July 2019

Capital Connection is published monthly for members of the Capital Chapter of the Association of Legal Administrators to provide information for the education and benefit of legal administrators, law office managers, managing partners of law firms, and other law related associations. Capital Connection is not engaged in rendering legal, financial, or tax counseling or advice through this publication.  The contents of all articles, letters, and advertisements published in Capital Connection should not be considered endorsements by the Capital Chapter of ALA nor the opinion expressed therein of any products advertised.   Contributing authors are requested and expected to disclose financial and/or professional interests and affiliations that may influence their writing position. Articles and materials accepted for publication are subject to editing by the editorial team and become property of the Capital Chapter of the Association of Legal Administrators. Links to Capital Connection may not be shared without permission from the Chapter. 
Editors: Cindy Conover; Valerie L. Williamson
Associate Editor: Paula Serratore
​Contributing Editors: Frank Schipani; Spencer X Smith; Amy Walkowiak; Robert Half Legal; Leigh H. McMonigle
Newsletter Designed By: Jessica Davis


In this issue:

President's Message

In my last president’s message I mentioned that the chapter board was going to be participating in a half-day strategic planning retreat.  That session happened on June 28, and nine of our eleven board members were able to participate.  The session was facilitated by ALA board member Geoffrey Williams from Mobile Alabama.  It was a very productive and inspiring afternoon, but it doesn’t end there.  With your help, the board will be carrying forward with some of the ideas that we started to develop.
 
The purpose of our strategic planning session was to make sure that we are aligning our resources to best match our chapter’s mission.  Our chapter’s mission is to give back to the legal management community, to you, the members of our chapter, by providing opportunities for education, knowledge sharing and professional development, so that you can be successful in your job and career.  And we want to make sure that we are covering everyone in the spectrum of our membership so that everyone can benefit and everyone can contribute and give back to their peers.
 
With that in mind we focused on three areas that we feel are most closely aligned with our goals:
  • Professional Development: giving our members access to the tools, resources and education they need to be successful in their jobs and careers.
  • Engagement and Recruiting: We are more than the sum of our parts.  The more we increase the number of engaged members we have in the chapter, and the more we attract a diverse membership, the more vibrant our community becomes. 
  • Retention: Similar to engagement and recruiting, we need to make sure we are retaining the members we have so we don’t lose what they bring to our chapter with their experience and expertise.  We also want to make sure firms see the value in ALA membership for their administrative staff so that they continue to support them in ALA.
Our next step is to create three temporary working groups to explore the ideas that have been compiled so far in these three areas.   Each group will recommend one or two of the best ideas, the ones that most closely align with our mission, and present them to the board.  The board will them create the plan for taking action on those ideas and measuring what works and what doesn’t.
 
There will be plenty of opportunity for members to get involved in these efforts, so please consider being a part of this ongoing process.  There will be opportunities to participate in the three working groups, and then later on in the groups that will help bring the ideas to fruition.  You can reach out to Monique Terrell or me for more info.
One final note, I won’t see you at events until August because I’m spending the month of July working out of my firm’s Paris office.  (I know, poor me.  It isn’t all fun and games, though – I’m working even harder than before!).  But as always there is a great slate of events planned in July, so be sure to sign up and attend.
Frank Schipani

New and Returning ALA Capital Chapter Members

Giovanni DiLuca
Zuckerman Spaeder LLP
Director of Legal Operations
1800 M St., N.W.
Suite 1000
Washington, DC 20036
gdiluca@zuckerman.com
 
Diane Elisa Swanson
Akin Gump Strauss Hauer & Feld LLP
Office Administrator
2001 K St., N.W.
Washington, DC 20006
dswanson@akingump.com
Carol Johnson
Tenenbaum & Saas, PC
Director of Administration
4504 Walsh St.
Suite 200
Chevy Chase, MD 20815
cjohnson@tspclaw.com
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How to Maximize Corporate Sponsorships

​Your firm spends a great deal of time & money to sponsor worthwhile events. How can you ensure the maximum amount of people are aware of both the event and your involvement in it? 
 
Spencer X Smith and his team at AmpliPhi Social Media Strategies created this simple five-step process you can follow:
 
1.) Plan in advance of the event
2.) Post on social media to help drive awareness & attendance
3.) Spend money to promote the posts to a targeted audience
4.) During the event, post pictures and videos
5.) Post on social media with an epilogue to the event (attendance, money raised, etc.)
 
This video and accompanying worksheet will provide more context and - equally as importantly - a step-by-step guide you and your staff can utilize in your operations.

July 2019 Diversity Observances

July 1: Canada Day, or Fête du Canada, is a Canadian federal holiday that celebrates the 1867 enactment of the Constitution Act, which established the three former British colonies of Canada, Nova Scotia and New Brunswick as a united nation called Canada.

July 4: Independence Day (also known as the Fourth of July), a United States federal holiday that celebrates the adoption of the Declaration of Independence on July 4, 1776. The original 13 American colonies declared independence from Britain and established themselves as a new nation known as the United States of America.

July 9-10 (sundown to sundown): The Martyrdom of the Bab, a day when Bahá’ís observe the anniversary of the Báb’s execution in Tabriz, Iran, in 1850.

July 11: St. Benedict Day, the feast day of St. Benedict celebrated by some Christian denominations.

July 11: World Population Day, an observance established in 1989 by the Governing Council of the United Nations Development Programme. The annual event is designed to raise awareness of global population issues.

July 14: Bastille Day, a French federal holiday that commemorates the Storming of the Bastille, a fortress-prison in Paris that held political prisoners who had displeased the French nobility. The Storming of the Bastille, which took place on July 14, 1789, was regarded as a turning point of the French Revolution. Celebrations are held throughout France.

July 15: St. Vladimir of the Great Day, feast day for St. Vladimir celebrated by the Eastern Orthodox and Roman Catholic churches.

July 16: Asalha Puja, or Dharma Day, is a celebration of Buddha’s first teachings.

July 18: Nelson Mandela International Day, launched on July 18, 2009, in recognition of Nelson Mandela’s birthday via unanimous decision of the U.N. General Assembly. It was inspired by a call Nelson Mandela made a year earlier for the next generation to take on the burden of leadership in addressing the world’s social injustices: “It is in your hands now”. It is more than a celebration of Mandela’s life and legacy; it is a global movement to honor his life’s work and to change the world for the better.

July 23: The birthday of Haile Selassie I, the former Emperor of Ethiopia whom the Rastafarians consider to be their savior.

July 24: Pioneer Day, observed by the Mormons to commemorate the arrival in 1847 of the first Latter Day Saints pioneer in Salt Lake Valley.

July 25: St. James the Greater Day, feast day for St. James the Greater celebrated by some Christian denominations.

July 26: Disability Independence Day, celebrating the anniversary of the 1990 signing of the Americans with Disabilities Act.

July 30: International Day of Friendship, proclaimed in 2011 by the U.N. General Assembly with the idea that friendship between peoples, countries, cultures and individuals can inspire peace efforts and build bridges between communities.

Be the Difference: Recognizing and Preventing Harassment at Work

Amy Walkowiak
Office Manager , Wu/Grohovsky PLLC
Co-Chair, Next Generation Leaders Community
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On June 13, Capital Chapter members gathered at Hogan Lovells for a wonderful lunch and to attend an educational and insightful presentation masterfully delivered by business ethics expert Chuck Gallagher. The topic was workplace harassment prevention, and the message was well-timed on the heels of the industry-disrupting #metoo movement. Mr. Gallagher’s presentation was entertaining and sprinkled with pop-culture references that were relatable to professionals of any generation, deriving valuable learning points from the classic Forrest Gump to the more recent House of Cards, among several other relevant news, film and sports references as well as some personal experiences.

In addition to being well-designed and delivered, the presentation introduced some important questions that forced attendees to think critically about how our organizations prevent and address harassment in the workplace. For example, “Does your sexual harassment training properly address power?” To answer this question, we have to consider that the lines which used to be clearer are becoming increasingly blurry and confusing over time as a result of changes in technology and communications, the emergence of new issues, as well as coverage in the media. Another question raised was, “Does your sexual harassment training properly address generational differences?” Mr. Gallagher reminds us that each generation sees this from a different perspective and that everyone has certain “filters” we see the world through. It is important for those in a position of power to consider these generational differences and change their perspectives, because the next generation is the future of business, and failure to do so will drive away talent. And finally, “Does your sexual harassment training properly address hard issues?” This discussion encourages us to take a good look at how our organizations are prepared to handle real problems, how we react to them, and the unintended consequences of doing nothing. It is vitally important that policies are written, communicated, and enforced consistently throughout our organizations in order to stop and prevent harassment in the workplace.
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A special thanks to Chuck Gallagher for the powerful message, and also to Hogan Lovells for hosting this event! 

5 Tips to Reduce Coworker Conflict and Improve Collaboration

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Working well with others is essential for legal professionals. Yet, it can be challenging at times to interact effectively with colleagues whose work style, experience level or generational background may be quite different from your own. Sometimes collaborating successfully can be the most challenging part of getting your job done, especially if you work in a high-pressure setting.
 
Most people recognize that opposites can bring complementary strengths to the table, and this often leads to strong partnerships. But conflicts are inevitable if legal professionals don’t try to adapt to one another’s style. Rather than allowing your differences to create frustration and stress, try these tips for improving collaboration with your coworkers:
 
  1. Acknowledge differences. Don’t be afraid to recognize your clashing work styles. Allowing room for compromise and talking it out may even bring some humor to the situation. Once you’ve both acknowledged your different work styles or preferences, it becomes much easier to negotiate how best to proceed.

  2. Don’t aim too high. While you don’t have to have to be close friends with everyone in the office, you do need to find a way to work effectively with them. This may help you recalibrate your expectations for office relationships and stay focused on tackling the tasks at hand. 

  3. Avoid miscommunication. Maybe you keep getting your wires crossed with a team member because you’re trading emails or instant messages, rather than actually talking. Try to find a better solution, such as more face-to-face communication. Ask leading questions so that the other person gives you specific answers with the detail you’re seeking. If necessary, summarize the information you’ve been given and ask for final confirmation.

  4. Remember the positive. Although it may be initially challenging to work with someone whose professional style is completely at odds with yours, it doesn’t mean the person doesn’t have unique contributions to make. Once you understand someone’s approach and preferences, working together becomes less about differences and more about taking advantage of each other’s individual strengths.

  5. Know your own idiosyncrasies. Recognize that your habits can frustrate your colleagues just as much as their habits may annoy you. What do friends and family say you do that can be annoying? Are you too rigid about how things should be done, or do you tend to procrastinate? If you sense that something about your work style grates on a coworker, don’t be afraid to broach the subject and consider how to make adjustments.
 
Sure, day-to-day interactions would probably be easier if everyone in your office had the same work style. But as appealing as that may sound on the surface, a small degree of friction is often useful in reaching the best outcome. Taking the time to understand how your colleagues prefer to do their jobs, as well as how you approach work, won’t solve every issue, but it can help you build more effective professional relationships. As a bonus, you’ll be seen as someone with a flexible style who can work well with anyone. And this quality can only help your career in today’s team-oriented work environments.
 
Robert Half Legal is a premier provider of legal staffing and consulting solutions for law firms and corporate legal departments. With North American and global locations, Robert Half Legal offers a full suite of services, in-demand expertise across practice areas and highly skilled professionals on a temporary, project and full-time basis, to help organizations manage constantly changing workloads. For more information about the company, including online job search services, visit roberthalflegal.com.

Social Media Job Posting and Age Discrimination

Leigh H. McMonigle
Associate, Pepper Hamilton LLP

Q: Does using social media advertisements targeted to younger potential applicants raise age discrimination concerns?

A: The Age Discrimination in Employment Act (“ADEA”) makes it illegal to discriminate against workers over the age of 40 in employment advertising, recruiting, hiring, and other employment opportunities. The publication provision of the ADEA generally makes it unlawful to “print or publish” job notices or advertisements “indicating any preference, limitation, specification or discrimination, based on age.” Age preferences for younger employees are only appropriate when age is demonstrated as a bona fide occupational qualification that is reasonably necessary for the normal operation of the business.

Age discrimination claims pursuant to the ADEA have been rising steadily in the past 10 years. The number of age discrimination complaints submitted to the U.S. Equal Employment Opportunity Commission totaled about 18,000 in 2017 — about 20% of all complaints filed with the federal agency.

At the same time, the manner and method by which employers are posting job advertisements has been changing and evolving. Not surprisingly, given the rise of social media usage, many employers are turning to sites like Facebook to recruit new hires. However, using such sites to target specific demographics, such as younger applicants, may run afoul of the ADEA.
In December 2017, a group of some of the largest U.S. employers found themselves in federal court, facing tough questions about their social media hiring practices. A class action lawsuit was filed against the various employers, alleging that they used Facebook-provided targeting tools and algorithms to direct ads to younger potential applicants, thereby discriminating against older applicants in violation of the ADEA. The individual plaintiffs in the case, who are all recently unemployed workers over the age of 40 who use the social media site, claim they have been denied the opportunity to view certain employment advertisements simply because of their age. Because they could not view the ads, consequently, they could not apply for the posted jobs.

Although we do not yet know the outcome of the pending litigation, it is likely similar claims will follow. So what can an employer do to mitigate the risks associated with posting jobs on social media sites? Treat the online posting no differently than any other publication, such as a newspaper. Avoid using language that may be deemed discriminatory (i.e. “young” or “new grad”). Research the social media site’s advertising policies and procedures. When completing the criteria for the posting, do not affirmatively limit how the advertisement will be shared among different age demographics who use the site. Ensure that your company’s advertisements are accessible and open to potential applicants of all ages.

Administrative Committees

Communications and Media Relations
As members of the Newsletter and Media Relations Committee, Chapter members participate in producing the award-winning Capital Connection. Members gather to brainstorm new ideas for editorial themes for upcoming editions. The newsletter reports Chapter business activities such as Section and Committee news and provides information about upcoming educational and other events. It also includes articles of interest to members and other legal management personnel, collected, authored and/or edited by members of the committee. This committee also works with other legal associations and the media to ensure that ALA and the Capital Chapter are represented in the legal industry. The Newsletter Committee welcomes new members.

Contact: Cindy Conover, Cindy.Conover@Shearman.com; Valerie Williamson, valerie.williamson@bassberry.com; Paula Serratore, pserratore@alacapchap.org

Diversity & Inclusion
The Capital Chapter of the Association of Legal Administrators is a professional organization comprised of administrative managers from private, corporate and government legal organizations in the Washington DC, Northern Virginia and suburban Maryland areas.  ALACC embraces and encourages diversity within the legal profession. We value diversity and those initiatives that promote it and look to partner with affiliated professional legal organizations to advance diversity. We not only strive to raise awareness, but to increase our sensitivity in the area of diversity and more closely reflect the diversity of our community at large. Having a more inclusive and diverse legal community will improve the quality of our organizations workforce and respond to our client’s requirements for diversity. As a committee we are very interested in your thoughts, comments, and suggestions about achieving greater diversity in our Chapter, our profession, and in our firms. 

Contact: Cheryl Flynn (Chair), cflynn@wileyrein.com; Beth Fowler (Co-Chair), bfowler@robbinsrussell.com
Salary Survey
The Salary Survey Committee is responsible for maintaining, updating and running the local survey each year. They review the positions listed, the job descriptions, and the benefits questions to ensure that the survey remains relevant to the end users. The members of the committee also promote the survey within the Chapter to stimulate participation. 

Contact: Sheri Shifflett (Chair), Cheryl.Shifflett@saul.com; Valerie Williamson, valerie.williamson@bassberry.com;






Member Experience
The Member Experience Committee will establish a welcoming environment for new members to be integrated into the Chapter through a formal Ambassador Program. Ambassadors will provide support and guidance to new members through their first 12 months of membership, ensuring new members realize benefits of membership and become ambassadors of the Chapter. 

Contact: Dot Mooney (Co-Chair), dmooney@powerslaw.com​; LaVerne Anenia (Co-Chair), LaVerne.Anenia@dbr.com


Educational Communities

Branch Office Administrators
The Branch Office Adminsitrators Community focuses on a broad range of topics of interest to local adminisraotrs who must coordinate with other officees of their firms. The Community's monthly luncheon meetings, held on the second Tuesday of the month, provide a venue for members to discuss issues of common interest, share ideas, and network. Members are encouraged to raise topics and to recommend speakers.

Contact: Barbara Kernus (Chair), bkernus@gsblaw.com; Joanna Hurt (Co-Chair), jhurt@mccarter.com
Listserv: branch@lists.alacapchap.org
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Office Operations Management
The members of the Office Operations Management Community represent a cross section of legal expertise from functional administrators to branch office managers. The Office Operations Management Section (OOMS) meets on the fourth Wednesday of every month to discuss operations related hot topics. We welcome all members to join the section, especially if you are an administrator in a small law office and you have to wear multiple hats. We can provide you with many best practices to run your operation smoothly.

Contact:  Kenia Garner (Chair), kenia.garner@pillsburylaw.com; Jacqueline Keener (Co-Chair), jackie.keener@threecrownsllp.com
Listserv: ooms@lists.alacapchap.org
Intellectual Property (IP)
The Intellectual Property (IP) Community focuses on all aspects of legal management as it pertains to the IP Administrator. The group discusses the complexity of the ever-changing IP environment and how to effectively create and apply IP specific, non-legal procedures in both boutique and general practice firms. 

Contact: Matthew Cichocki (Chair), mcichocki@cooley.com; Judi Heston (Co-Chair), jheston@nixonpeabody.com
Listserv: ipadmin@lists.alacapchap.org



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Small Firm Administrators
The purpose of the Small Firm Administrators Community is to provide Administrators of law firms with 35 or fewer attorneys educational opportunities through vendor presentations, idea sharing and open forums specifically designed for those who work in smaller firms. The Small Firm Management Community meets the fourth Tuesday of the month at host law firms.

Contact: Valerie Williamson (Chair), valerie.williamson@bassberry.com; Tabatha Harris (Co-Chair), tsh@dwgp.com  
Listserv: smallfirm@lists.alacapchap.org


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Human Resources
The Human Resources Community operates as a venue for educational information on global human resources issues.  While the Community is mostly comprised of HR professionals, any member is invited to participate in the meetings which typically take place on the second or third Wednesday of each month.  The meetings feature industry speakers or roundtable discussions on topics such as recruiting, benefits, strategic planning, performance management, career pathing, retention and other matters of interest.

Contact: Tiffany Montgomery (Chair), tmontgomery@velaw.com; Cindy Schuler (Co-Chair), cindy.schuler@hugheshubbard.com

Listserv: hr@lists.alacapchap.org

Next Generation Leaders
The mission of the Next Generation Leaders Community is to support our next generation of leaders and close the gap faced by our association and the legal industry as a whole by providing a community for Millennial legal managers and new managers in the legal field with a focus on mentoring, education, and networking. To accomplish this goal, the section hosts monthly meetings, pop-up events, and educational sessions, and provides 2-way mentoring opportunities. 

Contact: Kate Fettrow (Chair), kfettrow@wileyrein.com; Amy Walkowiak (Co-Chair), awalkowiak@dcwhitecollar.com 
Listserv: nextgen@lists.alacapchap.org