E-BRIEF - Jan-Feb 2004 - The Advocates' Society

Suggestions for Managing Law Office Chaos
By Leota Embleton,
Ontario Bar Assistance Program
"This isn't a law practice, it's hell with
florescent lighting."
Nancy B. Jones
You may not realize how great an
impact office stress can have on you
and your practice. It is this kind of stress
that can cause lawyers to sink into
depression, anxiety, dissatisfaction and
even substance abuse. Two personality
traits that are often identified in the legal
profession are the “two Ps”: perfectionism
and procrastination. While these
may seem to be opposites they often
exist together and feed into feeling overwhelmed
and out of control.
Perfectionism and procrastination can
contribute to office chaos.
Are your work habits and office environment
putting you at risk? Here are a few
questions to ask:
- Is your work environment in a state of
constant chaos, disorganization and
high stress?
- Do you find yourself with the same
stresses and the same problems within
your office year after year?
- Are you setting goals for yourself and
your office that never seem to be
achieved?
- Do you dread the start of yet another
day at the office?
- Are you in control of your work, or is
your work in control of you?
If you answer yes to these questions
your personal health and quality of life
are likely to be negatively affected soon,
not to mention your career satisfaction.
The impact and the effect of office chaos
depends on several factors:
1. How long have these problems existed?
2. How often are tensions high and
morale low in the office environment?
3. What is the frequency and severity of
client complaints?
4. How long can you stick your head in
the sand in an effort to avoid the issues
and hope they will just go away?
These types of problems are all too
common in many offices. The positive
message is that there is a great deal
that can be done to help fix these problems
and to decrease work related
stress and chaos. There are organizational
solutions and personal solutions
to consider.
Organizational solutions and suggestions
for a healthy office:
1. Take a hard, honest look at the
strengths and weaknesses of your
entire office (equipment policies, clients
and marketing).
2. Develop an action plan and decide
what steps need to be taken by whom
and when.
3. Monitor the plan and hold everyone
responsible (including yourself) to do
their part.
4. Voice criticisms privately.
5. Praise openly.
6. Communicate openly, give clear
instructions and avoid last minute planning
when possible.
7. Settle all unresolved conflicts (with
partners and any others in the office).
8. Keep a sense of humour.
Personal solutions for managing
work/office chaos:
Consider your personal space and
reactions in times of stress. When you
are feeling pressured by the many
urgent and simultaneous demands from
clients, staff and colleagues try these
techniques to deal with your personal
reactions in a positive way:
1. Shut the office door and sit down.
Stop the input for a moment.
2. Close your eyes and take three deep
breaths.
3. Drink a glass of water. Refresh your
mind and body.
4. Stretch your neck, arms and legs.
Get blood flowing, help release body
tensions.
5. Put your feet flat on the floor. This is
grounding and will maximize blood flow
to help you focus on the issues.
6. Prioritize and time manage. You can't
do it all at once.
7. Accept your limits. There are only so
many hours in the day.
8. Turn off the computer, shut off the
cell phone and leave the palm pilot.
Are you willing to take the necessary
steps to look for and create healthier
and better working environments for
yourself? Or are you willing to accept
the work-related stresses in your life
year after year? The answers may not
be easy but the ultimate choice is
indeed yours! There are ways to get
help -- legal management consultants,
practice management advisors and
OBAP can make suggestions to help
you get started. Put procrastination
behind you and make perfectionism
work for you in a realistic, positive way.
Further reading:
Spencer Johnson and Kenneth
Blanchard Who Moved My Cheese: An
Amazing Way to Deal with Change in
Your Work and in your Life, The
Putnam Publishing Group, 1998.
Nancy Byerly Jones, Easy Self-Audits
for the Busy Law Office, ABA Law
Practice Management Section, 1999.
Nancy Byerly Jones, The Dangerous
Link between Chronic Office Chaos,
Stress Depression and Substance
Abuse, GP Solo Magazine, July/Aug
2001.
John Starzynski, How to Focus During
Stress, OBAP Newsletter, Oct. 2003.
Confidential help and information
are available for lawyers
and their families.
Ontario Bar Assistance Program
Lawyers helping lawyers since 1978
www.obap.ca
Leota Embleton, Program Manager,
416-241-7983
John G. Starzynski,
Volunteer Executive Director,
1-877-6227
LINK Lawyers Assistance Program
English: 1-866-261-6704
French: 1-866-261-6718
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VOLUME 15, NO. 5, JANUARY/FEBRUARY 2004