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I worked as a para in a trial firm before school.. The biggest thing is calendar 15, 10, and 5 days out. That way, once you get five days our, you’re extremely sensitive to the fact that you have a deadline coming up. Have your para or assistant send you emails at 10 days out and make sure that they have whatever’s due on your desk to review at least a week before it’s due when possible. As a rule, trial declines that were a week out are lop of the list. Also, If you do little things up front like, for example, make rough drafts of exhibit indexes once you have your exhibit list due and start to bates stamp documents in advance, it helps. Obviously you cannot do this too early on, but once deadlines start coming up on the trial order, generally you can do enough to start mitigating the rushing around during the weeks before trial. We also worked in teams for trials. I would often get pulled and help whichever paralegal prepare.
I have a trial-Prep check list that goes back 120 days from trial with periodic team meetings that keeps everything moving along.
Besides putting reminders in calendars, make a trial docket for all cases on a trial docket. Make it a spreadsheet with the dates. Make columns for the common deadlines (depos, disco, msj, mediation, mt in limine, trial etc.) I keep it on my desk and can always check what’s upcoming.