May 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; Beth L. Jeffries; Sandi Shenas; Janet Spadola; Arnold Sanow
Newsletter Designed By: Scoti Dodson


In this issue:

President's Message

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Our recent Chapter Foundation fundraiser provided the opportunity to mix and mingle with quite a number of our members and partners. I want to thank everyone who supported this event. More about this to come!

The survey is online. We tested it at the May Quarterly Networking Lunch and went live later the same day. We really want to know what you think and how we can better serve you. And there is a great prize for one lucky participant!

The Executive Committee is looking to re-initiate a local mentoring program for our newer members. When I first entered the legal profession in Jersey, a good friend of mine from a previous life and an ALA member told me to join the ALA and then immediately sent me the name of my mentor. She reached out to me later the same day, and in those early days of “learning the ropes,” she saved me quite a few times. The guy who first told me to join is Ron Henry, a former ALA president who is still quite active in the Jersey chapter. And if Jersey can “make a deal you can’t refuse,” then so can DC. Stay tuned and for those who have a great deal of experience in this wonderful profession, we will be asking you to step forward soon to lend a hand.

Enjoy the beautiful Spring weather and for those with allergies: “Bless You!”

New ALA Capital Chapter Members


Connie Summers
Office Manager
Three Crowns LLP
601 13th Street NW
#360N
Washington, DC 20005

Rodney M. Jefferson
HR and Payables Supervisor
Powers Pyles Sutter & Verville
1501 M St NW
7th Floor
Washington, DC 20005

22nd Annual ALA Capital Chapter Foundation Fundraiser: Monte Carlo + Silent Auction

The 22nd Annual Fundraiser for the ALA Capital Chapter was held on Wednesday, April 10, 2014, to benefit the Toni K. Allen Scholarship Fund.  The theme was Monte Carlo Night, and the event took place at the W Hotel, in the Great Room... Click here to read more and view event pictures.

2014 Change of Gavel: New Leadership

Chapter Members and Business Partners gathered in the Great Room of the W Hotel on March 20th to celebrate the changing of the gavel from Dot Mooney to Joe Berger. Guests enjoyed a plated lunch as the incoming and outgoing Presidents presented awards and highlighted the triumphs of the past year.  Two members were honored with the 2014 President's Award: Beth L. Fowler, CLM and to Catherine S. Barron.
Click here to view the 2014-2015 Executive Committee
Click here to view the 2014-2015 Committee Chairs

Price Modern Spotlight: The Impact of Workplace Trends on the Legal Profession

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There has been a dramatic shift in the way we work over the past decade.  Wireless technology, an uncertain economy, and the emergence of a talented and demanding generation of Millennials have all contributed to the evolution of the workplace.  This evolution includes smaller individual workspaces in a more open work environment.  It also has generated a greater demand for both traditional and unique meeting/ breakout spaces that encourage and enhance collaboration with those in the office as well as those working remotely. 

The legal community is not immune to these trends and those that have embraced these changes have seen tremendous financial and personnel benefits through real estate footprint reduction and increased collaboration.  Many law firms are beginning to re-think their underlying assumptions about work processes, pricing, infrastructure and administrative support, with a view toward delivering legal services on a far more efficient and cost-effective basis.  Changes include increased investments to make practices more efficient, increased use of teams to manage projects, smaller private offices, less in-house staff and increased outsourcing of routine legal activities. The savings of reducing office size by 100 square feet at a current rental rate of $50 per sq. ft. can easily deliver a savings of $250,000 a year – or $2.5 million over a 10-year lease.  All of these changes have an impact on the floor plan. Many U.S. firms have graduated to two standard size offices – partners at 200 sq. ft., and as low as 120 sq. ft. for associates.

The increased need to collaborate within the office is changing the ratio between the amount of space devoted to individual workspace versus the amount of space devoted to conference, training and team areas. The old standard of hiring an associate or promoting an associate to partner, and the proverbial move to the corner or larger or window office is outdated.  Instead, exterior windows are being used less for offices and more for conference rooms, new café spaces and other large and small collaborative areas.  Interior modular glass walls are being installed to signal accessibility to partners, transparency and teamwork. While law offices will always need some private, confidential spaces, the overall trend is to increase collaboration and co-worker accessibility by adding in glass walls and lowering panel heights.

Technology has dramatically changed many aspects of space allocation for all businesses, including law firms.  Factors impacting reduced storage needs include technological advancements and changes in regulatory court system filing, which allows for document scanning, e-discovery, electronic filing and the option to outsource storage needs. Databases such as Westlaw and LexisNexis are now readily accessible on laptops, reducing the need for massive law libraries. This new-found space can be eliminated from the footprint or converted into a lounge, office café, breakout space or staff refresh. Spaces that support virtual teaming and seamless work between multiple offices may be as important as traditional sites. Tools seen as most critical to productivity are phones, teleconferencing equipment and wireless connectivity.  Law offices of the future need to flex and evolve to meet the changing demands of the next generation of young lawyers—those who have never lived without technology and collaborative ways of working—preferably without great expense and disruption to employee productivity, clients and profits. As law firm trends mirror those in the corporate world, agility and interactive work environments will become increasingly desirable to enhance and support efficiency, collaboration, recruiting and new technologies.

Any law firm looking to make changes to their existing space or relocate to a new space needs the expertise and guidance to insure that their investment meets the ever changing demands of their associates and staff members.  Sandi Shenas is the Price Modern expert when it comes to furnishing that new space.  Before you make that investment, contact Sandi at (301) 395-9333 or sandi.shenas@pricemodern.com.

References
International Facility Management Association, Space and Project
Management Benchmarks, Research Report #34, 2010
Hildebrant Baker Robbins, Citi Private Bank Client Advisory, 2011
DCMud, “Lex Architects,” December 2010
M. Lepore, “Executives Do Not Think College Grads Are Prepared
For The Workforce,” The Grindstone, February 2012
New York State Bar Association, 2011
Fortune Magazine, 2013

Happy Hour at Catch 15

On May 1st, Chapter Members and Business Partners met at Catch 15 to network over cocktails and seafood. 

Quarterly Networking Lunch - May 8th

Chapter Members and Business Partners enjoyed lunch at the W Hotel on May 8th while President Joe Berger released the 2014 Membership Survey. Congratulations to Denise Sloan for winning the survey participation drawing! Guests also participated in a 50/50 Raffle and helped raise over $400 to support the Foundation's Toni K. Allen Scholarship Fund. Congratulations to Kevin Ward of National Office Systems for winning the 50/50 drawing.

10 Proven Qualities that Great Leaders Share

By Janet Spadola, THE JAS GROUP INC, and Arnold Sanow, THE BUSINESS SOURCE

Is there ever a good time, with all you have to do, to consider and commit to how you can become a better leader?  What are the challenges you’re facing within your firm, and what one thing could you commit to doing that might make a huge difference in the results. 

Is it related to building cooperation, enhancing teamwork,  simply getting along better to get things done so you can unlock people’s ability and potential to do their best work, to perform better.

Here’s a challenge for you -- pick just “ONE” quality great leaders share that could be a missing link in your style that could  significantly improve the performance and morale of your team.

WHICH OF THESE ARE YOURS?  WHICH ARE “not so much”?

Here’s the list!  

1.      Communicates Clearly
If the message is not clear, it is a set up for failure.  If your staff doesn’t understand what you want them to do they will do nothing, or worse, they’ll make assumptions about what to do.  These assumptions are costly both in terms of time and money.

2.      Is Supportive
Do you stand up for everyone on the team? Do you provide help when needed?  Are you encouraging and positive?  And are you are a resource for advice, information, materials.

3.      Builds Self Image
Good leaders help build the self esteem of their staff by showing appreciation based on their motivators, getting them involved, and making them feel part of the team.

4.      Shares Vision
Good leaders have a vision and share clear cut goals.  They follow the SMART, or SMART-A principle.  All goals need to be Specific, Measurable, Acceptable,  Realistic and have a Time Frame.  PLUS, if they’re Accountable to someone for achieving their goals statistics have shown there’s a 65% percent chance that they’ll achieve them!

5.       Understands Others
Steven Covey stated, “Understand others first before having them understand you.”  In other words, to get things done, good leaders communicate by adapting their communication style to relate to the style of each of their employees.  Ask, and Listen!

6.       Takes Chances/Makes Mistakes
Good leaders let staff members know it’s “okay” to take a calculated risk, and sometimes fail.  They see failure as a learning experience and use it as a tool for improvement.  If there are repercussions or threats their people will tend to shy away from trying new things.  As a result, innovation and creativity suffer.

7.      Patience
Good leaders make wise decisions without hastily reacting. They look at a problem, determine the “real” problem, come up with options and then look at the best solution.

8.   Manages by Wandering Around
The best leaders get out from behind their desks and get involved. They act as a “coach” to observe, assist where needed and then let their people do their jobs. 

9.      Maintains Confidentiality
All good leaders keep the concerns, challenges and needs of their staff confidential.  They don’t talk behind their backs!

10. Shows Respect
Good leaders show respect by listening, being involved, caring, showing appreciation and getting to know and understand their staff. 

Good leaders make wise decisions without hastily reacting. 

If you’d like to create a plan for becoming a better leader Janet and Arnold are offering ALA members, complimentary, a “Get Along Better” Assessment and Personal Phone Coaching Consultation on improving their ability to excel at one of these 10 leadership qualities.    Contact Janet at 703-629-1811 janet@thejasgroupinc.com for details and to schedule your session.  

Janet Spadola is President of THE JAS GROUP INC, a Corporate Trainer, Coach, Speaker and Trainer who has helped thousands of individuals live their Career and Life “DNA”.  Her partner, Arnold Sanow, President of THE BUSINESS SOURCE, is a speaker, seminar leader and author of 6 books including “Get Along – How to Get Along with Anyone, Anytime, Anyplace, Anywhere.  speaker@arnoldsanow.com,  703- 869-1881.
June 19, 2014
 
Gunlocke/HBF Showroom
1331 F Street, NW, 9th Floor
Washington, D.C. 20004
12:00 pm – 2:00 pm

 Members and Exhibiting Sponsors can REGISTER NOW.
Law firm real estate requirements are quickly evolving as firms face an increasingly competitive financial landscape and a new generation of attorneys with different skills sets, values and expectations.  When evaluating space options, how do you know if you should stay and renovate or move to a new location?  Making the right decision can impact a firm’s financials for a decade and beyond.  

Please join us for this important Lunch and Learn. At our showcase of Business Partners, you will have the opportunity to meet with vendors who will provide you with actionable items to take back to your firm to assist you in your analysis.  Participating Business Partners include:
HITT Contracting Inc:  The Pros and Cons of Staying and Renovating or Moving to a New Space

SunTrust Equipment Finance & Leasing Corp:  Capitalizing on Flexibility and Cost Savings with Technology Leasing Opportunities

rand* Construction Corporation:  Evaluating the Challenges and Opportunities of Moving or Staying and Renovating

DTI:  Solutions for Law Firms to Impact and Change Existing Processes

Price Modern:  The Right Furniture Solutions for the Evolving Law Firm Space

Fox RPM Corp:  Tips and Best Practices for Move Planning and Management for Law Firms

FSO Outsourcing:  Minimize Costs, Increase Flexibility and Expand In-house Capabilities While Reducing Risk and Increasing Compliance

HiTouch Business Services:  Automated Workspace Utilization: Data Gathering and Analysis

Impact Office:  Spruce Up Your Technology:  Copier technology has changed and manufacturers have developed “apps”, just like smartphones, that allow for integration with just about any software available. 

JK Moving Services:  Tools to Minimize the Stress Associated with Renovating or Moving

milliCare:  Reduce Your Environmental Footprint While Making Your Space Look Great

National Office Systems:  Reduce Real Estate Costs with Eight New Ways to Store and File all Types of Media

Newmark Grubb Knight Frank:  The Three Opportunities for Real Estate Savings: Operational Opportunities, Market Opportunities, and Lease Opportunities

Peris Construction:  Renovate. Repair. Refresh. Relax.

Spacesaver Infolinx:  Smart Planning for the Back Office Space:  Eliminate multiple storage closets and file cabinets and use Workplace Solutions furniture that fits the environment,  allowing  expensive real estate to be used in more collaborative ways. 

Williams Lea:  Solutions to Reduce Your Firm’s Physical Footprint and Find the Most Effective Use of Your Space

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