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I've started to speak in specifics. So, if someone says "got time for a project?" Instead of just saying yes or asking what the time frame is before accepting, I've started saying something along the lines of "I'm working on a motion to dismiss that's due tomorrrow" and then let them determine if they want to give me the project or move to someone who's not as busy.
And, depending on how your partners are - try to frame it as a conversation - they want good quality work, and they want it when they need it and probably want the best person for the job. Fully communicating your ability is going to be appreciated.
A1 is right about how to communicate. But it’s also important to focus on ways to speed up your work while at the same time improving quality. Others on the string undoubtedly have ideas about how to do that but I suggest these three major time savers/quality improvers:
1. If you currently compose/draft by sitting at your computer typing, try this instead. Start by carefully outlining what you want to say by hand on one page and then think deeply about what you’re missing, what’s unnecessary, and the order in which you’ve arranged your points. Do not start composing until you have the outline just right. Then dictate a draft from start to finish without stopping to correct or edit, using either a product like Dragon or a recording device that allows you to transfer a file for human transcription. It’ll take a few times to get the hang of this process but in a month or less you will be producing much better drafts much more quickly.
2. Always edit printed copies of your work rather than trying to edit in the computer, then have a secretary enter and proof your changes. Faster, more accurate, and less costly for the client.
3. Limit distractions by turning off email and news alerts and closing your email window when you’re doing work on your computer that requires concentration. If you must, check emails hourly or every couple of hours, but after every interruption it takes you at least 20 minutes to get back to where you were, meaning that being interrupted frequently slows your work nearly to a halt.
You obviously need to communicate expectations, etc, but doing just these three things will result in a massive improvement in your efficiency and accuracy, and this will allow you to meet “unreasonable” time expectations much more often.
Some people really like dictation. Can be efficient. Helps with oral communication skills as well.
When I was in private practice, I learned to tell partners the exact day of the week (or following week) that I could work on their proposed assignment. This was my best guess estimate for my own workflow. Obviously this only works if they first ask, “do you have time?” If they just “hand you” an assignment, you can casually drop in that you have a number of pressing matters with immediate deadlines prior to asking them for their deadline. This puts them in a hard spot to give you a false deadline if they know in advance you’re truly swamped.
FYI, if you act like you are not willing to help, partners sometimes remember that. Please remember that they have access to your time entries. So if you said you were really busy and then you ended up not working all that much, there may be consequences. please remember that you are in a service business. That sometimes requires nights and weekends. But if you claim to not have time for a project and did not work nights and weekends, then you may not be perceived as a team player.