May 2015

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: Jacqueline Moline 
Associate Editors: Paula Serratore; Cindy Conover
Contributing Editors: Beth L. Fowler, CLM; Scott D. Chatham; Ettastine Williams; Stacy Fischbach; Sheri Shifflett; Monique S. Terrell; Steven J. Martin, AIA, LEED AP BD+C; Jenna Carter; Emily Christianson
Newsletter Designed By: Scoti Dodson


In this issue:

President's Message

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Spring has sprung, as evidenced by the yellow pollen covering every exterior surface at my house and the blooming Wisteria hanging over my deck.  For the Capital Chapter, spring brings a new leadership team who are energized and full of ideas for the coming year.  If you haven’t attended a section meeting in a while, I encourage you to check the calendar and attend the section meeting(s) that pertain to your position – if you’re like me, there are several that fit the bill!  Section meetings are a great opportunity to exchange ideas with your peers at other firms, and suggest topics that you want to learn more about, while meeting other members in a smaller setting.  

Spring also brings opportunities for getting involved in the Chapter’s community service activities.  For the past 8 years, the Capital Chapter has supported Lawyers Have Heart every June by staffing Water Station #2, which is one of my favorite Chapter activities.  Yes, you have to get up at O’Dark Hundred on a Saturday, and yes, it is usually incredibly hot, and yes, there are bugs.    BUT, the benefits definitely outweigh the inconvenience.  

First, we are supporting a great cause, and our efforts are really appreciated.  It is amazing how many runners say “thank you” or “thanks so much for doing this for us” as they grab the cup from your hand.  Last year was Scoti’s first year helping out, and she commented, “I have never felt so appreciated!”  

Second, there is a great feeling of accomplishment and teamwork while getting to know fellow administrators and business partners.  We start with a bunch of tables folded up, cups in boxes and big jugs of water, and end up with tables full of cups of water piled high and ready for the first thirsty runner.  And in the process, we have bonded and gotten to know some colleagues we may not have known so well.  Activities like this, working together for a common cause, are how a lot of us got to know our fellow members, or a Business Partner we didn’t know.  

Third, is the breakfast!  By 9:30, the race is over, the cups have been raked out of the street, and Water Station #2 is folded up, boxed up, and back on the truck.  We all head over to a wonderful breakfast buffet for great food & great company, and then we all head off to our normal Saturday routines.  

Please sign up and join me at Water Station #2 on June 13.  I promise you, you will have a great time, and feel really good – even after eating that big breakfast!

New & Returning Chapter Members

Ashley Squires McCabe
HR Manager
King & Spalding LLP
1700 Pennsylvania Ave NW
Washington, DC 20006
amccabe@kslaw.com


Daphne Pendleton
Director of Administration
Morgan Lewis & Bockius LLP
2020 K Street NW
Washington , 20006
daphen.pendleton@morganlewis.com
Brenda Lynch Simoes
HR Manager
Reed Smith LLP
1301 K Street NW
Suite 1100E
Washington, DC 20005
bsimoes@reedsmith.com

Mikel Smith Koon
Office Administrator & HR Manager
Antonelli, Terry, Stout & Kraus, LLP
1300 17th Street N
Suite 550
Arlington , VA 22209
mkoon@antonelli.com

SunTrust Legal Specialty Group Spotlight: 
Deposit Sub Accounting

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An ongoing challenge for many clients is how to address the complexity of maintaining separate subaccounts by division, department, customer or legal entities. Managing a large number of individual accounts is costly and time consuming. The Deposit Sub Accounting solution offers a simple, cost-effective alternative that helps reduce bank fees and requirements associated with maintaining multiple accounts. 

By establishing virtual subaccounts, you have the ability to easily open and close subaccounts, maintain separate statements, track balances, deposits and check disbursements—all within a user-friendly, web-based portal. Interest earned will automatically be apportioned to the individual subaccounts based on selected preferences. 

Product Details 
Deposit Sub Accounting is an easy-to-use, web-based solution that allows clients to create, manage and close virtual subaccounts within a single bank account. Clients can allocate balances and transactions manually into each subaccount. 

Easy Access 
You can access the Deposit Sub Accounting system through a simple, user-friendly interface. You can also grant your customers view-only access to the portal to view their statements and account activity. 

Improve Reporting 
Monthly statements are generated and uploaded online for both the master account and individual subaccounts. 

Transaction Management 
All types of transactions can be allocated to the individual subaccount or maintained as unallocated at the master account level—this includes deposits, wires, ACH payments and receipts, and other types of transactions. 

Document Repository 
Documents can be uploaded at three different levels—the master account, subaccount, and transaction. Sample documents include W-9s for subaccount holders, check images and ACH or wire confirmations. 

Key Benefits 
Deposit Sub Accounting provides you a cost-effective way to maintain unique records for multiple divisions, departments or legal entities—eliminating the need for multiple bank accounts while maintaining the reporting integrity for each entity. 

Maximize Flexibility 
Create unlimited subaccounts, managed and closed—all within a single bank account, eliminating the need to open and close many separate bank accounts or the risk of comingling funds. 

Automate Tax Reporting and Filing 
Tax reporting statements—1099s are created for subaccounts and available digitally, eliminating the hassle of producing 1099 forms for individual subaccounts. 

Reduce Expenses 
Consolidating subaccounts into a single bank account can reduce bank fees. Also, overdraft exposure is minimized when funding through a single master account. 

Maximize Interest Earned 
Maximize interest earnings through the consolidation of multiple bank accounts into a single master account.

Contact:
Scott D. Chatham
Vice President, Client Advisor 
SunTrust Private Wealth Management
Legal Specialty Group
Tel: 202-879-6239
suntrust.com/legal

SunTrust Bank, Member FDIC. ©2015. SunTrust is a federally registered service mark of SunTrust Banks, Inc. All other trademarks, service marks and trade names are the property of their respective owners.

April 23, 2015: Lunch & Learn with Dr. Dale Henry "Ten Cans: Are You an Opener?"

Review by: Ettastine Williams, BakerHostetler

Dr. Dale Henry is an author, educator, speaker, trainer and the Founder of Your Best Unlimited.  Using storytelling as the framework for his Lunch & Learn presentation, Dr. Henry described, with some humor, situations to help members visualize how change is immediate and uncomfortable, and most often unplanned.  Dr. Henry stated that to improve really means getting better at accepting change; however, the natural response to change is comfort.  Comfort prevents us from improving.  We live in a complex world today that demands change – if we stand in one place too long, we will fall behind.  In the final analysis, Dr. Henry stressed that everyday choices should drive us to change, but we must pay attention to what is happening around us and become “can” openers, no longer simply going with the flow.  Our job as leaders is to become a “can” opener for change.   

Keno Kozie Associates Spotlight:
IT Purchasing and Twelve Smart Tips

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Most years, technology seems to be one of the largest line items on a firm’s budget with the number one cost culprit being the hardware and software purchases that must be made to keep the IT engine running.  These unavoidable costs can be daunting given the amount of knowledge each transaction takes to ensure purchases happen accurately.  Often, these acquisitions ask a firm to “see into the future” what IT infrastructure and applications will be needed and more importantly used and to what degree.

A common experience in a firm’s history is the purchasing of a “critical” software application that was quickly purchased and rolled out firm-wide only to discover that it didn’t quite meet the intended need.  Or better yet didn’t work effectively in the current firm environment.  Also common is purchasing servers or workstations that wind up obsolete a year or more in advance to its originally anticipated lifespan.  Although some incorrect purchasing decisions are unavoidable, reviewing and implementing the IT purchasing tips discussed below may help your firm spend its money more effectively and keep regretted purchases to a minimum.

Workstation and Application Purchasing Tips:
  • Tip #1 -- Buy in groups instead of buying single stations.
  • Tip #2 -- Keep workstation hardware uniform wherever possible.
  • Tip #3 -- Refresh (turnover) your entire inventory every three to five years.
  • Tip #4 -- Avoid the practice of trickle down hardware where senior staff gets new computers and lower level staff are given the “hand me downs”.  Old equipment invariably winds up causing additional costs and overhead and can negatively impact morale.
  • Tip #5 – Pilot and test new desktop applications to uncover infrastructure issues and true user value.   Often new software insists on upgrades to your firm’s current software versions in order to run effectively.   
  • Tip #6 – Know your license models and buy to cover all workstations and servers.  Licenses come packaged in many different formats.  Annual, perpetual, with maintenance and upgrades and without are just a few of the varieties.  License mistakes can be costly so it is best is to hold someone at the firm accountable to ensure compliance and efficient purchases.
  • Tip #7 –Get a second opinion!  Have an additional knowledgeable IT person look over larger purchases to verify the licenses needed but also major hardware purchases.  
  • Tip #8 – Buy for tomorrow as well as today.  Is a more powerful and robust workstation really too costly if it keeps you from replenishing sooner vs. later?

Servers & Infrastructure Purchasing Tips:
  • Tip #9 – Server refresh cycles (typically 3-5 years) should be a strategic committee decision analyzing cost, productivity, and tolerance to slowness and downtime.  
  • Tip #10 – As with workstations, a second opinion is valuable.  Think about an outside IT consultant to serve as a neutral sounding board who can review what your firm needs today, what you may need in the next few years, and what hardware will best meet that need.
  • Tip #11 – Don’t skimp on server warranties.  Equipment should always be under warranty to keep the firm from experiencing larger than necessary downtimes during an issue.  “Next Business Day” warranties can cause a firm downtime for several days when the issue occurs on a Friday night.  Better is a 4 hour warranty with on premise assistance to minimize workplace interruptions.
  • Tip #12 -- Align yourself with a vendor or vendor(s) who can effectively handle your equipment needs. Vendor relationships and communication is invaluable to ensure that complex purchases match what is anticipated. 
IT purchasing involves predicting the future – an overwhelming task for any law firm!  But given the high costs associated with IT, extra planning and oversight is well worth it to keep mistakes to a minimum.  The tips and tactics listed are a first step toward safeguarding against mistakes leading to a happier and more productive firm in the future.  Focus on your workstations, servers, licenses and warranties and know that your next purchase will likely be more successful.

May 7th Quarterly Networking Lunch

By: Sheri Shifflett, Saul Ewing, LLP

The quarterly networking luncheon was held on May 7th at the W Hotel.   A fabulous Cinco de Mayo lunch was provided - fish tacos, skirt steak, and all of the accompaniments.  

Beth Fowler, President of the Capital Chapter welcomed everyone to the luncheon.   Several new members were in attendance, and they were recognized and welcomed by the group.   Past Presidents in attendance were also recognized.

Beth discussed the ALL IN incentive game, which was started last year.   ALA members collect cards throughout the year and are able to win great prizes at the December holiday luncheon, based on the hand that they hold.   Beth also reviewed upcoming events for the Chapter.

The highlight of the luncheon was the rollout of the new Ambassador Program.   The Member Experience Committee was formed last year to improve new member engagement.   The Committee has developed the Ambassador Program, whereby a member of the ALA Capital Chapter will be paired with a new member to serve as the go to resource to provide information about the Chapter.   The program was discussed at each table during the luncheon, facilitated by a member of the Member Experience Committee.   Written information on the program was also provided at each place setting. Keep an eye out for more information coming soon!

The meeting concluded with the 50/50 drawing, with $200 to the lucky winner and $200 to benefit the Toni K.  Allen Scholarship fund.  Jeff Mulvihill from Miller's Office Products was the big winner and he donated the winnings back to the Scholarship…Many Thanks Jeff!

The next  QNL is July 9th. Hope to see you there!

Diversity & Inclusion Committee

By: Monique S. Terrell, Chair Diversity & Inclusion Committee

Hello Fellow Colleagues!  We are very pleased to announce the Capital Chapter’s first ever Diversity and Inclusion Committee!  The goals of the committee are to increase awareness of, and sensitivity to, diversity within our Association and the local legal community. The Diversity and Inclusion Committee welcomes your thoughts, comments and suggestions. We have assembled an excellent team to carry out the many initiatives and educational opportunities that will be offered to our membership.  Please visit “Diversity Initiatives” on the Chapter’s website.  There you will find helpful and informative resources.  Also, we will hold our first educational lunch and learn on August 6th titled:  “Diversity and Inclusion: 60 Tips in 75 Minutes” to be presented by Ruth Fry, Office Manager at Saul Ewing in Baltimore and Chair of ALA’s Committee on Diversity and Inclusion. 

Don’t hesitate to let us know if you have any questions or want to get involved!  Start thinking:  What Does Diversity Mean to Me?  Get the conversation started and take action!

Make a Difference!

By: Steve Martin, Gensler

Please consider joining fellow ALA Members and Business Partners in support of the upcoming Lawyers Have Heart Race on Saturday, June 13th by handing out water to the runners! The Lawyers Have Heart Race is a much anticipated annual event in Washington, DC to raise support for the American Heart Association and the American Stroke Association.  Each year, runners, primarily from Washington DC law firms, are delighted to grab cups of water from the volunteers from the ALA and their business partners along the race route.

This is a thoroughly enjoyable way to bond with other ALA members while supporting a great cause!  We gather early at Washington Harbour, pick up our tee shirts and climb aboard a bus that takes us to our spot along the route where all of the supplies are provided to set up tables and stack cups of water to hand out as the runners pass by.  Learn the art and technique of handing off a cup to a runner without spilling water while cheering them on! You will recognize lots of faces, but donning running shorts instead of the customary business attire.

Then cap off the morning by enjoying a hearty breakfast together in Georgetown immediately following the race, which is usually finished by mid-morning.  This is a golden opportunity to join together with colleagues and friends to truly make a difference!  Please bring colleagues, friends and family members for a thoroughly fun and rewarding experience!

Steve Martin
Steven J. Martin, AIA, LEED AP BD+C
Gensler
Principal
 202.721.5336 Direct
steven_martin@gensler.com

Our Community Our Kids Workshops with YMCA

By: Jenna Carter, Husch Blackwell LLP

Business Etiquette and Mannerisms – Presenters Jeanette Derby, Karen Laumoli, and Jenna Carter
Resume Writing – Presenters Connie Summers and Janice James plus resume review volunteers 
Interview Skills – Presenters Dave Fletcher and Helen Woideck plus interview volunteers

The goal of the workshops is to help local youth learn the skills necessary to be successful in college and their careers.  The workshops were a hit!  The students were able to leave the workshop series with a better understanding of business etiquette, a complete resume, and sharpened interview skills.   The YMCA has asked ALACC to continue our partnership with them during the YMCA summer employment workshops and the upcoming school year. 

Thank you to all of our volunteers!!!

Small Firm Section Update

By: Emily Christianson, Small Firm Section Chair

Big thanks to Kim White, Branch Manager of Adams & Martin Group for presenting to the Small Firm Section on Attracting and Retaining Top Talent.  The presentation was much more of a dialogue between Kim and the group with respect to several key points in her presentation.  We discussed various ways to attract the right person to fit into your culture and how the work environment is one of the most important aspects for long term success of an employee.  It is just as important to find someone to fit into your firm culture as it is to find the right skill set.  Good skills alone are not enough.

Keeping employees engaged in their position and “strengthening their strengths” will encourage good work product.  It could be as simple as asking an employee “How do you like to be recognized?”, for some, public acknowledgement of a job well done will keep them content while for others, a handwritten note might be all it takes.  Creating positive momentum can increase attendance and retention by making an employee feel accomplished.  Successful retention can come from a variety of areas including mentoring, one on one attention, quality on-boarding and training from day 1 and cultivating a positive working relationships amongst staff. 

Poll Question Responses:
Does your firm have an ergonomics and wellness plan in place?
30%   No and it is not a priority currently.
30%   No, but I'm working on it!
30%   Yes, but we would like to improve it.
10%    Yes and it's working great.

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: Jacqueline Moline, jam@carmaloney.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: Monique Terrell (Chair), mterrell@stradley.com; Vanessa Partin (Co-Chair), vanessa.partin@kirkland.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. 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: Jeff Delcher (Chair), jdelcher@wbklaw.com; Sheri Shifflett (Co-Chair),cshifflett@saul.com
Listserv: finance@lists.firmseek.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: Heather Boos (Chair), Hboos@mmmlaw.com; Kenia Garner (Co-Chair), kenia.garner@pillsburylaw.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


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 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:  Jeffery Cole (Chair),jeffery.l.cole@squirepb.com; Jamaine Yarborough (Co-Chair), jyarborough@mckoolsmith.com
Listserv: ooms@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; Sharon Smith (Co-Chair), smith.sharon@arentfox.com
Listserv: ipadmin@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: Emily Christianson (Chair),echristianson@relmanlaw.com; Julie Tomey (Co-Chair),tomey@thewbkfirm.com
Listserv: smallfirmadmin@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: Connie Summers (Chair),connie.summers@threecrownsllp.com; Carmen C. Weissbratten (Co-Chair), cweissbratten@hpm.com
Listserv: hr@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: Frank Schipani (Chair),schipanif@gotofirm.com; Kenny Mitchell (Co-Chair), kmitchell@wbklaw.com 
Listserv: alacaptech@lists.firmseek.com