June 2014

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 an/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. 

Editor: Paula Serratore; Cindy Conover   Contributing Editors: Joe Berger; Wythe Hogge, LEED AP, ID + C; LaVerne W. Anenia; Joi Jackson; Katie Parrish; Jenna Carter; Jeff Kline Newsletter Designed By: Scoti Dodson


In this issue:

President's Message

Picture
You talked! We listened! Thanks to everyone who participated in the membership survey. Right now your leadership team is reviewing the 29 pages of information and putting together the information we need in order to take the necessary action. Combining this effort with training at the annual Chapter Leadership Institute should be very helpful. And congratulations to Jason Morrow who won a $50 gift card for filling out the survey on line.

We are beginning to implement a somewhat new but invigorated program for accepting new members into the Chapter. The goal is to help new members assimilate into the chapter and feel comfortable asking for help in everything from “looking for answers to the hard questions” (aren’t they all) to “looking for the best deal in coffee service or office service” or the many other products and services our Business Partners provide.

Our next quarterly networking luncheon will honor our scholarship winner, Taiwo Dosunmu, so please try to attend. Every year I am amazed by these young adults—their intelligence, their drive, determination, and  poise.

If you aren’t attending at least one of the monthly sectional meetings / luncheons, you should plan to attend one. They are a unique opportunity to network, share ideas, and perhaps even learn something new. Don’t miss this important benefit of membership.

Until next month,

Joe Berger

New ALA Capital Chapter Members


Doreen Guttenberg
Director
Finnegan
901 New York Avenue, N.W.
Washington, DC 20001-4432

Jeanine Elgin
Director of Administration
Pillsbury Winthrop Shaw Pittman LLP
2300 N Street, N.W.
Washington, DC 20037-1122

Lisa A Furlong
HR Manager
Jackson + Campbell PC
1120 20th St NW
South Tower
Washington, DC 20036

Marc Meleney
Manager of IT customer support services
King & Spalding 
1700 Pennsylvania Ave NW
Washington , DC 20006

HITT Spotlight: Acoustics - The Sound of Success

One of the keys to a successful law firm is the ability to maintain client trust, and one of the most important factors to maintain this trust is an ability to ensure confidentiality of documents, discussions, and decisions.  As Law Firms move into newly built out or renovated spaces, this maintenance of acoustical privacy between offices and conference rooms becomes paramount.  While not as glamorous as a new stair or stone feature wall, it is a detail whose importance can and should be stressed at every stage of the design and construction process.

Starting at the design and planning phase of a project, a firm should take steps to maximize noise abatement for its more sensitive areas and partners.  At office and conference fronts, choose systems that afford the greatest STC (sound transmission class) rating, whether the front is a demountable glass partition or drywall.  Those who use the speaker when on phone calls or even speak loudly when talking with clients require privacy between adjacent offices, for which walls can be called out as full height with transfer ducts for air flow or even called out with extra layers of drywall.  Even the type, location and configuration of air devices can impact sound transference between spaces in an office.  Integrating white noise with ceiling mounted speakers can serve as a barrier that damps outside noise.  And in conference rooms, often times ceilings are specified as drywall, which will provide greater privacy than an acoustical tile.  One step further, including an acoustical fabric panel over top of the drywalls partitions adds an extra noise damping provision.  After the design is completed, the onus falls to the construction team to properly implement these specified systems.

Once a contractor is selected and a project is underway there are additional details that can impact sound attenuation.  It is important that all systems that have been selected are installed according to the manufacturer’s specifications to achieve the appropriate acoustical ratings.  This can be impacted by the seals between glass panels as well as between floor, wall, and ceiling finishes.  Right at the outset of a project, newly framed walls can receive caulking both at the top and bottom intersection with the structural slab to ensure a solid noise-limiting framework.  Even a sometimes forgotten detail – how the intersection of drywall to a base building mullion is sealed and finished – can have a tremendous impact on how much neighbors may hear one another.  Ensuring that partitions are taped and sealed to their full height will aid in damping sound and will help minimize disruptions after a move-in.  Properly installed insulation at ductwork reduces the auditory impact of constant air flow within a space as well.  These seemingly minor details during construction can carry a positively disproportionate value with regard to the benefit that comes from their implementation.

The role and importance of privacy and security cannot be understated for any law firm, and every detail of a new space or renovation should include a consideration of how to mitigate sound and noise transference between offices, conference rooms and practice areas.  A failure at the design or construction level can spell catastrophe for eventual occupants of a space, and risks costly and intrusive repairs after turnover.  The quietest of spaces often speaks the loudest for a happy and successful firm.

HITT Contracting Inc. embraces the chance to collaborate with your firm on acoustics or any other construction method.  If you have any questions and/or comments, please do not hesitate to contact us.

Wythe Hogge, LEED AP, ID + C
Project Manager, Law Firms Division
HITT Contracting, Inc. 

2014 Annual ALA Conference - Toronto

By: LaVerne W. Anenia, SPHR, winner of free conference registration

The Association of Legal Administrators Annual Conference & Exposition in Toronto, Canada was my second annual conference since becoming an ALA member 9 years ago.  At the first annual conference, I was armed with a first time badge so everyone I met took pity on me and told me where to go, what to do and how to navigate the exhibit hall.  As I approached my second annual conference, I thought I knew what I was doing.  However, as I came down the escalator into a pool of fellow attendees, the slow motion visual forced me into the realization that I am still a rookie at this!  I took a deep breath and armed with my ALA conference app, I was ready.

The possibilities of learning, networking and good old fashion fun were endless.  The welcome reception was great!  It would have been even better had I realized that there were multiple international food stations and I didn’t really need a plate of guacamole!  Once I hit Mexico and India, I was stuffed (and no, I didn’t use the tennis shoes I packed for the gym.)  I also enjoyed networking with fellow members at the lunch and was able to connect with members from the Capital Chapter.  It was great hearing from our new leadership, Paula Barnes.  I am excited to see how she will lead this year!

With such a vast group of administrators with unique wants and needs, it is amazing that ALA is able to present a diverse program that is useful to all of us. I think that the new HIVE sessions are a reflection of this.  They provide a small group learning environment with a short 30 minute fuse.  The HIVE sessions represent total forward thinking on ALA’s part, considering the increasingly shorter attention span of audiences today.  The diversity of learning subjects is always impressive but the diversity in learning styles presented like the “HUB” and “VIBE” sessions speaks volumes to ALA’s ability to attract generations for years to come!  The sessions are not PowerPoint based but rather interactive and dynamic.  As a representative of the Generation X group of administrators, this small window of change made a significant impact on me.  It showed that ALA has the pulse on the wants and needs of future generations of administrators.

Chapter President Joe Berger accepts the Presidents' Award of Excellence, Platinum Level, at the annual Conference in Toronto. This award recognizes chapters for their efforts in effective chapter leadership.

ALA National Conference Recap

Picture
By: Joi Jackson, 2014 Edward P. Ross Scholarship Winner

This year, I was lucky enough to receive the Capital Chapter’s Edward P. Ross Educational Scholarship to attend the Annual Conference and Exhibition in Toronto, Canada in May.   

I attended my first ALA conference last year here in Washington, so I knew going in that ALA packs its conferences with professional development and educational classes from beginning to end.  I did not leave Toronto disappointed!

After meeting a fellow ALA small firm section member (who happens to be the Administrator at another firm in my building) in the Toronto airport, we caught a ride together and traveled into downtown Toronto to the conference hotel, the Fairmont Royal York -- but only after our ground transportation was sidelined with a flat tire for a half hour or so. Despite that, the Fairmont’s history and charm gave us lots to see and experience before heading over to the Toronto Convention Center Monday night to pick up our conference materials and attend the Welcome Reception. 

The Convention Center was ready for us.

The welcome reception reminded me, once again, of ALA’s size and reach.  Nearly all 1100 of the conference attendees were there to kick off the week’s events. Meeting and connecting with my counterparts in firms from all over the US and Canada was enlightening and fun.

Tuesday morning’s opening key note remarks from Congresswoman Gabby Giffords and her astronaut husband Mark Kelly was inspiring and exciting, and a great start to the day’s educational offerings. 

There were many course offerings to choose from.  As a small firm manager, I decided the best strategy for my personal professional development would be to choose classes in areas where I could use the most help.  From Tuesday morning through the end of the day Thursday, I attended as many HR and Communication courses as I could. 

Course highlights for me included Shari Harley’s excellent discussion on retaining the best employees.  I also learned quite a bit from employment attorney Michael Cohen’s series on HR basics. Regular CNN contributor Tim Wise led a fascinating two part discussion on unconscious biases and how they affect us all in the workplace.  Leadership trainer Cy Charney’s course on leading from the middle showed a particular insight into the role of the legal administrator.  Consultant and trainer Kristine Sexter’s dynamic session on using communication tools to motivate was both helpful and inspiring.  And former FBI agent Jeff Lanza’s session on dealing with workplace violence was unsettling, but necessary in the 21st century.

In addition to the all of that education and professional development, ALA’s business partners helped keep our evenings busy and fun.  The Royal Cup/DTI event at the top of the CN Tower on Tuesday night was a lot of fun.  The Mandarin Oriental/Traveler’s Group threw a great party in downtown Toronto and Merrill hosted a reception at the top of the TD Bank Building.  I was also fortunate enough during the trip to spend a lovely evening at dinner with a great group of administrators from the Capital Chapter.  We’re always too busy see each other when we’re home, so the chance to connect and bond in Toronto was a lot of fun.

The conference ended Thursday night with VIP treatment made possible by some of our business partners – dinner, followed by a private REO Speedwagon concert and dessert and dancing back at the Fairmont. 

The Annual Conference in Toronto was a wonderful experience, and I can not thank the Capital Chapter’s Scholarship Committee enough for providing me with the opportunity to participate.  

Robert Half Spotlight: Making a Performance Review Work to Advance Your Career

Picture
By: Katie Parrish

No matter your experience level or time with a company, performance reviews are always a bit nerve-wracking. Depending on your organization’s policy, you may be facing reviews once or twice a year and you should always be prepared for it. Since reviews are a major part of the performance evaluation process, you should conduct a self-review in advance, where you list your major accomplishments since your last review or since you started with your company.

Reviews are a great way to see how far you’ve come in your legal career. Whether or not your self-review is submitted, it will be an efficient way to reassess what you’ve done and recall the projects where you were able to contribute to their success. With the amount of tasks you take on and the time between reviews, it is often easy to forget all that you’ve done. There is nothing worse than remembering something you should have told your manager after the review is over! Typically, it’s not often that you get one-on-one time with your manager where the focus is solely you and your career. Use this process as a time to shine.

A comprehensive review could lead to a promotion, a bump in salary or a chance to negotiate more compensation and benefits in your role. Get revved up for your performance review by following these tips:

Name your accomplishments. Put together a record of your achievements and activities since your last review. This includes every instance in which you met a milestone or reached a benchmark, as well as any recognition you or your work received. Mention any certifications you’ve attained, and testimonials or thank-you notes from colleagues or clients. Also list the times when you went above and beyond by taking on extra projects or doing more than what your legal job description required.

Bonus Tip: Make your next review a piece of cake. From the day after your review, begin saving recognition emails and notable project work in an independent folder that you can easily access and use for your next review – this way nothing you’ve done will go unnoticed!

List your goals. Performance reviews aren’t just about reflecting on the past; they’re also about looking toward your future. Prepare for this part of your review by including a list of goals for your career and how you plan to achieve those goals within your firm or company. Bring a game plan to the review in order to demonstrate to your manager that you are engaged, dedicated and intend to stay.   

Bonus Tip: Show that you’re working up. Don’t simply state how you fill the requirements of the role you have successfully, but look at the description position you want. Demonstrate how you’ve already accomplished some of the responsibilities and your interest in working toward that role.

Acknowledge areas of improvement. Everyone has strengths and weaknesses, so be sure to really assess yourself honestly before your review. Take a look at the description of your role and consider which skills could use honing or how you might have achieved better results on certain projects. Come up with a few suggestions as to how you plan to step up your game — improving your practice area expertise or technical proficiency.

Bonus Tip: Be Proactive! Don’t let others tell you where you need improvement, let them know first. This shows that you are self-aware and accept any slip-ups that may have occurred. If you take on the topic, you have the ability to steer the conversation and give your plan for improvement and what you’ve already done to work toward that goal.

Just like any project you take on, your performance review requires preparation, research and goal-setting. This is a true example of getting out what you put in. Showing genuine interest and investment in the advancement of your career will elicit the same interest from your manager. With an honest assessment and these steps and your next review is sure to be a success.

2014 Toni K. Allen Scholarship Recipient:
Taiwo Dosunmu

Members can click here to register for the July 10th Quarterly Networking Lunch!

Washington Express Spotlight: What is Document Legalization

Picture
“Document Legalization and Authentication” is the process by which the U.S. Department of State or other federal and state entities certify that a particular document is authentic so that a foreign country's legal system will recognize it as valid and with full legal effect. 

Because the U.S. Department of State, other federal and state entities and many of the world’s embassies are located here in Washington DC, much of the legalization and authentication processing for U. S. businesses takes place here.  Many companies with international dealings outsource this important legal work to their outside law firms and some DC firms use staff such as paralegals to manage the process.  However, many firms are finding that it is more cost effective and convenient to rely on the expertise of an outside agency like Washington Express Visas.   

In addition to expediting travel visas and passports, the Washington Express Visas staff is expert at obtaining legalized and authenticated documents for Washington DC’s largest law firms as well as Fortune 1000 companies.  Washington Express Visas is a business to business, full service visa and document legalization agency.  Unlike most visa and document processing companies, Washington Express Visas exclusively serves a corporate and law firm clientele and not consumers.  This ensures that the agent who fields your call will be an expert and not a customer service rep, and will have time to advise you in real time.

We routinely authenticate the following documents: Industrial Standard Compliance Credentialing Certificates, FDA documentation, medical documentation, Analysis of Ingredient Certificates, Certificates to Foreign Governments, Free Sale Certificates, Patent and Trademark registrations, Assignments, Agency Agreements, and Powers of Attorney.  We also attest commercial invoices, Certificates of Origin and Packing Lists.

Washington Express Visas also obtains certified personal and legal documents for international students and teaching candidates and their families who are moving outside the United States.  The legal documentation process can be confusing and time consuming for students because many of these documents need to be certified and approved by governmental authorities at both the state and federal levels. 

Our intent is for Washington Express Visas to serve as your complete corporate resource for visas, passports and document legalization.  Please don’t hesitate to call us with questions.  We will be happy to consult with you even if we aren’t able to assist with your matter.

The Essential Landing Page Checklist

By: Jeff Kline of Accrinet

First of all, what is a landing page?
A landing page is a web page someone is sent to after clicking on an ad or a call to action button.

Landing pages play an important role in internet marketing. A landing page is where the high value behavior takes place—where the visitor fills out a form, downloads something or makes a purchase.

Here’s an example of how a landing page fits into an internet marketing campaign:

An economic development council runs an online ad that says, “Learn the 10 secrets to successful hiring! Sign up for the seminar today.” Joe Smith, a local business owner, sees this ad, is intrigued, and clicks. He is sent to a landing page on the EDC’s website. The landing page contains information about the offer (the seminar) and a registration form. Joe fills out the form to register for the seminar, and BAM—internet marketing success!

Your landing page can make or break your marketing campaign. Use this handy checklist to make sure your landing page isn’t missing any of the essentials. Click here to read more.

Originally posted on Accrinet's Blog on May 13, 2014.

Salvation Army Recognition Breakfast

Beth Jeffries, former VP Community Services, along with Jenna Carter, VP Community Services-Elect, attended the Salvation Army’s United in Service Recognition Awards Breakfast on Tuesday, May 13 at the Hamilton. It was a very nice program. Beth accepted the Angel Tree Partner Award on behalf of the ALA Capital Chapter.

2014 Lawyers Have Heart

Chapter members and Business Partners volunteered at the second water station of the 2014 Lawyers Have Heart 5K, 10K, and Walk. Following the race, volunteers enjoyed breakfast at Old Glory in Georgetown. Congratulations to VP Community Services-Elect, Jenna Carter, for running in the event - great job!

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: Paula Serratore, pserratore@alacapchap.org
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. In addition, the committee is tasked with selling the license to the survey software to other chapters within ALA for use in their locales. They also provide technical support and logistical guidance to those chapters who purchase and utilize our survey software.

Contact: Dina Dalecki (Chair), ddalecki@wenderoth.com; Janeanne Gorman (Co-Chair), jgorman@wbklaw.com
Listserv: finance@lists.firmseek.com

Educational Sections

Branch Office Administrators
The Branch Office Adminsitrators Section focuses on a broad range of topics of interest to local adminisraotrs who must coordinate with other officees of their firms. The Section'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: Richard Gibson (Chair), rgibson@nixonpeabody.com; Wendy Iversen (Co-Chair), iversen@ballardspahr.com
Listserv: branchofcadmin@lists.firmseek.com
Intellectual Property (IP)
The Intellectual Property (IP) Section 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. The Section's monthly meetings, held the third Tuesday, are primarily lunch meetings and every third month is a dinner meeting. 

Contact: Kristine Miller (Chair), kmiller@nixonpeabody.com; Dina Dalecki (Co-Chair), ddalecki@wenderoth.com 
Listserv: ipadmin@lists.firmseek.com
Human Resources
The Human Resources Section operates as a venue for educational information on global human resources topics and issues. While the Section comprises mostly HR professionals, any member is invited to participate. The Section meets the second Wednesday of every month and often has either industry speakers or roundtable discussions on topics such as recruiting, benefits, strategic planning, performance management, career pathing, retention and more!

Contact: Claudia Baragaño (Chair), cbaragano@kelleydrye.com; Jane Schindler (Co-Chair), jschindler@foley.com
Listserv: hr@lists.firmseek.com

Office Operations Management
The members of the Office Operations Management Section represent a cross section of legal expertise from functional administrators to branch office managers. The Office Operations Management Section (OOMS) meets on the third Wednesday of every month to discuss operation0related 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:  Gregory Fudge(Chair), glfudge@ober.com; Jeffrey Cole (Co-Chair), Jeffery.l.cole@squirepb.com

Listserv: ooms@lists.firmseek.com

Small Firm Management
The purpose of the Small Firm Management Section 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 SEction meets the 4th Tuesday of the month at host law firms.

Contact: Melody R. Watson (Chair), melody.watson@gpmlaw.com; Emily Christianson (Co-Chair), echristianson@relmanlaw.com
Listserv: smallfirmadmin@lists.firmseek.com

Technology
The Technology Section is looking for members to join the group for lively discussions about practical situations we all face daily in the information technology world. With ever-changing IT needs and issues, we will look at our firms' policies and procedures and help develop best practices and speak of the many concerns we all have. Even if you are not in the IT field,  your experiences and opinions will help us in bringing all departments of a law firm together and working on the same page.

Contact: Kenny Mitchell (Chair), kmitchell@wbklaw.com; Frank Schipani (Co-Chair), schipanif@gotofirm.com
Listserv: alacaptech@lists.firmseek.com