’s search capability. I’m pretty sure I won’t miss having more labels since I don’t use the 50 I currently have. But my view is colored by my use of Evernote to file important emails and to manage tasks and projects.

In Evernote, I tag everything (and sometimes also add key words to the body of the note). The difference though is that I don’t “file” all my email this way, just the actionable or otherwise important ones which constitute less than 5%.

I found most interesting the researchers conclusion that most people don’t file emails in folders to make it easier to find them so much as to remove from view the overwhelming volume of email. They pare down the inbox so that they can use it for task management, which the study implied was not efficient.

If they used Evernote like I do, they wouldn’t have to spend as much time filing all of their email in the right folders, they could simply send the important ones to Evernote and archive the rest.

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Filed Under: Law office management, Productivity, Technology, Time Management Tagged With: , , , , , , , , , , , , , , , , , , ,

Making Money in the Current Economy: Advice for the Nervous

October 12, 2011 by
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A friend emailed me recently, seeking financial advice. He’d just watched a video on our current economic woes and the bleak forecast for the future.

He’s in his late 20’s, a creative type (graphic arts, web design, dance, music), and intelligent, but not savvy about business or finances. He currently works part time and does some freelancing, and he is nervous about his future.

He asked for books I might recommend, so he can educate himself, and for advice. I thought I’d share with you the advice I gave him, edited and with a comment or two for attorneys.

Here is what I told my young friend:

  • The best thing you can do is to own your own business. Don’t rely on a job, hire yourself. Yes, that’s risky and frightening, but so is being dependent on someone else.
  • Do something that excites you, even if you don’t know how you can make money at it. If you’re passionate about what you do, you’ll do it long enough to get good at it and the money will find you.
  • Focus. Put all your eggs in one basket. You can have more than one business [he has several interests], but only if they are related, or you start one after the first is successful.
  • Employ leverage. Find ways to use OPM and OPE (other people’s money and other people’s efforts). If your income depends solely on what you do, you’ll never grow as big as you could and vacations and retirement will be problematic.
  • Work at your business every day. Most people give up; you can stand out by consistently showing up.
  • Give more than is expected of you. The more value you deliver, the more your business and life will be enriched.
  • Go global. Use the Internet to offer your products or services worldwide. [Attorneys, if possible, don’t depend on just your local market. Can you get licensed in other jurisdictions? Can you create a law-related product (book, course, etc.) that can be sold to people outside your local market?]
  • Don’t fear competition, embrace it. Your voice and style makes you unique. You can earn more by working with your competition than you could trying to beat them. [Attorneys, you don’t sell your services so much as you sell yourself. You are your brand and your brand is valuable.]
  • Surround yourself with good people. You only need a few but choose them carefully.
  • Don’t worry about whether or not you’re good enough right now. Study your craft, do it every day, and you will soon be good enough. Just get started. Teddy Roosevelt said, “Do what you can, with what you have, where you are.”
  • Don’t worry about the economy or fixate on politics. Don’t put your head in the sand but realize you can’t do much about it. I agree with Barbara Bush who said, “What happens in your house is far more important than what happens in the White House”.
  • Think about what you want, not what you don’t want. You will attract what you think about.

A law practice is an extension of you. You are worth far more than you know.

Marianne Williamson said it beautifully:

Our deepest fear is not that we are inadequate. Our deepest fear is that we are powerful beyond measure. It is our light, not our darkness that most frightens us. We ask ourselves, Who am I to be brilliant, gorgeous, talented, fabulous? Actually, who are you not to be? You are a child of God. Your playing small does not serve the world. There is nothing enlightened about shrinking so that other people won’t feel insecure around you. We are all meant to shine, as children do. We were born to make manifest the glory of God that is within us. It’s not just in some of us; it’s in everyone. And as we let our own light shine, we unconsciously give other people permission to do the same. As we are liberated from our own fear, our presence automatically liberates others.

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Filed Under: Dealing with stress, Increase your income, Inspiration Tagged With: , , , , , , , , , , , , , , , , , , ,

Evernote and my plan for achieving “Inbox Zero”

October 11, 2011 by
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I have tens of thousands of emails in my Gmail inbox. At last count, 16, 503 are unread. I have over 50 labels set up. I don’t use any of them. It’s a mess

When I first learned about Inbox Zero I swooned. The idea is intoxicating. When your inbox is empty, you are no longer overwhelmed by email. You are in control. You enjoy a Zen-like feeling of tranquility. You process your email inbox once or twice a day, keeping it at zero. You have a “mind like water”.

I loved the idea, but the thought of going through tens of thousands of emails was about as appealing as a state bar complaint.

Email has long been the final frontier in my productivity makeover. I’ve resisted changing for a long time. But now, I have a plan.

My plan involves my favorite productivity tool, Evernote, which I use for collecting information and managing my projects and tasks. I use it all day long, in every part of my work flow, as my tool for Getting Things Done. Read my previous posts on how I use Evernote for getting things done.

Right now, when I get an email that requires action of any kind (a reply, a call, review, read, etc.) or that is related to a project I’m working on, or is something I want to keep for reference purposes (receipts, newsletter ideas, research, documents, etc.), or something I am waiting for, I forward that email to Evernote. I then tag it and incorporate it into my gtd system.

If an email requires a reply that will take no more than two minutes, I do it. I may also send a bcc to Evernote.

Sometimes, I get emails requiring action that I don’t send to Evernote. An example is an email I got recently from someone I hadn’t spoken to in a long time. I didn’t want to dash off a quick reply, I wanted to give it some thought. In this case, I added a @Reply label and archived the email in Gmail. When I’m ready to reply, the label will help  me find it.

Yes, I could also send these to Evernote, but I like having the orignial email connected to my reply. And, if I do send it to Evernote, I want to do so after I’ve replied, so I have both the original email and my reply in one Evernote note.

So, here’s my plan for achieving email bliss using Evernote and Gmail:

First, when I have some quiet time, (this will probably require several sessions), I will go through my Gmail inbox, scanning (not reading) and quickly doing the following:

  1. Unsubscribing from newsletters I don’t read.
  2. Adding @Reply label to anything I need to reply to that will take more than two minutes but does not need to be tracked.
  3. Sending Action and Reference items to Evernote.
  4. Trashing or archiving everything else.

Once my email inbox is empty, as new emails come in, I will review and process them, as follows.

  • If it requires a response or action that will take two minutes or less, I will do it, then Archive it; if I want to, I can also send a bcc to my Evernote account.
  • If it will take more than two minutes but I don’t need to keep notes, add it to a project, or track it, I will label it @Reply and do it as soon as possible.
  • If I’m waiting for a reply or for something to occur, I will send it to Evernote (and add a @Waiting tag).
  • If it’s something I want to keep for reference, an important email, an exemple of a good sales letter, a receipt, or something I want to read later, I will send it to Evernote.
  • All other emails will go into Archive or get trashed. At day’s end, I will again have an empty Inbox and an empty mind.

The premise behind all of this is to identify emails that need action. That’s key. Everything else is reference and can be found through search.

Note, I will use just one label in Gmail, @Reply. I am open to adding others down the road, but only if they truly serve me. For example, I may find it easier to label emails @Read/Review in Gmail, rather than sending them to Evernote for that purpose. I may also add labels for specific projects, or use them temporarily (e.g., for promotions). But for now, one label will do.

Wish me luck. I’ll let you know how it goes.

Have you achieved “Inbox Zero”? What do you think of my plan?

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Filed Under: Dealing with stress, Email, Law office management, Productivity, Technology, Time Management Tagged With: , , , , , , , , , , , , , , , , , , ,

How to keep your name in front of prospects all year long

October 10, 2011 by
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My recent post on holiday greeting cards elicited a comment from Bruce Brightwell, an attorney who sends his list a magnetized refrigerator calendar. “People love the calendars, and I am in front of them for the whole year,” he said.

This is smart marketing. A practical gift that keeps your name and contact information in front of clients and prospects that is inexpensive and effective.

Calendars are a great year end gift. What can you do the rest of the year?

Do a search for “advertising specialties” or “ad specs”. That’s what they are called in the trade. You will find a mind numbing array of possible items you can offer:

  • Pens
  • Key chains
  • Calendars (wall, refrigerator, desk, wallet)
  • T-shirts
  • Baseball caps
  • Book bags
  • Book ends
  • Paper weights
  • Coffee mugs
  • Thermoses
  • Book bags
  • Mouse pads
  • Business card cases
  • Book marks

I like pens. You can get them in bulk for under .25 cents, and nice ones for under a dollar. People use pens and carry them, and if they lose one, someone else will pick it up.

I also like note pads. They are very inexpensive (any printer can make them for you) and you can get them in different sizes. Real estate agents send them pre-printed with lines for a grocery list. This is good for consumers. For businesses, I like a 4 by 5 1/2 size that can sit on a desk or next to a phone. While taking notes, your prospect looks at your name and smiling face at the top of the pad, draws a mustache and eye glasses and darkens your teeth. It’s a note pad and a game!

A disadvantage of note pads is that once they have been used, they’re gone. But this gives you an opportunity to get in front of clients and prospects several times a year to replenish their stock.

In choosing an item, keep in mind the amount of room available for printing. A pen has very limited space; a calendar has much more. More space lets you include an “advertising” message: your practice areas and/or an offer, e.g., “‘Free Report: How to save 20 to 50% on legal fees this year’ at www.mywebsite.com”.

You can, of course, have more than one gift item. You could mail everyone a calendar at year end, give coffee mugs to visitors to your office, and give a more expensive item (e.g., Polo shirt) to new clients.

Have you used ad specs to market your practice? Did it bring you new business?

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Filed Under: Advertising, Client relations, Marketing legal services Tagged With: , , , , , , , , , , , , , , , , , , ,

The strangest secret with Earl Nightingale

October 8, 2011 by
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I first heard this recording over forty years ago when my father brought home a vinyl LP record. It was one of my first exposures to personal development and has lead to a lifelong study of great books (and recordings).

This is the message that started it for me and if you haven’t heard it, you’re in for a treat.

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Filed Under: Inspiration, Personal development Tagged With: , , , , , , , , , , , , , , , , , , ,

The surprising truth about written goals

October 7, 2011 by
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I was at a presentation last night. The speaker cited the now infamous 1953 Yale University goal setting study which conclusively proved that having written goals dramatically increases the likelihood of achieving them. I was familiar with the study and made a note to post it on this blog:

In 1953, researchers surveyed Yale’s graduating seniors to determine how many of them had specific, written goals for their future. The answer: 3%. Twenty years later, researchers polled the surviving members of the Class of 1953 — and found that the 3% with goals had accumulated more personal financial wealth than the other 97% of the class combined.

Amazing, isn’t it? The only problem is it’s not true. The study never took place.

Okay, that’s disappointing but it doesn’t matter, everyone knows that written goals are important, right?

A few minutes with my Uncle Google found a different study that purports to prove the hypothesis of the fictional one. In this study, the researcher found that,

. . .people who wrote down their goals, shared this information with a friend, and sent weekly updates to that friend were on average 33% more successful in accomplishing their stated goals than those who merely formulated goals.

I’m no scientist, but I don’t think this is dispositive of the issue. For one thing, they didn’t test a group who agreed to be accountable to a friend and provide weekly updates but who did not have written goals.

In the early 1920s, Napoleon Hill (Think and Grow Rich, et. al.) conducted exhaustive interviews with 500 of the most successful men of his day. Hill concluded unequivocally that written goals were a key factor in their success and articulated a six-step process for creating them. These include putting them in writing and reading them aloud twice a day. But was it the writing of their goals that made their achievement more likely or was this simply a common trait among these highly driven individuals who would have achieved their goals anyway?

Here’s what I think. I think the value of a written goal isn’t in the written document itself (or in the continual reading of it) but in the process of thinking about and choosing the goal. As you spend time thinking about what you want and what you don’t want, as you winnow down the multitude of possible goals, you go through a process that leads to clarity. Clarity leads to focus, and focus leads to making decisions and engaging in activities that are consistent with achieving the goal.

Simply put, if you know what you want and you continually focus on it, you are more likely to get it. Putting the goal in writing isn’t necessary.

In fact, putting a goal in writing might actually make it harder to achieve.

How often have you chosen a goal only to later realize that it was not what you really wanted. It might have been your parents’ goal or a goal you thought you should be aiming for, but in reality, it wasn’t what you really wanted. If you write and stay focused on a goal that you don’t really want, you’ll either achieve it and be unsatisfied, or not achieve it and wonder why goal setting doesn’t work for you.

Goals should be flexible, not engraved in stone (or on paper). They are a starting point; only sometimes are they your true destination. Feel free to change your goals, written or otherwise, if they no longer serve you.

How do you know if you chose the right goal? That’s simple. When you think about it, how do you feel? Your feelings will tell you, unfailingly, whether it is or is not something you really want.

Be honest with yourself about how you feel and trust your feelings. If you don’t feel good when you think about a goal, or if you don’t feel good enough, don’t try to change how you feel, change the goal. It might need only a small change–the due date perhaps or the amount of money sought–or you might need to choose a completely different goal–but choose a goal that feels good when you think about it.

The answer is inside you. Put it on paper if you want.

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Filed Under: Goal Setting, Personal development Tagged With: , , , , , , , , , , , , , , , , , , ,

Steve Jobs’ greatest marketing lesson for lawyers

October 6, 2011 by
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No doubt Steve Jobs’ career will long be studied in business schools. His vision and iconoclastic style changed everything in the world of technology and business. Jobs urged the world to “Think Different” and his accomplishments proved this to be good advice.

His career also provided several lessons in marketing for lawyers, as Larry Bodine ably points out. I believe Jobs’ greatest lesson, however, was in the way he lived his life.

Well before illness reminded him of his mortality, Jobs’ philosophy for living drove him to take risks. In his address to the 2005 Stanford graduating class, he described it this way:

“When I was 17, I read a quote that went something like: “If you live each day as if it was your last, someday you’ll most certainly be right.” It made an impression on me, and since then, for the past 33 years, I have looked in the mirror every morning and asked myself: “If today were the last day of my life, would I want to do what I am about to do today?” And whenever the answer has been “No” for too many days in a row, I know I need to change something.

“Remembering that I’ll be dead soon is the most important tool I’ve ever encountered to help me make the big choices in life. Because almost everything — all external expectations, all pride, all fear of embarrassment or failure — these things just fall away in the face of death, leaving only what is truly important. Remembering that you are going to die is the best way I know to avoid the trap of thinking you have something to lose. You are already naked. There is no reason not to follow your heart.”

Of course this is not, per se, a marketing lesson, nor is it confined to lawyers. But I believe that more than anyone, lawyers need to hear this message.

Lawyers are among the most risk adverse creatures on Earth. Protecting our clients from risk is one of our strengths. Paradoxically, it is also one of our weaknesses.

In the world of business, lawyers are known as “deal breakers”. To protect our clients, (and ourselves), we often overstate the likelihood and potential consequences of perceived risks, often to the detriment of our clients’ business interests. A deal not struck cannot result in loss but neither can it result in gain.

In marketing their services, many lawyers are also deal breakers. They don’t want to appear weak or unprofessional or make a mistake that embarrasses them or gets flagged as an ethics violation, and so too often, they do nothing. Or they do something that is so watered down, so colorless, the results aren’t even worth mentioning.

Steve Jobs was successful because he took chances. He defied convention. He stuck his neck out and challenged the world to a duel. He had many defeats and many detractors but he accomplished great things because he didn’t worry about what others thought.

Most lawyers don’t like marketing, not because they feel it is beneath them, although that sentiment also exists, but because they are afraid to fail. They can sell their ideas to a jury, risking everything on behalf of their client, and when they lose, shrug it off and bounce right back. But when it comes to selling themselves, many lawyers freeze in their tracks.

Learning how to market ones services helps to reduce the fear, but in the end, lawyers need to just go for it. As Los Angeles Dodgers great Maury Wills, who stole 104 bases in one season once said, “You can’t steal second base while keeping one foot on first base.”

While many baseball fans know about Wills’ record setting base stealing, they may not know that he also set a record for being thrown out while attempting to steal a base–31 times during the 1965 season.

Nobody ever achieved great success by playing it safe. All great achievements have come from taking great risks. Steve Jobs took risks every day and lived every day like it was his last. He had many losses and many wins but, I am sure, few regrets.

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Filed Under: Career satisfaction, Inspiration, Marketing legal services Tagged With: , , , , , , , , , , , , , , , , , , ,

Ten ways attorneys can use a newsletter to grow their practice

October 5, 2011 by
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For many attorneys and law firms, newsletters bring in a lot of business. If you don’t have a newsletter, here are ten reasons you should:

  1. To get more business from current clients. A newsletter is an effective way to let clients know about your other services and show them how they can benefit from those services, without being “salesy”.
  2. To get repeat business from former clients. People who hired you once will hire you again–when they’re ready. A newsletter is a great way to stay in touch with them until they are.
  3. To add value to your services. A newsletter can provide an added benefit for clients. Give clients “subscriptions”. Put a price tag on the newsletter but send it free to current clients.
  4. To educate prospects. A newsletter that provides prospective clients with valuable information helps them make better decisions, allows you to demonstrate your expertise, and provides a mechanism for staying in touch with them until they are ready to hire you.
  5. To generate word-of-mouth referrals. Newsletters have pass-along value. A good newsletter will be shared with an average of three other people, even more online.
  6. To build your contact list. You can offer visitors to your web site a subscription to your newsletter in return for providing their email (and other contact information). When speaking or networking, you can offer to send your newsletter to people who provide you with their business card.
  7. To establish expertise and credibility. Your writing helps prospects, publishers, reporters, meeting planners, and referral sources see you as the expert you are.
  8. To provide content for, and traffic to, your web site. Your newsletter can drive traffic to your web site or blog. Your newsletter content can be re-used as content on your web site or blog, generating additional traffic from search engines and social media.
  9. To shorten the sales process. People who respond to your newsletter are better informed about what you do and pre-sold on your ability to do it, in contrast to people who come to you via advertising.
  10. To serve as a networking tool. Your newsletter is a tool to reach out to other professionals. You can interview them for an article, conduct a survey, ask them to write an article, or ask permission to put them on your mailing list.

A newsletter requires an investment of time, and possibly some capital, but the return on that investment can be substantial. If you want to grow your practice, a newsletter is one of the most highly leveraged marketing activities you can do.

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Filed Under: Increase your income, Leverage, List building, Marketing legal services, Networking, Newsletters, Referrals, Web traffic Tagged With: , , , , , , , , , , , , , , , , , , ,
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