110 – Managing the Workload

James Bellerjeau – Mettler-Toledo International Inc. Martine Petetin – British American Tobacco Plc

Gian-Reto Schulthess – Adecco management & consulting S.A.

Agenda

1. How to be an Effective Manager

2. Managing the Legal Department Workload

3. Managing the Individual Workload

1. Effective Management Generally What Does Effectiveness Mean Anyway? •  What it does not mean:

–  What degrees you have –  How many hours you work –  What you did last month

•  Effectiveness means: –  Finishing important tasks that have an

impact and adding value to your company –  Getting the right things done over the long term

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1. Effective Management Generally Habits of Effective Managers (at Mettler-Toledo) A.  Take a Holistic Approach / Maintain Balance

–  Balance important aspects of your life –  Be healthy for the long term –  Master your emotions

B.  Set Priorities (and Re-Prioritize) –  Regularly define tasks and set priorities –  Plan time for strategic matters –  Align and reallocate resources to strategic priorities

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1. Effective Management Generally Habits of Effective Managers (at Mettler-Toledo) C.  Communicate Often & Well (incl. w/ Actions)

–  Listen well, communicate well & sincerely –  Make sure team knows strategic objectives –  Be a good example

D.  Be Persistent / Keep Pushing –  Make it happen, don’t give up –  Set fewer, important and challenging tasks –  Motivate people to achieve things every day

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1. Effective Management Generally Habits of Effective Managers (at Mettler-Toledo) E.  Help Others Be Effective

–  Help others succeed; remove obstacles –  Hold people responsible

F.  Approach Problem Solving as a Process –  Consider various options when thinking of solutions –  Spend time outside the office (decide outside-in) –  Meetings can be a big help . . . or not

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1. Effective Management Generally Habits of Effective Managers (at Mettler-Toledo) G.  Know Yourself

–  Be purposeful, trust in your own judgment –  Work on your self-awareness –  Leverage your time (travel planning, work at home, etc.)

H.  Work Hard, Have Fun –  Have a real interest and passion in what you do –  Work with a high level of energy and commitment –  Remain optimistic, even when odds are against you

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2. Managing the Legal Department Why is Efficiency / Workload Management so Important? •  Pressure to “do more with less" •  Value creation / Metrics as basis

for measuring success •  Fence on the cliff / ambulance in the valley

Fire-fighting <=> risk management Daily tasks <=> "strategic" work

•  Knowledge Management

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2. Managing the Legal Department How Should Legal Departments React? •  Understand where & how you add value •  Set a legal strategy: clear definition of responsibilities and tasks •  Communicate, get buy-in and stick to the legal strategy •  Optimize cooperation with external service providers, including

law firms •  Use of IT-Technology (see next slide) •  Streamline back-office / paralegal tasks •  Establish efficient problem solving culture

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2. Managing the Legal Department Use of IT-Technology •  Use of Intranet / SharePoint •  Contract lifecycle management software •  Legal entity management software •  Document management / ECM solutions •  Workflow and project/matter management

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2. Managing the Legal Department Use of IT-Technology •  E-billing •  Automated document assembly •  Online legal guidance and advice •  Electronic legal marketplaces / platforms •  Legal open-sourcing •  Closed legal communities

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2. Managing the Legal Department Decomposing and Multi-Sourcing* •  Decomposing:

–  Break down legal jobs or categories of legal work into constituent tasks (identifiable, relatively distinct, and so separable modules or portions of work).

–  Legal risk assessment for each task => is the task necessary at all or shall it be performed in a much reduced way?

•  Multi-sourcing: –  Select the most efficient of many potential sources of legal

service for each task

* Richard Susskind "The End of Lawyers?" Oxford University Press 2008 12

2. Managing the Legal Department Sources of Legal Services •  In-house sources (in-sourcing and de-lawyering) •  Off-shoring •  Outsourcing •  Co-sourcing •  Lease a lawyer •  Home-sourcing •  Open-sourcing •  No-sourcing

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300 Lawyers counsel a £12billion business

in over 180 markets

How do we manage the workload?

Managing a Large Law Department

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Managing a Large Law Department Our Strategy

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PROFESSIONALS AT THE HEART

OF THE BUSINESS

First line of defence

Ensuring good governance

Developing centres of expertise

Combating Illicit trade

Advice to Help solve business problems

RISK MANAGERS

BUSINESS PARTNERS

WINNING TEAM

First-Class Business Lawyers

Development and Learning Opportunities

Networking and Communicating

First-Class Leaders

Our Strategy in Practice

THE “WHAT” : Prioritising our Activities

THE “HOW” : Leadership –  Training –  Knowledge Management

•  Interact •  E-Learning •  Webex Conferences

Managing a Large Law Department

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Our Strategy in Practice BACK-OFFICE : Identify repetitive routine tasks that can be centralised, automated, outsourced or “off-shored”

CENTRES OF EXPERTISE: Leverage through knowledge management and strong leadership skills

LEVERAGE YOUR RELATIONSHIP WITH LAW FIRMS: –  Anaqua –  Matter Management –  Knowledge Management –  Electronic Billing System

Managing a Large Law Department

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3. Managing yourself Know What Works For You •  Work-life balance FHW •  Mental & physical fitness •  Use your time efficiently

–  How to say no –  Delegation of tasks –  Working from home –  Efficient meetings (agenda, participants, tangible output) –  Telephone conferences –  E-mail management –  Have a really good assistant

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3. Managing yourself Practical Tips & Tricks •  Network and exchange ideas with in-house colleagues •  Use Outlook tools (task manager, follow-up, public folders,

shared access, calendar / meetings, telephone interface) •  Turn off e-mail notifications; review at set times each day •  Use password managers for web sites (e.g. www.billeo.com) •  Use index / desktop search software for full text search of docs

and e-mails (Microsoft Index, Copernic / Google Desktop) •  Request templates from law firms •  Use online resources (ACC legal resources, Practillaw

Company, Lexis/Nexis, etc.) 19

3. Managing yourself Practical Tips & Tricks •  Feel free to experiment; evaluate what really works

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3. Managing yourself

What works for you?

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