leadership exchange - gla, alaglaala.org/clubportal/clubdocs/194/2010 apri-may magazine.pdf ·...
TRANSCRIPT
Leadership
Published Monthly For Members Of
april/May 2010
EXCHANGE
22 INFORMATION TECHNOLOGYLinkedin – The OnLine ResuMe
by Douglas Hafford
20 HuMAN REsOuRCEsThe iMPacT OF The heaLTh caRe ReFORM LegisLaTiOn
by Janet Sherry
24 GENERAL MANAGEMENTPeRsOnaLiTY TYPes and ReLaTiOnshiP BuiLding
by Bill Saleebey, Ph.D.
26 FINANCERevisiTing cOsT RecOveRY in a TOugh ecOnOMY
by Lisa Cuffari
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Title: Robert Half Legal Salary Guide adPublication: ALA Greater Los Angeles MagazineAd Size: 7.5” (width) x 10” (height) Insertion/Run date: Nov ‘09, Dec ‘09, Jan ‘10 issuesColors: 4 process colorsDate Created: 10/7/09Production Artist: Al Jacobs (650.234.6290 • [email protected])Publication Contact: Tracy Dragoo (626.487.0784 • [email protected])Robert Half Contact: Amy Hill (510.271.0948 • [email protected])
Greater Los Angeles Leadership Exchange2
April / May 2010 3
InsIde ThIs Issue President's Message .................................................6
Editor’s Message .......................................................7
April / May Calendars ..............................................8
Save The Dates .........................................................9
GLA ALA Golf Tournament......................................9
ALA President's Reception .....................................10
ALA Annual Education Conference ......................11
Monthly Meeting Notice .......................................12
Annual Managing Partner Luncheon ...................13
March Luncheon Recap .........................................14
Inprove Your Outlook with Search .......................15
Region 6 Officers ....................................................16
New Member Orientation .....................................17
Board of Directors ......................................... 18 & 19
Plug In and Get Connected ...................................28
Volunteer of the Year ............................................30
CLM Brown Bag Lunch ..........................................31
Business Partner Spotlight .....................................32
Legal Management Resource Center ...................33
Wellness Zone .........................................................34
Technology Tips ......................................................36
SOS — Succeed Over Stress ...................................41
Coach’s Corner ........................................................42
ALA Webinars .........................................................43
BusIness ParTners Afinety ....................................................................23
Berbay Corp. ...........................................................27
Beverly Hills Bar Association .................................25
City National Bank .................................. Back Cover
Davidson Legal Staffing .........................................16
Ikon .........................................................................25
Innovative Computing Systems ...............................5
Pride of Los Angeles Cleaning Services ................16
Robert Half Legal .....................................................2
Swiss Post Solutions ...............................................35
WAMS .....................................................................27
Don't Miss tHis UPCoMinG EvEnt
ALA AnnuAL ConferenCe & expo ..............11The Association of Legal Administrators (ALA) Annual Educational Conference and Exposition is the legal management profession’s most comprehensive event of its kind. Featuring dynamic and relevant education presented by recognized leaders in their field, the ALA Annual Conference will enhance your knowledge, devel-op your management skills, and enable you to achieve greater personal and professional growth.
22 inFoRMAtion tECHnoLoGYLinkedin – The onLine resumeby Douglas Hafford
20 HUMAn REsoURCEsThe impACT of The heALTh CAre reform LegisLATionby Janet Sherry
24 GEnERAL MAnAGEMEntpersonALiTY TYpes And reLATionship BuiLdingby Bill Saleebey, Ph.D.
26 FinAnCErevisiTing CosT reCoverY in A Tough eConomYby Lisa Cuffari
www.alanet.org/conf
ConnectLearnOrchestrate Your Future
May 3-6, 2010John B. Hynes Memorial Convention CenterBoston, Massachusetts
See
Association of Legal Administrators75 Tri-State InternationalSuite 222Lincolnshire, IL 60069-4435
Greater Los Angeles Leadership Exchange4
The greATer Los AngeLes LeAdership exChAnge
is published bi-monthly to provide information for the
education and benefit of legal administrators, law office
managers, managing partners of law firms and of corpo-
rate law departments, and others interested in law firm
management. The Greater Los Angeles Chapter of the
Association of Legal Administrators is not engaged in
rendering legal, financial or tax counseling through this
publication. No statement in this bi-monthly magazine
should be interpreted as legal, financial or tax advice.
Any article, letter or advertisement published in
The greATer Los AngeLes LeAdership exChAnge
should not be considered an endorsement by the
Greater Los Angeles Chapter of the Association of Legal
Administrators of the opinions expressed therein or any
product(s) advertised. Contributing authors are request-
ed and expected to disclose financial and/or professional
interests and affiliations which may influence their writ-
ing position. All advertising is subject to approval by
the Editor. Advertisers assume liability for all content
of advertisements printed and assume responsibility for
any claims based upon subject matter.
The gLA ALA LeAdership ExchangeThe bi-monthly magazine of the Greater Los Angeles Chapter
of the Association of Legal Administrators
Copyright © 2010 — All Rights Reserved • www.glaala.org
gLA ALA mission sTATemenTThe Association of Legal Administrators’ mission is to:
Promote and enhance the competence and professionalism of all
members of the legal management team; Improve the quality of
management in law firms and other legal service organizations; and
Represent professional legal management and managers to the legal
community and to the community at large.
PuBlIcaTIon Team
maureen varnes, editor
213-895-4900
michael morales, Creative editor
310-277-7117
monica Celis, magazine Team
323-852-1000
layouT & desIgnTra-Co graphics
626-487-0784
PrInTIngTypecraft Wood & Jones, inc.
626-795-8093
The legal profession and businesses must adhere to high ethical standards to maintain public trust. The ALA Code of Professional Ethics sets
forth guidelines and standards for the ethical administration of legal practices. All members of GLA ALA are required to adhere to these
standards. To read the Code in its entirety, please go the following page of the ALA website: http://www.alanet.org/join/ethics.html.
PUBLICATION INFORMATION
April / May 2010 5
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A Chapter of the Association of Legal Administrators
2 0 1 0 S P O N S O R
Greater Los Angeles Leadership Exchange6
PREsIdENT's MEssAGE
Plug In and Connect! Now more than ever is the right time to connect with GLA ALA’s
amazing members and attend educational and networking events. The economic climate has driven our firms and companies to demand our very best performance as legal administrators and GLA ALA can be your premium resource for current and expert legal management knowledge. GLA ALA can be your “E” ticket to innovative educational presentations, professional development, first rate social events, community awareness, and more. How do you intend to plug in and connect with the GLA ALA this year? Reading the Legal Exchange is one way to plug in, so I applaud you for starting here. But you can also plug in by attending monthly chapter lunches, evening seminars, special events such as the Annual Golf tournament or Justice Jog 5K, the Holiday Luncheon, sign up to be mentor to new GLA ALA members, offer to be a speaker on a panel, participate in the CLM study program, participate in planning or attending our Annual Employment Law Forum or just picking up the phone to chat with one of your GLA ALA friends. We know that GLA ALA has a plug and volt size that will energize you as a legal professional.
I would also like to thank our 2010 Diamond Sponsors, First Legal and Innovative Computing Systems, Inc. Their commitment this year has allowed our chapter to prosper.
I am also happy to report that your 2010 Board of Directors is already hard at work and have great plans for the upcoming year. At our recent Board of Directors Crossover meeting in March, the focus was on how we can encourage our members to participate in GLA ALA activities. The top priorities that surfaced were to provide our members with better educational programs, try a new time of day for programs such as breakfast and increase video conferencing ability so that attendance and access is more convenient to our members. So look for these great new ideas to be implemented in the upcoming year. Meanwhile, we hope to entice you starting in April with a welcome reception for ALA President, Susan French Koran at the Magic Castle in Hollywood. Members will be dazzled by scrumptious food and amazing magic as we celebrate Susan’s visit to Los Angeles. Thanks to our sponsors, First Legal and WAMS, Inc., members are able to attend free to this event, but space is limited so be sure to sign up fast. On Tuesday, April 13, 2010 we will be having our annual Leadership Luncheon where we recognize our past and future board leaders for the chapter. Susan will also be our guest speaker at lunch presenting her thoughts on “Do You Have The Courage to Lead” and how it’s important as legal administrators to have the strength and courage to lead our law firms and/or companies.
John Quincy Adams said “If your actions inspire others to dream more, learn more, do more and become more, you are a leader.”
While I hope to accomplish this as GLA ALA President this year, our 2009 Volunteer of the Year (VOTY), Elizabeth Wagner has already accomplished this in her outstanding contribution to GLA ALA and the community. At the luncheon Elizabeth will be honored as our 2010 VOTY recipient and will receive a full scholarship to the ALA Annual Educational Conference in Boston from First Legal as recognition for her leadership and dedication. GLA ALA members celebrating five years of membership will also be recognized with a commemorative GLA ALA pin.
In May, I hope some of you will have the opportunity to attend ALA’s Annual Conference in Boston where you will connect with a range of educational offerings, with legal administrators throughout the world and maybe even with a few tasty lobsters. Don’t worry if you don’t make the conference because we are bringing a little of the conference to you at our May Managing Partner Luncheon. On Tuesday, May 25, 2010 Blane Prescott, Senior Vice President of Hildebrandt Baker Robbins will be presenting “Ten Critical Trends in the Changing Economy.” Blaine will have presented a similar topic at Conference and its sure to be a must see by you and your managing partner, general counsel or favorite attorney. We hope these events and others will entice you to plug in! Be sure to check out our calendar of events on our website, www.glaala.org.
The 2009 year, was a challenging year for most individuals and many law firms. However, our chapter continued to prosper with exceptional events for our members and support by our business partners. I would like to take a moment to thank the leadership of Robert Santos as President and the 2009 Board of Directors for doing an outstanding job in keeping the chapter fiscally sound. This board enabled us to hire Chapter Manager, Lori Akina of TJ Management to assist with chapter administration, focusing heavily on membership and business partners. We hope that Lori will provide more support to our members and business partners. Thanks again for the board’s hard work in 2009 and for allowing our 2010 year to begin with strength and hope.
One of the challenges the chapter does have each year is the production and distribution of our monthly magazine, the Legal Exchange. We are going to try something new in hopes of providing you an even better magazine. Starting in April, the Legal Exchange will become a bi-monthly magazine so we can bring you better content and focus for each issue. We will have a short electronic newsletter that will go out each month providing you the key GLA ALA events that you want to plug into each month. So in May, please look for our electronic newsletter to keep you connected and then in June you will receive your Legal Exchange magazine. We hope this structure will provide you ample ways to plug in and connect while providing your chapter board volunteers more time to produce our award winning Legal Exchange. We hope that this change and any others throughout year will continue to provide value and support to our members. If you have any feedback or questions, always feel free to contact me. I am looking forward to a fantastic year and I am very excited to be President of the Greater Los Angeles Chapter of the Association of Legal Management. So be sure to Plug In and Connect and join us this year for a great ride!
mary [email protected]
April / May 2010 7
EdITOR's MEssAGE
maureen varnes, [email protected]
BeIng connecTed Is ImPorTanT
Welcome to our new bi-monthly April/May issue of the Leadership
Exchange. Going forward, we will be providing information for two
months at a time to help you stay better informed about upcoming
ALA and GLA events.
April begins a new year for the Greater Los Angeles (GLA) chapter
of ALA. Our new President, Mary McDonnell, believes connections
will take us from good to great. She has asked that we all commit
to connecting or reconnecting with other chapter members, our
Business Partners, as well as with our staff. This will bring us all
closer to the values of GLA.
To get started, you can get better connected to GLA by attending
the President's Reception at the Magic Castle on April 12 and/or the
Leadership luncheon on April 13 at the Beverly Hills Country Club.
Details are inside and you can sign up for both events on the www.
glaala.org website.
April is also staff appreciation month. What better time to get
connected with your staff? This is especially important during
these taxing times (pardon the pun). Read what our insightful Past
Presidents have to say about ways to get and stay connected to your
staff in this month’s magazine. Our goal is to bring you suggestions
like these in each issue to build on all of our connections.
We all appreciate our Business Partners. So why not take this
opportunity to get connected on a more personal level. I know you
have heard this before, but it bears repeating – GLA would not be able
to put on half the events and programs it provides to its members
without the incredible support of our Business Partners. So get
connected with them. Take their phone calls, use their services when
you can and thank them for the help they provide to all of us.
Finally, use this time to update your connections by plugging into
the Certified Legal Manager (CLM) program and raising your level of
expertise by learning something new, or just refreshing your current
skills. Jeannine Hamill and Lucia Donat are putting together another
terrific curriculum for our members that starts up again in April.
We look forward to your suggestions and comments about the
new bi-monthly format, so please stay connected and let us hear
from you!
Greater Los Angeles Leadership Exchange8
daTe evenT TIme & locaTIon conTacT
2ALA – CerTified LegAL
mAnAger exAmBoston, MA
3-6 ala annual conference & exPo Boston, MALisa Makita
5 magazine articles and ad deadline for June/July issue of the leadership exchange
12gLA ALA
Board of directors meetingTBD
5:30 PM to 8:30 PMMary McDonnell
13 muLTi-offiCe seCTion meeTing TBDJohn Purins
18 eduCATion TeAm meeTing TBDLydia A. Tavera
19ALA WeBinAr
social networking revolutionSpeaker: Ross Fishman, CEO of Fishman Marketing
11:00 A.M. PST Rosemary Shiels, [email protected]
20 sfv seCTion meeTing TBDBarbara Gamboa
25
mAnAging pArTner evenTTen Critical Trends in the Changing Legal economy
Speaker: Blane R. Prescott, Senior Vice President Hildebrandt Baker Robbin
Montage Beverly Hills225 North Canon DriveBeverly Hills, CA 9021012:00 noon – 1:30 p.m.
Terri [email protected]
MAY CALENdAR
daTe evenT TIme & locaTIon conTacT
7gLA ALA
Board of directors meeting
Beverly Hills Country Club3084 Motor Ave
Los Ángeles, CA 900645:30 PM to 8:00 PM
Mary [email protected]
8
smALL firm seCTion meeTingroundTABLe disCussion
“What has your Firm Done to Prepare for Business Continuity in the Event of a Disaster?”
Nelson, Thompson, Pegue & Thorton APC2425 Olympic Blvd, Suite 4000
Santa Monica, CA 9040412:00 noon – 1:30 PM
Julia [email protected]
12 ALA presidenT's reCepTion spend an evening with ALA president susan french koran
Magic Castle7001 Franklin Avenue
Hollywood, California 90028
Mary [email protected]
13gLA ALA LeAdership LunCheon
Special Guest Speaker: Susan French Koran, ALA President
Beverly Hills Country Club3084 Motor Ave
Los Ángeles, CA 9006411:30 AM – 1:30 PM
Mary [email protected]
15 CLm - BroWn BAg LunChinformation on preparing for and Taking the CLm
Doll Amir & Eley LLP1888 Century Park East, Suite 1106
Los Angeles, CA 12:00 noon – 1:00 PM
Jeannine [email protected]
20 finAnCe seCTion meeTing TBD [email protected]
21ALA WeBinAr
Administrator's role as Coach in a multi-general WorkplaceSpeakers: Judy Hissong and Camille Grabowski
11:00 A.M. PST Rosemary Shiels, [email protected]
22 CLm finAnCe meeTing
Allen Matkins 515 S. Figueroa Street, 9th Floor,
Los Angeles, CA 900716 PM -8:30 PM
Jeannine [email protected]
27 hr seCTion meeTingAllen Matkins
1901 Avenue of the Stars, Suite 1800 Los Angeles, CA 90067
Michelle [email protected]
APRIL CALENdAR
April / May 2010 9
SAVE THE DATES daTe evenT conTacT
06/08 ChApTer LunCheon – heALThCAre isabel Warner, [email protected]
06/15 Corp/gov'T seCTion meeTing Angelica Loftin, [email protected]
06/16 ALA WeBinAr – The keYs To deveLop And rosemary shiels, [email protected]
impLemenT The firm's dreAded sTrATegiC pLAn
06/23 iT seCTion meeTing kimberly Lahs, [email protected]
07/13 ChApTer LunCheon – pAsT presidenTs isabel Warner, [email protected]
07/21 ALA WeBinAr www.alanet.org/webinars
07/26 goLf TournAmenT mark verbecken, [email protected]
sAVE THE dATEs
SIXT
H AN
NUAL GLA ALA GOLF TOURNAMEN
TSIXT
H AN
NUAL GLA ALA GOLF TOURNAMEN
T
JULY 26, 2010JULY 26, 2010
GT6 is CominG!!
Greater Los Angeles Leadership Exchange10
This Event is frEE to GLA ALA Members$75.00 for guests
The Magic Castle7001 Franklin Avenue, Hollywood, CA
Space is limited
Parking is $8.00
Please register by April 7, 2010at www.glaala.org
You must be registered to attend
further Questions, please [email protected] May Not be GLA ALA Business Partners
Spend the Evening with ALA President
Susan French Koran
Event Sponsors
ALA President’s Reception at
The Magic CastleMonday, April 12, 2010 • 6-8:00 p.m.
April / May 2010 11www.alanet.org/conf
ConnectLearnOrchestrate Your Future
May 3-6, 2010John B. Hynes Memorial Convention CenterBoston, Massachusetts
See
Association of Legal Administrators75 Tri-State InternationalSuite 222Lincolnshire, IL 60069-4435
Tuesday, April 13, 201011:30am – 12:00pm - Networking12:00pm – 1:15pm - Lunch and Program1:15pm – 1:30pm - VolunTeer of The YeAr AwArd PresenTATion
GlA AlA leadership Awards luncheon – free To MeMBersSpecial Guest Speaker: Susan French Koran, ALA President
Please join us for our Second Leadership Awards Luncheon. We will install our new President, Mary McDonnell, introduce the new Board and thank those who contributed to the Chapter this past year. Additionally we will announce the GLA ALA volunteer of the year (VOTY) and present him/her with a scholarship to the annual conference sponsored by First Legal.
Susan French Koran asks “Do You Have The Courage to Lead?”In many firms the legal administrator is the key person who knows the ins and outs of the firm’s operations - money, people/employees, equipment and more. What better person to contribute to the partners’ discussions about the firm’s current success and future growth? Having a seat at the management table takes work - and courage. Once there, an ad-ministrator often has to deliver bad news or make unpopular decisions that are in the best interest of the firm. Sometimes the administrator has to hold a position in the face of strong disagreement. With the challenging economic environment, courage is needed now more than ever, sometimes going toe-to-toe with respected partners to make sure difficult deci-sions are made objectively and ethically. This session will provide tips on how to hone, then strengthen your courage to lead a firm into, perhaps, the unknown.
Chapter Members who will reach their 5 year anniversaries with GLA ALA this year will receive a special commemorative pin
locATion:Beverly Hills Country Club3084 Motor Avenue (at Manning)Los Angeles, CA 90064 Free parking at rear of Club; No valet parking.
cosT:FREE TO MEMBERS$35.00 (GuESTS ANd AT THE dOOR)
For questions regarding this event, please contact Isabel Warner/TroyGould PC • E-mail: [email protected] Phone: (310) 789-1324
Please mail checks and direct questions regarding your RSVP to Sharon Barnes, SPHR/Haight Brown & Bonesteel, 6080 Center Drive, Suite 800, Los Angeles, CA 90045, (310) 215-7773.
Refunds will be provided only if cancellation notice is
received by 12:00 p.m. on Friday, April 9, 2010.
As this is a sponsored event, please do not invite guests with a competing business.
Certified Legal Management Program (pending)
reserVe on our weBsiTe www.GlAAlA.orG
PleAse rsVP BYAPril 8, 2010
MonThlY MeeTinG noTice
eVenT sPonsored BY:
A Chapter of the Association of Legal Administrators
2 0 1 0 S P O N S O R
annual managing Partner luncheon - Tuesday, may 25, 2010
Ten critical Trends in the changinglegal economy
Presented by Blane R. Prescott, Senior Vice President,Hildebrandt Baker Robbins
Join us for an informative and timely discussion led by Blane Prescott who will tell us about the effects of the Great Recession on law firms and how they are adjusting business strategies to respond to the changing economics and build for the future. He will highlight the critical trends facing the legal industry including shifts in practice areas, the growing geographic diversification and mergers & acquisitions.
Blane has worked with more than 1,200 law firms from around the world helpingthem with strategy, management and restructuring issues, merger negotiations,
compensation and practice management.
This event sponsored by
Location:■ Montage Beverly Hills 225 North Canon Drive Beverly Hills, CA 90210
■ Discounted Valet
Parking
Cost:
■ $50 (Members)
■ $75 (GLA Member and Managing Partner)
■ $60 (Guests and at the
door)
Time:
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Thank You GLA ALA Members!We appreciate your support and ongoing business. Let us know if
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Servicing Law Firms in Los Angeles for 19 years
Microsoft Gold Certified Partner
Proactive Network Monitoring
Remote Plus Onsite Support
www.afinety.com/glaala 877-4AFINETY
IT Solutions That Simply Work
Thank You GLA ALA Members!We appreciate your support and ongoing business. Let us know if
we can assist you with your technology needs.
Reserve on our website www.GLAALA.org • Please RSVP by May 20, 2010
For questions regarding this event, please contact Terri oppeltE-Mail: [email protected] • Phone: 310-407-4094
Refunds will be provided only if cancellation notice is received by no later than 12:00 p.m. on Friday May 21, 2010
“Prizes And Give-Always For Attendees, Be Sure To Sign Up Today!”“Prizes And Give-Always For Attendees, Be Sure To Sign Up Today!”
Greater Los Angeles Leadership Exchange14
leT's go green:
leadershIP sTraTegIes for leadIng a green fIrm on
march 9, 2010 held aT The omnI hoTel.
The March lunch meeting was held in an expo-like format,
which showcased 7 business partners who had 'green' and eco-
friendly products to show attendees and which tied into our topic
and the three speakers' information. This format left time for our
attendees to meet each Business Partner and to learn more about
their products and how they have helped companies 'go green'.
There were many give-aways and it was a fun and different format
for a lunch meeting.
Susan Seales, Administrator of Davis Wright Tremaine spoke
about how her firm rolled out their green initiatives in the early
90's, long before many other firms did, and told us about some
of the things that worked and some that didn't. She gave helpful
tips about how to make your program successful including
picking the right people to assist in leading the initiatives. She
mentioned how her firm is being asked by clients, for a list of their
programs on RFPs, which is a big reason why all firms will need to
start going green if they haven't already. Additionally, doing eco-
friendly things will become second nature in years to come, much
like wearing a seatbelt. She also shared some of the things her firm
did to lessen the impact of the firm's carbon footprint, including
changing to filtered water.
Sal Candido from Pure Green Corporation spoke about three
changes that can be done quickly within your office to lower the
impact of the carbon footprint of the firm. He also gave some
surprising information and statistics about the impact 5 gallon
water bottles, laser printer cartridges and coffee pots have on the
environment.
Bill Lewis from CB Richard Ellis, our final speaker, spoke about
the CBRE green initiatives and how he was picked for the Southern
California Region as a 'Green Knight' to lead their initiatives which
began a few years a ago. He answered questions on what a tenant
might expect from their high rise landlords and what a LEED
building might have to help you in the your initiatives, including
E-Waste collections, recycling, etc.
39 people attended the meeting, which included 3 speakers
and 7 Business Partners. After all attendees gathered stamps from
each vendor on a card, there was a raffle of green products which
was won by Maricela Gonzalez.
Thanks to all our Green Event Business partners:
Innovative Computing Systems
First Legal
Pure Green Corporation
Pride of L.A.
On-Site Laser Medic
Star Office Supplies
United Document Storage
MARCH LUNCHEON RECAP
Terri [email protected]
April / May 2010 15
As the number of messages in your mailbox grows, search
becomes more important. Being able to locate a message — or
other kinds of Outlook items — when you need it can be critical.
And whether you are a message “filer” or “piler,” Outlook pro-
vides several search tools to help you find what you seek.
choose whaT To Include In your search
You can choose to search within a single message, a single
folder, or across multiple folders. In addition, you can perform
advanced searches for Outlook items that match the exact cri-
teria you want. If you are using Outlook 2003 or newer, you can
take advantage of Search Folders — “saved searches” that run
automatically in the background seeking items that match your
search criteria.
search wIThIn a sIngle message
To search within a single message, first open the message, then
press F4. Within the dialog box that appears, type the search text
you wish to find, and then press Enter. Outlook will highlight the
first instance of the “found” text. You can click Find Next to jump
to the next instance of search text in the message. This feature is
handy for lengthy messages.
search wIThIn a folder or across
mulTIPle folders
Browse to the folder you want to include in your search then
press CTRL + E to open Outlook’s search tool. In the search box,
type the text you wish to find, and then press Enter. Outlook will
search the current folder for the text you typed. Be default, it
searches all text in the item, including the “From” and “To” fields,
if applicable, as well as the item subject and body. Note: If you
are on a computer with Windows XP or Vista and do not have
Windows Search installed, Outlook will not search within mes-
sage attachments.
After you have run a search with this tool, you might decide
you want the search to look in more places. In Outlook 2003, you
can click the Search In dropdown list and pick a preset or click
Choose Folders to pick specific folders in your mailbox to include
in the search. In Outlook 2007, below the search results, a link
appears suggesting you “Try searching again in All Mail Items.”
If you click that link, Outlook expands the search to include all
folders and items in your mailbox.
Note: If you use Personal Archive Folders (*.pst files) in Out-
look, they are not included in the results when you search your
mailbox. Outlook can only search within a single “information
store” at a time. A search you run can span a mailbox or a per-
sonal archive folder, but it cannot span both at the same time.
run an advanced search
The basic search tool in Outlook is great for most searches,
but you may want to include specific criteria for an Outlook item
to meet. For example, you might be looking for a message with
an attachment, from a specific person, received in a given date
range. The Advanced Find tool in Outlook will allow you that sort
of control when it comes to creating your search expression
Press Ctrl + Shift + F to open the Advanced Find dialog box.
The Advanced Find dialog box is comprised of a “Look For” area,
where you can specify what to look for and where to look, and a
“tabbed” area where you can enter search criteria.
Let’s create an advanced search that looks for a message with
an attachment from “John Smith” that was sent to us between
January 1, 2010 and February 17, 2010. First, open the Advanced
Find dialog box using the steps described above. Next, in the
Look For menu, select Messages. Click Browse and check the
box next to Mailbox, then the check box for Search subfolders —
these choices will ensure your entire mailbox is searched. On the
Messages tab, in the From box, type John Smith. On the More
Choices tab, check the second checkbox, “Only items with” and
ensure that the phrase one or more attachments is selected. On
the Advanced tab, we will define both a beginning date and end-
ing date. To set the begin date, click Field > Date/Time fields
> Received. In the Condition box, select on or after and type
1/1/2010 in the value box, then click Add to List. To set the end
date, click Field > Date/Time fields > Received again. In the Con-
dition box, select on or before and type 2/17/2010 in the value
box, then click Add to List. Click Find Now to run the search.
save search crITerIa wITh search folders
With the release of Outlook 2003, Microsoft introduced a
new feature called “Search Folders.” Search Folders allow you to
take searches and save their criteria so you can run them again
whenever you want. Outlook ships with a couple of pre-defined
MARCH LUNCHEON RECAP IMPROVE YOUR OUTLOOk wITH sEARCH
ivan [email protected]
Greater Los Angeles Leadership Exchange16
Search Folders: Unread, which searches for unread messages in
any mailbox folder; and For Follow-up, which searches for flagged
messages in any mailbox folder.
To create your own Search Folder, click File > New > Search
Folder. The New Search Folder dialog box appears, displaying a
collection of predefined searches which you can customize. Se-
lect one of the templates like “Mail from and to specific people,”
then in the Customize Search Folder area, click Choose to pick
the criteria you want. Next, for Search mail in, select your mail-
box or the personal archive folder you want to search. Click OK to
create the Search Folder. Search Folders appear in the folder list
of the mailbox or personal archive folder to which they belong.
Note: You can save a search you run with Advanced Find as a
Search Folder. It is also important to note that Search Folders are
not real folders; they don’t contain any Outlook items. When you
click a Search Folder, Outlook displays a list of message or other
items that match the search criteria. Those items have not been
moved from where they were. If you delete a Search Folder, the
items it displayed are not deleted.
ouTlook 2007 InsTanT search, Query BuIlder, and
wIndows deskToP search
If you are using Outlook 2007 and a few other bits of software,
then you may have access to Instant Search, which provides
search-as-you-type capability, and Query builder, which affords
many of the capabilities of Advanced Find without launching a
separate dialog box.
For Instant Search and Query Builder to be available you need
to have Windows XP or Vista and Windows Search. Windows
Search is Microsoft’s desktop search tool. It indexes all mail mes-
sages and their attachments in Outlook to enable full-text search-
ing. It can be configured to search additional locations, includ-
ing local files and folders, as well as network locations. Windows
Search is included as part of Windows 7.
About the Author: Ivan Hemmans is a Senior IT Trainer at
O’Melveny & Myers LLP, an international law firm with offices
in the US, Asia, and Europe. You can contact Ivan via email at
[email protected] or via his website http://hemmans.com.
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Marsha Cohen & Leonard Cohen
education officerdoris A. Alexander, CLM
Carroll Burdick & McDonough, LLP
Communications officerMatthew s. Ogden
Hinshaw & Culbertson, LLP 415-362-6000
projects officerBrian J. Matter, CLM
Jones Vargas702-862-3343
region 6 At-Large director
steven d. wingert, CLMMarshall, Gerstein & Borun LLP
region 6 director Patricia L. Groff, CLM
Director of AdministrationButz Dunn & DeSantis, APC
April / May 2010 17
The New Member Orientation was sponsored by Robert
Half Legal and was held on Tuesday, March 23, 2010, by video
conference between downtown Los Angeles and Century City
at Allen Matkins. New Member attendees were Lisa Baker, Mi-
chael Beaumont, Renee Berglund, Bernadette Capozzi, Fran-
cie Jones, Emily Schaub, Kimberly Seddon, and Katherine Starr
together with board members, GLA members, and mentors
namely Margaret Acossano, Norma Ayala, Kim Holme, CLM,
Mary McDonnell, Shaun Morrison, Julia Round, Robert Santos,
Carolyn Smallwood, Janice Soloman, Elaine Vans Renberg, Isa-
bel Warner, and Jasmine Young. During the luncheon, the new
members were able to connect with some of the existing GLA
ALA members and a brief overview of the many benefits of ALA
and GLA ALA was covered. New Members were encouraged to
attend the many upcoming educational and social events of
GLA ALA and get and stay connected. We are always looking
for current GLA ALA members to be mentors to our new mem-
bers, so if you are interested, please contact Manjit Ender at
[email protected]. Further interest about membership should
be directed to GLA ALA Membership Chair, Tanya Russell at
MARCH LUNCHEON RECAP NEw MEMBER ORIENTATION
Greater Los Angeles Leadership Exchange18
WebmasterKim Holme, CLMClark & [email protected]
Membership TeamCindy G. Fortune Gibbs, Giden, Locher, Turner & Senet LLP310-552-3400 [email protected]
Education Chair Lydia TaveraBrowne Woods George [email protected]
Programs Team ChairIsabel Ortega Warner310-293-4416 [email protected]
Business Partner TeamDavid L. M. Marcum Littler Mendelson, P.C.310-772-7233
PresidentMary McDonnellEntertainment [email protected]
Membership ChairTanya M. Russell Katten Muchin Rosenman [email protected]
Vice PresidentShaun Morrison Allen Matkins Leck Gamble Mallory & Natsis [email protected]
Programs TeamKatherine Starr Allen Matkins [email protected]
BOARd OF dIRECTORs
Programs TeamJasmine Young Murchison & Cumming, [email protected]
Programs TeamHelen A. Youngblood Helen A. [email protected]
Hospitality Co-ChairMargaret “Peg” Merrill Holme Roberts & Owen, [email protected]
Magazine Creative Editor Michael J. MoralesPhillips, Lerner, Lauzon & Jamra, LLP310-277-7117 [email protected]
Immediate Past-President Robert F. Santos Manning & Marder, Kass, Ellrod, Ramirez [email protected]
SecretaryKen SweetMorris Polich & Purdy [email protected]
Membership TeamElaine van RensburgKatten Muchin Rosenman, [email protected]
Job Referral ServicesMichelle Liffman, SPHR O’Melveny & Myers [email protected]
Magazine Team Monica CelisFrandzel Robins Bloom & Csato323-852-1000 [email protected]
Business Partner ChairDebra Gray Frandzel Robins Bloom & Csato, L.C. [email protected]
President-ElectJean Jewell, CLMWhite O’Connor Curry LLP 310-712-6167 [email protected]
TreasurerTerri OppeltKlee, Tuchin, Bogdanoff & Stern, [email protected]
Hospitality Co-ChairDeborah C. Dial-BarrRodi Pollock Pettker Christian & Pramov, ALC [email protected]
Membership TeamManjit EnderFulwider & Patton [email protected]
Magazine Editor Maureen Varnes, CLMRodi Pollock Pettker Christian & Pramov, ALC [email protected]
April / May 2010 19
2010-2011
CLM Program C0-ChairJeannine M. HamillDoll Amir & Eley LLP 310-557-9100 [email protected]
San Fernando Valley SectionBarbara GamboaHunt Ortmann Blasco Palffy & Rossell,[email protected]
Multi-Office Section John V. Purins Reed Smith, [email protected]
Education Assistant Chair Tiffany St. John, PHRRutter Hobbs Davidoff [email protected]
Golf Tournament Assistant ChairSusan J. Seales Davis Wright Tremaine [email protected]
CLM Program Co-ChairLucia G. DonatGlassman Browning Saltsman & [email protected]
Lending Library CoordinatorViviane A. Abraham Herzfeld & Rubin [email protected]
Diversity Chair Beverly A. Biggs, Ed.D. CA Dept. of Justice [email protected]
Community Outreach Maricela d. [email protected]
Finance SectionTammy Saetia Greengerg Glusker Fields Claman & Machtinger, [email protected]
IT Section Co-ChairKaren G. LaFleurCo ChairBuchalter [email protected]
Community RelationsJim Van DusenThe Morrison Law Group213-356-5504 [email protected]
Corporate / Government SectionAngelica Loftin CA Dept of [email protected]
Santa Barbara /Ventura County SectionKaylyn Johnson ScottBrownstein Hyatt Farber Schreck, LLP 805-882-1460 [email protected]
Small Firm SectionJulia L. Round Rueben Raucher & [email protected]
Justice Jog ChairNorma AyalaGipson Hoffman & [email protected]
Justice Jog Assistant ChairNilo G. BoldenNelsen, Thompson, Pegue & Thornton, APC 310-315-1001 [email protected]
Employment Law ForumChairTerri OppeltKlee, Tuchin, Bogdanoff & Stern, [email protected]
Golf Tournament ChairMark T. VerbeckenJeffer Mangels Butler & Marmaro, [email protected]
Historian/BylawsSusan J. Seales Davis Wright Tremaine [email protected]
Human Resources Section Co-ChairMichelle Liffman, SPHRO’Melveny & Myers [email protected]
Human Resources Section Co-ChairAudrey D. Prince, PHR Akin,Gump, Strauss, Hauer & Feld, [email protected]
IT Section Co-ChairKimberly LahsGreenberg [email protected]
Greater Los Angeles Leadership Exchange20
HUMAn REsoURCEsThe impACT of The heALTh CAre reform LegisLATion
Health Care reform has arrived and with it has brought new
mandates for Employers and medical service providers.
On March 21, 2010, the House of Representatives passed the
Patient Protection & Affordable Care Act, H.R. 3590. This has
commonly been referred to as the “Senate Bill”. On March 25,
2010, the House passed the “Reconciliation Bill”.
There is much to digest regarding the legislation and many of
the provisions will be phased in over several years. Following is a
timeline of the major provisions:
In 2010
• Subsidiesbeginforsmallbusinessestoprovidecoverage
to employees.
• Insurance companies cannot deny coverage to children
with pre-existing conditions.
• Children can stay on their parents’ insurance policy
through their 26th birthday.
• High Risk Pools will be established for individuals with
pre-existing conditions. Employers are prohibited from
sending individuals to the high risk pool and could be
fined.
• Rescissionswillnolongerbeallowedwiththeexception
of fraud or intentional misrepresentation.
• Specificpreventivecareservicesmustbecoveredwithno
cost sharing. All emergency services must be covered in
network, no matter who the provider is. Coverage appeal
process will be made available to everyone.
• Federalgrantprogramforsmallemployerswillbeavail-
able to provide wellness initiatives.
In 2011
• AllEmployersmustincludetheaggregatecostofemployer
- sponsored health benefits on their W2.
• TaxdistributionsforHealthSavingAccountsthatarenot
used for medical expenses will increase from 10 to 20%
• Over-the-Counter Drugs will no longer be reimbursable
under HSA’s, and FSA’s. This applies for benefits provided
after December 31, 2010.
• Flexible Spending Accounts will be limited to $2500 per
year.
• LongTermCareProgramwillbesetupwherepeoplepay
premiums into the system for at least five years before ac-
cessing daily living benefits. Employers will be required
to enroll employees into this.
• Employerswithlessthan100employeeswillbeallowedto
adopt a new simple cafeteria plan.
• Businessownerswillbesubjecttonewexpandedfederal
income tax requirements.
• TheDepartmentofLaborwillbeginastudyofSelf-Funded
Plans.
2012
• Summary of Benefits must be provided to all enrollees
andifnot,thereisa$1000perenrolleefine.
• AnnualReportstotheDepartmentofHealthandHuman
Services will be required proving that the health plans in
place meet the specified criteria established. This report
must be made available to all participants at open enroll-
ment. Fines can be imposed for non compliance.
2013
• New Medicare Tax on individuals earning more than
$200,000peryearandcouplesearningmorethan$250,000
per year.
• ExciseTaxof2.9%imposedonsaleofMedicalDevices.
• New Federal Premium Tax on all group health plans to
fund comparative effectiveness research programs. There
is an annual fee that equals $2 for each individual cov-
ered.
• FederalIncomeTaxDeductionsforunreimbursedmedi-
cal expenses will increase from 7.5% of income to 10% of
income.
• EmployersmustprovidenoticestoEmployeesinforming
them of State-based Exchanges.
2014
• Employerswithmorethan50employeesthatdonotpro-
vide affordable coverage must pay a fine if employees re-
ceivetaxcreditstobuyinsurance.Thefineisupto$2000
per employee, excluding the first 30 employees. Part-time
employees are included in the count.
Janet sherryBolton & [email protected]
April / May 2010 21
• Employerswith200ormoreemployeeswillberequiredto
auto-enroll all new hires onto the group health programs.
Employees may opt out if they have other coverage.
• ProbationaryPeriodsofmorethan90dayswouldbepro-
hibited from group health plans.
• ExchangeswillbecreatedforIndividuals/SmallBusiness-
es to shop for health insurance.
• IndividualMandaterequirementsbeginformostpeople
to have health insurance. There is a penalty for noncom-
pliance of either a flat dollar amount or percentage of in-
come. In 2014, the percentage of income is 1%, then 2%
in 2015, with the maximum fine of 2.5% of taxable house-
hold income. The alternative is a fixed dollar amount that
phasesinbeginningat$325perpersonin2015to$695in
2016. People at 133% of federal poverty level pay maxi-
mum of 3% of income for coverage. People at 400% of
poverty level pay up to 9.5% of income.
• Medicaid,thefederal-stateprogramforthepoor,expands
to all Americans with income up to 133% of federal pov-
erty level.
• Insuranceindustrymustpayannualfeeof$8billionand
rises in subsequent years.
2015
• TheChildren’sHealthInsuranceProgrammustbereau-
thorized.
2017
• Businesseswithmorethan100employeescanbuycover-
age on insurance exchanges, if the state permits it.
2018
• CadillacTax of 40% for plans that have values in excess
of$10,200forindividualcoverageand$27,500forfamily
coverage. Values of health plans include reimbursements
from FSA’s, HSA’s, and Employer Contributions. Tax does
not apply to Dental, Vision, Accident, Disability, Long
Term Care, or Specified Disease coverage.
healTh Insurance IndusTry faIr comPeTITIon acT
The House of Representatives passed the Health Insurance
Industry Fair Competition Act by a vote of 406 to 19. The bill re-
moves health insurer’s federal anti-trust exemption from the Mc-
Carran-Ferguson Act. The bill now awaits action in the Senate.
According to the Congressional Budget Office (CBO), “whether
premiums would increase or decrease as a result is difficult to
determine, but in either case the magnitude of the effects is likely
to be quite small”.
wIll our medIcal cosT really decrease?
There are many areas that have not been addressed in the leg-
islation that greatly impact the cost of health care. According to
CBO and the Department of Health and Human Services (HHS)
data, fewer than 7 cents of every dollar of US health spending is
on the “administration and net cost of private insurance”. Hav-
ing a regulatory system that reviews the total cost of the premium
without addressing the underlying causes will not result in a true
reduction of medical expenses. The following are some examples
of these increasing expenditures:
• Americansareusingmoremedicalservices.Overthelast
decade, MRI/CT/PET scans have tripled, kidney/liver
transplants are up by 31%-42%, and Statin usage is up
nearly tenfold.
• Obesity and other lifestyle choices are impacting our
medical costs with various chronic conditions. Diabetes
is on the rise.
• Doctorsandhospitalsarecharginghigherfees.
• Many prescription drugs are rising in cost and some as
high as 20%-40%.
Our medical insurance system offers cutting edge solutions,
but this comes with a high price tag. There are many compo-
nents that impact where we are today and there is no single cause
to the escalating health care costs in America. Providers are cur-
rently paid for performing procedures as opposed to results,
Hospitals/Doctors take a loss on Medicare/Medi-Cal and make
up the difference with private insurance patients, fraud is run-
ning rampant, and there is a need for tort reform.
About the Author: As an Employee Benefit Specialist, Janet
strives to keep the insurance process as simple as possible and to
find creative solutions for minimizing risk for her clients. As a Busi-
ness Partner for the GLA ALA, Janet is committed to the organiza-
tion and contributes her time and knowledge with informational
articles, providing speakers, and volunteering. In addition, Janet
has been a member of the National Association of Health Under-
writers since 1991 and has been a featured speaker on a variety of
insurance issues before the Employers Group and their Workplace
and Employment Law Update events and has had several of her
articles published in their newsletter.
Note that the information in this article is not intended as legal
advice and readers should contact legal counsel for additional as-
sistance.
Greater Los Angeles Leadership Exchange22
inFoRMAtion tECHnoLoGYLinkedin – The onLine resume
My recent article on Social Networking covered a lot of ground
with respect to the new ways you can put yourself or your firm
out there on the web. In this article we will focus on the profes-
sional side of Social Networking sites: LinkedIn.
LinkedIn was founded in 2002 and launched in May of 2003
as a professional networking site. As of today, Linkedin has more
than 60 million users in over 200 countries worldwide. Looking
at those statistics alone tells you how valuable the service is if you
want to get noticed, or connect with other professionals.
You start by setting up your own LinkedIn page. The process
is very simple and free of charge. As you are entering your busi-
ness information and even a picture or two, you quickly see that
you are building a resume. You can fill in as much or as little of
your professional life as you wish including things like current
position, past positions, education, your connections and other
information. One of the very nice features of LinkedIn is that you
can then publish some or all of your information to people out-
side LinkedIn by using their “public profile” feature. When a web
search is done on your name, this will generally be one of the first
things that come up. Thus you can have control over the initial
impression people have of you when they want to find out more
about you.
When you have your profile setup, the next step is to begin
the process of creating your network of connections. You can
easily invite a colleague or contact to connect and if they accept,
they become part of your network. This is known as the “gated-
access approach” where some sort of pre-existing relationship is
required for contact to occur. Thus, you can be assured of your
privacy and trust the connections you might make on Linked-
In much more than other broader purposed Social Networking
sites.
Now that you have your profile and have begun accumulat-
ing contacts, you can start looking for recommendations and can
also recommend others. If you recommend someone, you gener-
ally fill out a section that described why you liked working with
them and then post it to the site. This generates emails to con-
nected individuals announcing your recommendation (or others
who have recommended you) and thus you have your own per-
sonal marketing engine.
You can also forward a connection to one of your connections.
For example, you might want to help a colleague find a good leas-
ing company. You could do this by sending the leasing company
rep’s Linkedin profile to one of your connections and “introduce”
them. Thus you create network of connections, second-degree
connections (connections of your connections) and third-degree
connections (connections of second-degree connections). As
you can see, you can thus receive an introduction to someone
you might want to know through a trusted friend or colleague.
As you become more active on the site, LinkedIn provides
some statistics for you as well as suggestions for other connec-
tions. LinkedIn keeps track of a number of items for you such
as:
• Activity–addingconnections,recommendationsetc.
• Connectionslist
• Howyouareconnectedtoothers
• Whoyouhaverecommended
• Whohasrecommendedyouandmore
Employers and companies can also join LinkedIn provid-
ing statistics, job openings and other important information to
professionals who may want to seek a job, or just find out more
about the company. So not only does it provide the ability to cre-
ate a personal online resume, but also provides employers the
ability to attract candidates as well. A job seeker can then exam-
ine opportunities, and see who the hiring manager is – perhaps
utilizing mutual connections to reach this person and receive an
introduction or recommendation.
LinkedIn Answers provides a way for you to ask a question of
the LinkedIn community, much like Yahoo Answers. The differ-
ence is that you already know the people you are asking and so
you may have a higher level of trust in the replies. Generally the
questions are more business oriented as well, so you get a more
focused set of answers.
LinkedIn Groups allows you to establish new relationships by
joining with others who share a common interest or background.
Examples of this might be alumni associations, industry groups
or highly focused niche professional organizations. This allows
you to make connections on a much more personal basis, with
others who may have a higher level of trust in the connection.
douglas hafford vice president of Consulting solutions at Afinety, [email protected] Ext. 101
(Continued on page 25)
April / May 2010 23
A Chapter of the Association of Legal Administrators
2 0 1 0 S P O N S O R
Greater Los Angeles Leadership Exchange24
GEnERAL MAnAGEMEntpersonALiTY TYpes And reLATionship BuiLding
There are many reasons why we make better and stronger
connections with some people more than with others. Similar-
ity in age, gender, ethnic origin, schools attended, and proximity
are all significant factors leading to building meaningful relation-
ships. Personality types are also a major determinant in connect-
ing with others. There are many ways to conceptualize differenc-
es in personality. We often look for ways in which we are similar
to others. I remember in the 60s and 70s when the first thing
out of people’s mouths was “What’s your sign?” They asked this
question partially because they wanted to know about the kind
of basic personality of others and whether they were compatible
with them. Though the empirical basis of astrology is question-
able, there are more scientific bases for personality differences.
One of them is based on the Myers-Briggs Type Indicator.
The Myers-Briggs typology is based on four personality di-
mensions, as determined by taking the inventory. They are as
follows:
• Extroversion/Introversion
• Sensing/Intuiting
• Thinking/Feeling
• Judging/Perceiving
The extroversion/introversion dimension refers to the degree
to which we are naturally outgoing and gregarious. The extro-
vert is more outgoing and sociable, and likes to be surrounded
by others. On the other hand, the introvert tends to be shy and
reserved, socially reticent by nature. All of us fall somewhere on
the spectrum from extremely outgoing to extremely shy. It is in-
teresting to note that extroverts actually derive energy from oth-
ers, while introverts are often emotionally drained by excessive
social contact.
The sensing/intuiting factor focuses on whether we deal
more with facts and personal experience (sensors) or abstract
concepts and ideas (intuition). Accountants and attorneys are
likely to fall more at the sensing end of the continuum. Intuitive
types are often involved in creative fields such as visual, theatri-
cal, or musical arts.
The thinking/feeling category differentiates between logic
(thinkers) and sensitivity/sympathy (feelers). Thinkers tend to
value truth over tact, competition over cooperation, and logic
over feelings. Feelers value harmony, tact, and diplomacy. They
tend to be stronger in empathy.
The judging/perceiving dimension focuses on whether we are
more intentional and planful (judger) or spontaneous (perceiv-
er). Judgers like to make decisions quickly and prefer to make
and keep plans. Perceivers are more casual, spontaneous, and
unconventional. Judgers see the world in black and white terms,
while perceivers see things in more shades of gray.
We are all a combination of the four factors, and can under-
stand ourselves and others by taking the Myers-Briggs inventory
or just reading about it and doing some basic self analysis. It is
important to understand that we are not necessarily an extreme
of any dimension, but that we probably fall somewhere along a
wide continuum. This typology is quite useful in helping us un-
derstand why we resonate more with some people than others.
Additionally, introverts might seek small group meetings, while
extroverts might gravitate to larger gatherings and mixers.
Another important aspect of personality that comes into play
often is that of circadian rhythms or body clock. Are we early
birds, full of energy in the mornings, or night owls, staying up
late into the night? These rhythms can explain much about why
some people shine in morning meetings or events, while others
are much more alert and responsive later in the evening. Some-
times we have a choice in the time of meetings, while other times
we might have to endure a meeting at a time which is not condu-
cive to our preferred biorhythms.
There are a number of other personality variables that can ac-
count for our liking or relative comfort with others. Sense of hu-
mor varies widely among people. What one person finds funny
might be highly offensive to someone else. Some people process
information in a sequential manner, while others are more non-
linear or random and skip around from topic to topic. People dif-
fer in their pace of doing things. Some are perfectionists, while
others are more focused on completion of tasks. The “completer”
wants to get things done, while the perfectionist wants to make
sure things are done exactly right. These types are often quite
Bill saleebey, ph.d. [email protected]
April / May 2010 25
complementary to one another in a team setting.
In sum, there are many ways in which we differ from one an-
other. It is useful to be flexible and open to different types of peo-
ple, and not impose your type or style onto others. For example,
you may value punctuality but not everyone does. Self knowl-
edge and the understanding of others’ personality can greatly en-
hance your ability to build and sustain relationships.
About The Author: Dr. Saleebey is a nationally recognized
speaker and trainer on the topic of business and personal network-
ing. In addition, he has personally coordinated some of the largest
and most complicated law firm relocations in Southern Califor-
nia over the past 28 years with American Relocation & Logistics.
He is the author of Study Skills for Success, Sell Yourself, and his
most recent book is Connecting: Beyond the Name Tag. He is cur-
rently training professionals in business development through
effective networking, emphasizing the psychological components
of the process. His web sites are: www.drbillsaleebey.com, www.
connectingbook.com , and www.movingteacher.com. His e-mail
INFORMATION TECHNOLOGY continued from page 22
There are many other features and new ones coming as time
goes on at LinkedIn, but the best feature is the professional fo-
cus of the site. It is a great way to form your own business net-
works that may have value today in a job search, or in the future
when you are seeking to hire, or simply connect with others who
have similar professional interests. By removing the “Facebook/
Myspace” playground effect, you can truly and professionally ad-
vance your career.
LinkedIn is free to join and simple to setup. It should be part
of your professional world even if you only wish to see what is out
there. You will be surprised by the number of connections and
requests even in the first week.
About the Author: Douglas Hafford has been a technology
consultant for more than 22 years. As Founder and Vice President
of Consulting Solutions at Afinety, Inc., Doug is responsible for
client consulting and network solution sales. He advises clients
on the latest computing and network solutions, technology best
practices and business applications including calendaring,
document management, practice management and time &
billing applications.
Munch. Munch.(That’s the sound of inefficiency eating away at your profits.)
© 2010 IKON Office Solutions, Inc. IKON Office Solutions® and IKON: Document Efficiency At Work® / A Ricoh Company aretrademarks of IKON Office Solutions, Inc. Ricoh® is a registered trademark of Ricoh Company Ltd. All other trademarks arethe property of their respective owners.
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combination of equipment, software and services for you.
Ready to boost profits and productivity?Set up an appointment with an IKON representative today.
Call John Saliamonas at 213-532-2715.
Greater Los Angeles Leadership Exchange26
FinAnCErevisiTing CosT reCoverY in A Tough eConomY
Every law firm can benefit from a smart cost recovery system. The hidden and not-so-hidden costs of producing, examining and transmitting legal documents are oftentimes absorbed by a business instead of being passed on to paying clients. This is an excellent time to evaluate these expenses as we look for ways to increase the bottom line. Indeed, there is new software on the market that is not only less expensive than it used to be, but is easy to use AND tracks more than just your firm's copies, faxes and long distance telephone calls.
Most cost recovery system providers offer products that can that be used with virtually every manufacturers' copy or fax ma-chine, scanner and phone system. Many firms utilize multifunc-tion devices (“MFPs”) that are networked and accessible to all users, both directly from the desktop computers and as stand-alone units. These devices often come equipped with keypads that allow the user to enter client/matter numbers to track copy-ing activity. As an administrator, you want to see these costs tracked and integrated directly into your billing software, with-out numerous steps of data entry.
With a professional solution, the user can easily count not only the number of photocopies made at the copier, but also the quantity of printed pages as well, sent throughout the day to a networked and/or local printer from the desktop. In the legal business, we print documents all day long to printers and to our copy machines. Sometimes we will send five copies of a three-page document directly to a printer, rather than make the trip to the copy room to photocopy the job. While it may be quicker to do this, it is quite possible that your company has lost money because of the shortcut. Without an updated solution, you prob-ably aren't tracking “prints” (from network printers) at all. Mul-tiply these 15 pages by a reasonable usage number, and you can quickly calculate the dollars floating out the window instead of back into your coffers.
We are working in an electronic age; many documents are scanned and e-mailed during the course of representing clients. Indeed, it is quite possible that scanning and e-mailing PDF files will replace the need for faxing documents to most business re-cipients. Many firms bill their clients for the number of scanned pages in the same way they do for photocopying, faxing and printing. When you scan a document from a digital scanner or an MFP to your e-mail address, the number of scanned pages can be tracked and imported directly to your accounting software. It is less time consuming to send files electronically, and the recipi-ent gets a clear document every time.
Attorneys and legal secretaries now receive expedited tran-scripts from court reporters via web links and e-mail as well. Firms continue to be charged by the court reporters for the same number of pages whether or not a paper copy of the transcript is produced. New cost recovery software allows us to enter a bill-ing number as part of our print-screen option, quickly capturing the cost of printing a PDF file of 200 pages. There is no need to count pages and manually enter a number to charge it back to the client.
The cost recovery systems are Enterprise (server) -based and the customer/firm purchases any number of licenses or seats ac-cording to their needs. Therefore, in addition to having touch-screen consoles located at your MFPs, copy and fax machines, you also have the software integrated into your network so that every desktop can act as a terminal as well.
For business purposes, you have flexibility in setting different costs in your system for the various types of document produc-tion jobs performed, i.e., double-sided copies, color copies, faxes, scans, etc., depending on your firm's billing structure.
From a management perspective, tracking software offers an array of reporting options, allowing the accounting department of your firm to review activity reports by user, device, etc. The reports can be automatically generated and sent to specific users on a daily, weekly, monthly or any other basis.
Are you really tracking your employees' long distance phone calls? Even if your firm utilizes a T-1 line, you can still track phone calls being made from specific phones, on specific mat-ters, the duration of the calls, etc. Call accounting systems can be integrated with PBX, key and VoIP-based telephone systems. The vendor you choose will provide tech support and see that every system is properly integrated.
Cost recovery systems can be purchased as fully integrated systems that include modules for tracking copies, faxes, prints, scans, postage and long distance phone calls. You also have the option with certain vendors to pick and choose what is impor-tant to your firm and practice. If your management committee does not want to charge back for all these items, then purchase only the modules your firm will actually use. All software pro-grams carry annual licensing fees for users; don't end up paying for more than you need. The best alternative is to find a vendor who will work with you in providing the consoles and software that can then be upgraded on your terms, when you are ready. Try setting up a cost recovery program on a trial basis to see the value of your potential investment. The decision then becomes an easy one to make.
About the Author: Lisa Cuffari is the Office Administrator of
Fox and Fox LLP in Livingston. Reprinted with permission from the Jer-Z-Journal, the newslet-
ter published by the New Jersey Chapter of the Association of Legal Administrators, Winter / Spring 2009
Lisa Cuffari [email protected]
April / May 2010 27
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Greater Los Angeles Leadership Exchange28
PLUG IN ANd GET CONNECTEd
Surveys and articles constantly remind us that employees want
to be appreciated. With a view towards staff appreciation day
(April 21) we asked our extraordinary Past Presidents about
ways to stay connected with staff and other GLA ALA members.
Here are their timely tidbits:
I really don’t have much to offer vis a
vis staff appreciation. Frankly, I think staff
appreciation and recognition should be
demonstrated every day and not limited
to one day or week of the year. Everything
has a cost, but one non-monetary sugges-
tion might be to allow staff to use a reserved or premium parking
space for a day or week in recognition of a significant contribu-
tion. Another is sharing special achievements with everyone.
Our firm has a quarterly “newsletter” in which they try to high-
light individuals with an interesting story or accomplishment. In
the next newsletter, a secretary from my office is being profiled
for her work in connection with gathering holiday donations to
the troops.
Laura Henry, Sullivan & Cromwell, Llp
Our most successful event for Staff Ap-
preciation Week is the Waffle/Eggs/Bacon
Breakfast. Partners make the waffles with
waffle makers and serve the full breakfast to
employees. Everyone loves it! The partners
like making the waffles. They wear aprons
and chef hats, and really enjoy the opportunity to interact with
the employees. We have several shifts over a 2-hour period, so
it doesn’t interfere with anyone’s busy day. The employees love
seeing the partners in this friendly, fun role. We take photos and
publish them in our newsletter
Carol Phillips, Clm, Sidley Austin, Llp
I have purchased a separate card for each
of my staff and am writing a note about how
much I appreciate what they do. I'm includ-
ing one specific thing that I can think of for
each one of them. For instance, “I really ap-
preciate the professional way you handled
xyz.” I only have eight staff people, so this is easy for me to do. I
don't know if someone with a large office would have the time to
do this. My point in doing this is that it is not from the Firm but
rather from me showing my appreciation.
Joan Fraser, Wilmer Cutler Pickering Hale & Dorr
At Milbank the Los Angeles based man-
agers team and I meet every other week, a
regular item on our agenda is “Employee
Recognition.” We use this time to discuss
any above and beyond the call of duty ef-
forts or someone whose performance in an
area has been noted by one of the group. We spend time discuss-
ing the merits and if the person is merely doing his or her job
well or if there is something truly of note. Once we decide to rec-
ognize someone, two of the managers (and NOT the employee's
manager) visit that individual to thank him or her and discuss
why the team decided to recognize them. It is a simple, cost- free
step that takes minimal effort. And the recognition goes a long
way.
That's what I do for my staff in the Los Angeles office. For
my staff in Asia and the Business Development staff world wide,
I hold monthly “funfunfun” contests. They vary from “identify
these baby pictures” to a photo essay of “what I did on my sum-
mer vacation.” I decide a winner of each contest and provide that
personwith$100giftcardofhisorherchoiceusingmyAmerican
Express Rewards points. Again, minimal effort but it gives em-
ployees the chance to connect if they so choose.
Both simple ideas that go a long way helping people feel part
of the team but which have little or no impact on the budget.
Erica Tamblyn, Milbank, Tweed, Haley & Mccloy, Llp
I’ve done a few things in the past with an
eye toward this. One year I asked all staff to
send me something about themselves they
were comfortable sharing that no one else
knew about them. I collected the answers
and made a “matching game” where people
had to match the names of those who participated with their spe-
cial fact. I passed these out a couple days before our staff appreci-
April / May 2010 29
ation lunch and during the lunch we went through each question
together and then had the “right” person give some background
on their special fact. It was a lot of fun and evoked much laugh-
ter. I have also collected baby pictures, posted them on a board,
and had everyone guess who was who. Finally, I created a “Praise
Sheet” for every employee which included their picture and posi-
tive comments I solicited from the entire office about them. I
passed them out on staff appreciation day and many employees
were touched by all the nice things people said about them.
Wendy Sweet, CLM, Jackson Lewis, Llp
One of the best ways to stay connected
with your staff is to provide opportunities
to learn a new set of skills. For instance, look
at that bright star that is searching to know
more and match them with mentors that
are willing to train and that will also receive
great joy by doing so. A few years ago, I worked with a brilliant
file clerk that admired how one of our legal secretaries handled
our client's newsletters. Since this was a small firm, we did not
have a marketing department and the work was done by me and
the partners. With the help of the secretary, our file clerk quickly
became the point person to organize and keep us all in line to
produce the newsletters on time and with relevant information.
Years later, that file clerk left our staff because she earned a schol-
arship to Columbia University School of Journalism. To this day,
she credits the firm with the first glimpse into her future career by
allowing her to be a part of such a significant project by providing
relevant information to our clients and working closely with the
attorneys and the staff.
Luci Hamilton, Laurin & Associates
As I think of ways to stay connected to
my staff I always come up with my “stan-
dard” which is walk the floors, talk to the
people on a regular basis, get out of your of-
fice and mingle with your staff. There is no
better way of connecting than talking rather
than email or tweeter or texting.
Murray Heltzer, Mcdermott Will & Emery, LLP
I don’t think that anything can take the
place of “time well spent” with employees.
I think that it is important to make time
to engage in friendly conversation that al-
lows you to know just enough about them
and some about you. There is a careful line
between being intruding/getting to be family and being team
members. If there are serious issues, they need to know that you
will be there, but you don’t need to know of every heartbreaking
event in their lives and they should seldom know of yours. There
is professional warmth that is easy to generate without getting
into unnecessary dirt, where you only play the role of being the
broken heart’s counselor. A little time with everybody, everyday
is time well spent.
As for staff appreciation day: I am doing a little more than they
did for Boss’ Day. I won’t, among other things be giving plant-
ers for their desks. Some of them should be arrested for abuse to
plants. After I gave a nice little planter to each person one year,
the plant fairy had to come and remove them because they be-
came such a disgrace to the firm. Some are thriving in my yard.
Others had to be euthanized. Now it is fresh flowers on Monday.
Dead and gone by Friday. No work for the plant fairy!
Gary Maxwell, Taylor Blessey, Llp
Get Connected. These two words take
so little effort, you would wonder why you
--- haven’t made a phone call, or worse yet,
didn’t answer or return a phone call; made a
lunch date, asked a question, made an effort
to bring 2 or 3 colleagues together, or even
smiled at a new ALA member, offered your card, and said, “call
me, if or predictably, when you have a problem, I will listen, and
even sometimes have a solution.” I know every excuse, I’ve made
them all myself. I am fully aware of how busy I am (and hate to
admit), how tired I’ve become, and with empathy, know that you
have the same issues.
BUT WHAT I KNOW, WITH AN ABSOLUTE CERTAINTY… my
career would never have been as pleasant (yes it is pleasant, de-
spite “those days” when this can be a very difficult job), as pro-
ductive, or as successful, but for the colleagues, many of which
have become wonderful friends, who had already invented the
proverbial wheel, saving me countless hours; or the vendors,
who have provided me with information, and ultimately with the
knowledge and ability to manage a firm.
START to answer your phone, make yourself available; pick
up your phone and dial the name of a colleague, eat a meal to-
gether, invite a few colleagues to your office, even make it pot
luck, and just smooze with one another; pick a few vendors you
like, and listen to what they have to say. I promise you that you
will reap far more benefit than the effort took.
Carol Leemon, Sulmeyer Kupetz
Greater Los Angeles Leadership Exchange30
LOS ANGELES, CA - Having volunteered countless hours to serve, Elizabeth Wagner will be presented with the Volun-teer of the Year Award at the Leadership Awards Luncheon hosted by the Greater Los Angeles Chapter of the Associa-tion of Legal Administrators (GLA ALA) on April 13, 2010.
Wagner served as Programs Chair, working tirelessly to bring the best educational opportunities to association mem-bers and supports the GLA ALA Justice Jog, AIDS Life Cycle and Tour De Palm Spring Charity Ride.
In 2008, Wagner was instrumental in arranging for teens involved in a Pasadena music program to get a real gig – playing at the annual Holiday Luncheon for GLA ALA.
“Wagner is a role model to GLA ALA. She inspires everyone she meets to get moving and get involved.” says Jean Jewell, CLM, past recipient of Volunteer of the Year Award.
ABOUT ELIZABETH WAGNER: A resident of Long Beach, Elizabeth Wagner is the Legal Administrator of Kegel, Tobin & Truce in Los Angeles, CA. Sponsored by First Legal, Elizabeth will receive a full scholarship to ALA's
Annual Educational Conference in Boston. CONGrAtuLAtiONS ELizABEth!
GLA ALA Recognizes Elizabeth Wagner as
Volunteer of the YearGLA ALA Recognizes Elizabeth Wagner as
Volunteer of the Year
April / May 2010 31
CLm informATionAL BroWn BAg LunCh meeTinghave questions about the clm study group, studying or taking the exam? come and ask them in an informal setting.aPrIl 15, 2010 aT 12:00 Pm
If you wish to study for the clm exam, please plan to attend an informational brown bag luncheon meeting to be held on Thursday, april 15, 2010 at noon. This is your opportunity to find out what you must do to qualify to take the clm exam and how to accomplish your objective.
The next session of clm classes will begin with financial management presented by michael Palmer, executive director with allen matkins on april 22, 2010, 6:00 pm - 8:30 p.m.
clm exam daTe - saturday, may 2, 2010 - Boston, ma (in conjunction with the ALA Annual Conference).
clm exam daTe: Thursday, september 30– san diego, ca (in conjunction with the Region 6 Conference).
If interested in attending this informational brown bag luncheon meeting, please contact Jeannine Hamill ([email protected]) or Lucia Donat ([email protected]).
meeting location:doll amir & eley llP1888 century Park east, suite 1106century city, ca 90067
Greater Los Angeles Leadership Exchange32
conTacT InformaTIon:
Océ Business Services
Connie Pavlicas
Legal Account Manager
Phone:(714)824-4169
Cell:(631)987-5777
Fax:(714)824-4091
e-mail: [email protected]
Connie ‘Kanella’ Pavlicas is the Legal Account Manager who
oversees the Southwest for Océ Business Services. Connie has
spent more than two decades responding to the unique require-
ments of the legal community. Up until her relocation to South-
ern California nearly four years ago from New York City, Connie
held senior management roles in the Office Products Industry.
Her success, tenure and expertise is the direct result of having
built solid, long-term business relationships and successfully
customizing solutions to meet her clients needs, while exceed-
ing expectations every step of the way. Connie’s experience and
business relationships have earned the respect of an impressive
client base which has included Skadden Arps, Greenberg Trau-
rig, Pillsbury Winthrop, Sullivan Cromwell, Cravath Swaine, Kaye
Schoeler and Simpson Thatcher. She also has years of experience
within the corporate Fortune 500 arena where her wide range of
clients has included Exxon, New York Life and UPS.
comPany ProfIle
Oce’ Business Services is a business unit of Océ, a 137-year-
old global technology leader. For the past 30 years Océ Business
Services has been committed to providing outsourcing solutions
for the legal industry and advancing document process manage-
ment to a higher level. Documents are vital strategic, financial
and information rich assets and the lifeline of every law firm.
Today, firms globally and in all practice specialties, entrust Océ
with managing their documents along with critical support func-
tions that include every aspect of the document lifecycle from
inception to destruction. Our unique Six Sigma approach to op-
erations management has helped earn a ranking in the top two
of the global DPO category for the past three years by the presti-
gious Black Book of Outsourcing.
The OBS executive management team understands that law
firms, which currently comprise 25% of our overall business,
have unique applications and requirements. In an effort to dem-
onstrate their commitment to the legal marketplace, OBS man-
agement has recently made significant investments in legal spe-
cialists, processes and technology intended to distinguish Océ
and exceed client expectations when delivering and executing
customized solutions to the legal community. These investments
include:
edIscovery and lITIgaTIon suPPorT servIces:
Océ Business Services has become an acknowledged top
provider of eDiscovery and Litigation Support Services due to
our investment in people, track record for excellent service and
advanced project management skills. Established in 1997 and
founded by a team of attorneys, we are the first national litiga-
tion support provider to offer a seamless, end to end solution in
complex electronic and paper discovery.
Our tenured experts provide innovative solutions that include
eDiscovery planning and consulting; computer forensics and pa-
per discovery; data collection, filtering and processing; project
management, supported by experienced Six Sigma-trained proj-
ect managers; and CaseData, our powerful online review system.
The result is tighter turnaround times, better communication,
reduced costs, increased efficiencies and mitigated risk to the
firm.
Combined with our flexible pricing and customer retention
rate, we have earned a reputation for quality with both corporate
legal departments and the outside counsel that serve them, hav-
ing been recognized as a Top Provider in the Socha-Gelbmann
annual eDiscovery survey for the past four years in a row.
records managemenT ouTsourcIng
and consulTIng:
Océ works with clients to develop and execute programs, pro-
vides on-site personnel, and monitors for compliance. Our re-
cords clients enjoy mitigated risk, information security, increased
productivity, and cost reductions. What distinguishes Océ is the
BUsINEss PARTNER sPOTLIGHT — Océ Business Services
April / May 2010 33
quality and experience of our records team, which includes three
licensed attorneys and one certified records manager (CRM).
The latter is significant because there are only ten people in the
U.S. who are both a licensed attorney and a CRM. Additionally,
our staff members include Certified Document Imaging Archi-
tects, Electronic Records Management Masters, Microsoft Certi-
fied Professionals and a Master of Information Technology, all of
whom are expertly qualified to streamline operations and control
the management of all types of records media within an organi-
zation. Océ Business Services ensures that the appropriate gov-
ernance policies and procedures are defined and delivers bench-
mark records services for managing a firm’s critical documents.
sIx-sIgma Based oPeraTIng meThodology:
Océ has a Best Practices team that monitors operational per-
formance. We also offer Océ MAX, which systematically mea-
sures, manages, benchmarks and drives continuous improve-
ment in outsourced document processes. Using Océ MAX to
measure business performance, our clients can feel confident
that the focus is on improving operational efficiency, employee
productivity and cost savings.
These and other investments attest to the strength of our com-
mitment to help our legal clients improve their business through
advanced document management and litigation support servic-
es. Clients recognize our commitment. Océ recently renewed an
agreement with one of the nation’s premier law firms. In a press
announcement, the firm’s chief administrative officer stated:
“Developing new legal approaches that promote the growth of
our clients’ organizations is very important to us. The renewal of
our contract with Océ supports this commitment and enables us
to improve the speed and efficiency of our document manage-
ment processes.
Finally, Océ Business Services has supported the National ALA
and local chapters for nearly 25 years. We have found a signifi-
cant benefit in being able to relate to the ALA membership on a
professional and personal basis, and we continue to look forward
to continuing and extending these valuable relationships.
The LegAL mAnAgemenT resourCe CenTer (LmrC) is an online Internet-based resource
available to help you answer today's most pressing legal management questions.
Comprised of resources in human resources, technology, marketing, finance/accounting,
office operations and leadership, the LMRC can help you find relevant and timely
answers needed to be successful in today's competitive environment.
Specifically for members, the LMRC offers access to the
ALA Management Solutions'SM research studies,
ALA Currents archives, My Page feature, Peer Consulting,
an interactive chapters map and more!
See for yourself how the
LegAL mAnAgemenT resourCe CenTer
Can help you!
Visit alanet.org today for more information!
Legal ManagementResource Center
Greater Los Angeles Leadership Exchange34
Consider everything when choosing a gym:
It's a New Year's cliché to join a health club in January only to
find your interest waning by March, but making smart choices
when choosing a facility can help you stick to your resolution.
First of all
The most important thing to know is that, according to IDEA
Health & Fitness Association, an international organization of
health and fitness pros, the No. 1 reason people leave a club is
because it is not convenient. “Your health club should be within
a two- to five-mile radius from your home or work,” says Carla
Sottovia, a personal trainer at the Cooper Fitness Center . It's cru-
cial, but not the last word in choosing a gym.
Choices, choices:
There's a perfect fitness fit out there. Start with location, loca-
tion, location.
whaT's your sTyle?
Consider what you want in a health club. A large, fancy club
will have a lot of equipment, a lot of classes, perhaps a pool, rac-
quetball courts, basketball and even a cafe. A chain of clubs is
not a bad idea if you travel frequently and would like to work out
in other cities. A small mom-and-pop club might suit you best if
you find the big health clubs intimidating.
“Some mom-and-pop places are more on a personal level.”
“It's almost like a family where people feel comfortable. After
their workout, they might sit on the couch and just chitchat about
the weather and all that.” A small gym probably won't have ex-
tensive facilities, such as a swimming pool, but it may have much
the same weight and cardio equipment, just less of it. It may or
may not offer classes.
Also consider that high-end clubs are likely to attract a more
mature crowd than the large lower-priced clubs. “As you pay
more, you have more mature adult members because those are
ones that can afford it.”
Look at the extras:
After you've identified a few convenient clubs, visit each one.
Take a tour. Is there a lot of equipment down? Is there enough
equipment for the amount of members? Ask, 'What are some of
the busy hours? If you are going to come at lunchtime or early
morning, will there be a treadmill to use? (You might also be wise
to visit the club at days and times you hope to go, to see for your-
self. Smaller clubs may have shorter hours.
Make sure everything in the club looks clean, that equipment
is functional (out-of-order signs are a bad omen) and that the club
has the equipment you want to use. One hundred state-of-the-art
cardio bicycles won't do you any good if you prefer an elliptical
trainer. Is the club well-ventilated, or is it sticky and warm? Also
be sure to look at the pool, locker room and shower – are they
clean and well-maintained? Is the music too loud for your liking?
The American Council on Exercise (ACE) suggests chatting with
members (without an employee present) to get their opinions. If
you have any concerns at all, contact the Better Business Bureau
to see if any complaints have been filed. In addition, clubs that
belong to the International Health, Racquet and Sportsclub As-
sociation must follow a code of ethics. To find an IHRSA club in
yourarea,call1-800-228-4772orvisitwww.healthclubs.com.
Look for a varied menu of classes, if that's your thing: Good
mind-body classes like yoga and Pilates and the typical aerobics.
Make sure classes you want are offered at times convenient for
you, and ask or see for yourself how full classes are during hours
you want to attend. Also be sure to ask which classes cost extra
and which are free.
A well-trained and credentialed staff is a great resource, par-
ticularly if you're new to exercise or have any special needs. You
will want to ask lots of questions about staff qualifications. You'll
want to know, “Am I going to receive some kind of assessment,
some kind of consultation to get me on the right track? “
You should receive training on the equipment when you join
a club, and the club should have employees walking the floor to
answer any questions. Many clubs have personal trainers avail-
Judy hissong, CLm [email protected] 800-999-4332
wELLNEss ZONE — Make the Health Connection
April / May 2010 35
able; if that interests you, ask about their credentials.
If you have your own personal trainer, most large clubs will
not allow you to work with him or her at the facility, while you
may be able to do so at a smaller club. If you want to bring your
own, they will want to check out the trainer's credentials.
goT kIds?
If you need child care, be sure it is offered during the hours
you will be at the gym. Some places do not offer it on weekends.
Ask if it costs extra (most clubs will charge) and what qualifica-
tions the caregivers have. Some places may just plop your kids in
front of a TV; others will use child-care specialists who keep kids
active.
The doTTed lIne
When it's time to talk money, don't get pressured by a hard
sell or a one-time-take-it-or-leave-it special offer. Clubs want
new members, and if they want you to join today, they're going
to want you to join tomorrow, too. Consider asking for a couple
of passes, so you can work out at the club before you commit
to anything. If appropriate, ask about family or couples mem-
berships, which could help you save money. A small, privately
owned gym will probably be more open to price negotiation than
a larger gym.
Some clubs require a long-term contract with monthly dues
and an initiation fee. Others allow you to go month by month.
Understand the terms of your contract and what it includes (tow-
els? lockers? classes?), and make sure it includes everything the
sales rep has promised. If the club is not yet open, the American
Council on Exercise recommends asking if fees are placed in an
escrow account until the facility is officially open.
Of course, you do realize that no matter how ideal the gym
you choose might be for you, it will do no good at all if you don't
suit up and show up – and not just when those resolutions are
still fresh on your mind.
About the Author: Judy Hissong is a professional life coach
working with individuals who know they can accomplish more
in their lives, but aren’t sure what obstacles are in their way. She
often speaks to groups on wellness issues including stress manage-
ment and the power of positive thinking. If you would like more
information, contact her at [email protected] or (619)
889-7884. www.positive-energies.com
Greater Los Angeles Leadership Exchange36
TECHNOLOGY TIPs — 10 Facts about Document Metadata – Part 1 of 2
whaT Is documenT meTadaTa?
Metadata is often defined as “data about data.”More specifically, the term metadata refers to data that is attached to a computer file
beyond the readable content.
Microsoft Office, which includes Word, Excel, and PowerPoint, includes many automated features to aid in document production
and collaboration. These features embed electronic information in a file that can reveal the identities of those who edited the docu-
ment (revision authors); track the time, date, and frequency of edits (track changes and revisions), reveal inserted comments and the
document template, and other data employed to control the document’s text and format.
There has been much written about the danger of inadvertently disclosing document metadata. Increasingly state bar associations
have issued opinions regarding an attorney’s professional responsibility regarding metadata leading many law firms to address the
management of metadata and develop specific policies or update existing ones to ensure they are in accordance.
whaT does The calIfornIa sTaTe Bar say?
THE STATE BAR OF CALIFORNIA, STANDING COMMITTEE ON PROFESSIONAL RESPONSIBILITY AND CONDUCT,
FORMAL OPINION NO. 2007-174
“An attorney is ethically obligated, upon termination of employment, promptly to release to a client, at the client’s request”
documents. Further “the attorney is ethically obligated to take reasonable steps to strip from each of these electronic items
any metadata reflecting confidential information belonging to any other client.”
(Also see: THE STATE BAR OF CALIFORNIA STANDING COMMITTEE ON PROFESSIONAL RESPONSIBILITY AND CON-
DUCT FORMAL OPINION INTERIM NO. 05-0006)
The metadata contained in a Word document other than the intended text doesn't necessarily create risk of adverse disclosure. In
fact some document metadata is necessary for formatting or automation macros within a document. Some document metadata, such
as tracked changes, may be used to collaborate with co-counsel, but would not want to be shared with adversarial counsel.
To deal with these issues, many firms are developing metadata policies. Before developing a metadata management policy for your
firm, it is important to understand to understand the facts regarding what metadata is and how it is produced by common applica-
tions.
here are facTs 1-5 To helP you undersTand documenT meTadaTa:
Fact 1: Metadata Exists in ALL MS Office Documents
Microsoft Word, Excel and PowerPoint documents contain information (data) other than the actual content of the document.
This data is placed there by the operating system, the application itself and by utilizing certain automation features. Automation
features aid in document production and collaboration, but can embed electronic data in a file including the identity of those who
edited the document (revision authors); track the time, date, and frequency of edits (track changes and revisions); hidden comments,
information about the document template and firm styles; and other data employed to control the document’s text and format. All of
this data is called “document metadata,” and can be easily discovered if not removed.
Fact 2: Metadata Can be Useful
Microsoft Word Metadata is often essential to the document production process to automate formatting and reduce editing and
collaboration time .
For example the date fields (under document properties) are referenced when searching for documents created in a specified time
frame, or to gain quick access to documents from “My Recent Documents.”
randall [email protected]
April / May 2010 37
Date/Time Fields in Document Properties >>>>
Tracked changes can be useful when editing a document with
multiple co-counsel or associates to identify which editors that
have made specific changes.
Tracked Changes displayed
in a Word Document >>>>
In Excel, metadata can also be very useful and can in-
clude formulas in a spreadsheet (a powerful feature for
editing and calculating figures), hidden columns, author
names and creation dates of documents.
In PowerPoint, metadata also includes author infor-
mation and presentation creation dates as well as speaker
notes and links to graphs or other statistics from outside
documents.
PowerPoint showing Speaker notes >>>>
Greater Los Angeles Leadership Exchange38
Fact 3: Metadata Can be HarmfulMetadata can be harmful when users unknowingly send out documents that contain confidential or potentially embarrassing
information. There have been many well publicized cases where tracked changes or hidden comments have been left in a document
sent via e-mail or shared on the Internet.
Two examples of high profile metadata blunders are the SCO Group’s lawsuit against DaimlerChrysler and a United
Nations Report.
In the SCO lawsuit, a Microsoft Word document of SCO's suit against DaimlerChrysler originally identified Bank of America
as the defendant instead of the automaker. More info on the blunder can be found by visiting http://news.cnet.com/2100-7344_3-
5170073.html.
In a United Nations Report tracked changes were discovered in a document that supported the published conclusion that Syria was
behind an assassination in Beirut. More info can be found by visiting, http://www.timesonline.co.uk/tol/news/world/middle_east/
article581486.ece
In Excel formulas can be useful, but if spreadsheets are linked to other workbooks, links should be disabled and formulas changed
to static numbers before sending out, to prevent revealing information not intended for general distribution.
In PowerPoint Speaker notes are invaluable during a presentation, but something you will not want to share when sending a final
copy of the presentation to attendees
Fact 4: Metadata Can be Tracked Changes Left in a DocumentThe obvious and most publicized cases of document metadata involve tracked changes being left in a document sent out via e-mail
or published on the Internet.
This mistake can easily be made. Consider the following scenario:
An attorney switches on the Track Changes feature in Word to make edits to a document. After collaborating with his assistant and
associate he is satisfied with the changes. He decides to send it to the client for review and clicks on the “Review” ribbon and changes
the document to “Final” in the “Tracking” section (see figure below).
Review Ribbon in Word 2007
The tracked changes disappear from the document. He assumes they are no longer there, clicks on send via e-mail and sends the
document to his client. The client opens the document to see all of the tracked changes displayed. This happened because the attorney
did not accept all of the changes in the document; he merely hid them from view. When the client opened the document the “Display
for Review” settings were set by default to “Final Showing Markup,” thus revealing all of the changes in the document.
Track changes safe guard rulesIf you want to make sure there are no tracked changes in your document, always accept all changes.
From the Review tab, you can click on the down arrow found on the Accept button and click Accept All Changes in Document.
Whether you see the tracked changes or not, this will accept any stragglers.
Review Tab - Accept All Changes in Document
Turn on word's Track changes warnIng sysTemThere is an extra security feature in Word that warns you when you have tracked changes in your document when you print, save
or email a document.
April / May 2010 39
To turn Word's Track Changes warning system on, follow these steps:
• OntheOfficebuttonselect”WordOptions.”
• IntheWordOptionsdialogboxselect“TrustCenter.”
• IntheOptionsdialogbox,select“Security”fromthelistonthelefthandside,thenclickonthe“TrustCenterSettings”button.
• UnderDocumentSpecificSettings-Clickthecheckbox“Warnbeforeprinting,savingorsendingafilethatcontainstracked
changes or comments.”
(Note: if your firm uses a metadata software this feature should probably be turned off since it may interfere with the software. Check
with your vendor first).
Privacy Options dialog
For added security, click the check box “Make hidden markup visible when opening or saving.” This will ensure that tracked chang-
es are always visible.
Fact 5: Metadata can be Author and Company InformationDid you know that multiple author names can remain with a document as it is edited and revised? Microsoft Word automatically
pulls the author name from the User Information (found by accessing the Office Button then Word Options|Popular) for the last Saved
by author, and will save the names if there have been multiple editors of a document (we tested adding up to 5,000 authors. Read about
our test on www.randallfarrar.com). This is an example of application metadata.
If a document has been created from an earlier document using “Save As,” the name of the author of the original document will
stay with the document as will the company name. Often an attorney will create new documents from legacy documents that could
have been produced when working for a previous firm. Unless the company information is manually updated by the user, or cleaned
by metadata software it will stay with the document (see illustration below).
If a client billed for a document created by their highly paid attorney from ABC firm, sees a
different author name and XYZ company listed in the properties it could lead to questions you
don’t want to answer.
Greater Los Angeles Leadership Exchange40
conTrol auThor InformaTIonMicrosoft Word has four areas that collect Author information:
User Name
User Initials
Document Author
Manager
Last Author
user name and user InITIals conTrol IT allThe User Name and User Initials control are what appear in the author properties of a Microsoft Word document.
User Name and User Initials are found in Word Option|Popular|Personalize your copy of Microsoft Office.
User Information settings
Unless you need the actual author name in this property for collaborative purposes, you may want to consider changing user in-
formation to something more generic.
oTher documenT ProPerTIesMicrosoft Word documents also contain other properties in the built-in document properties of a document.
To view these properties click on the Office button select Prepare|Properties. A display bar will open at the top of your document.
The document author is pulled from the Word Options settings above, and is inserted when the document is created. This stays with
the document until it is changed or deleted.
The other fields displayed are user input properties meaning that the text must be manually placed. Some template and macro ap-
plications use this field for automation purposes and place information in these properties. Unless you are using an automated docu-
ment be aware of these properties since they will remain with the document until they are changed or deleted.
Note: (File…Save As) does change these properties.
In the second part of this series we will cover the remaining five Facts about Metadata. The more you know about potential security
issues, the easier it is to create and enforce a policy to manage these elements within your firm.
About The Author: Randall Farrar is the president and co-founder of Esquire Innovations, Inc. (www.esqinc.com), a software com-
pany that develops Microsoft Office integrated applications for the legal market, located in Temecula, CA. iScrub is their metadata man-
agement software used by over 450 law firms and corporations. He can be reached at [email protected]
April / May 2010 41
sOs — sUCCEEd OVER sTREss
“To get something you never had,you have to do something you never did.”
—UnkownThis month: SERENITy NOW
Meditation is an obvious choice for creating quiet because it
can lower blood pressure, ease a racing heart, and even reduce
pain response (NeuroReport, 2006, vol. 17, no.12), writes Katie
Arnold, a writer and contributor to Delicious Living Magazine).
Positive thinking is another shortcut to tranquility. For in-
stance, participants in a 2005 University of California study who
affirmed their personal values prior to completing a stressful task
showed significantly lower cortisol levels (Pschological Science,
2005, vol. 16, no.11). “Your brain only knows what you tell it, so
as soon as you feel stress, repeat a mantra or visualize a place
where you feel loved and calm,” says Kathleen Hall, PhD, founder
and director of the Atlanta-based Stress Institute and author of A
Life in Balance (American Management Association, 2006). Or
simply reflect on what makes you thankful. “It's impossible to
experience gratitude and the stress response at the same time,”
says Hall.
Another suggestion: Surround yourself with allies. “Friends
are the essence of a long life,” says Hall, who suggests making
time to e-mail and phone pals, and sharing a weekly meal togeth-
er. “We get endorphins and serotonin just by talking to a friend,
but be in her physical presence and your brain produces the feel-
good hormone oxytocin, which is very good for the body.”
So......remember, slow down, find gratitude in what you have,
take time to take care of yourself........and BREATHE.
See you in June.
About The Author: Gloria Albert, Director of WellnessWorks,
has been a health consultant for over 20 years. Her approach to re-
ducing stress and adding wellness to one’s life is practical, hands-
on, pro-active and fun.
To find out more information, request a brochure or schedule a
class, please contact Gloria at (phone) 310-393-6078, (e-mail) gal-
[email protected], or visit our website at http://www.
WellnessWorksUSA.com. Please feel free to pass this information
along to co-workers, friends, family.
For more information on what we do, please be sure to visit us
at http://www.WellnessWorksUSA.com.
gloria [email protected]
Greater Los Angeles Leadership Exchange42
COACH’s CORNER — Ensure That You Understand Insurance
ed poll, J.d., m.B.A., CmC [email protected]
Most law administrators are familiar with the concept of in-
surance, if for no other reason than arranging for professional
malpractice insurance. However, there are plenty of other in-
surance concerns and issues that administrators ought to be
aware of, but too often are not. Law firms that carry property,
general liability and fidelity insurance to cover loss to facilities
and equipment typically have policies that are the same as those
purchased by thousands of other customers. Insurers manage
their coverage by putting the law firm in the same pool as many
other businesses, giving everyone the same coverge terms, and
spreading the risk.
However, law firms have highly specialized insurance needs
based on the ethical and professional requirements for lawyers.
eThIcal resPonsIBIlITIes
Consider that the responsibility to protect and preserve cli-
ent property and files requires precautions against the likelihood
of harm to those materials. Fire is an ever-present risk. If your
firm is in leased office space, are you or your landlord responsible
for obtaining fire insurance? How about specialized coverage for
earthquakes, floods and other natural disasters that too often
happen here in California? Is client property covered? Do you
have a complete inventory of the client property you maintain?
Do you know the value of the client property and files in order to
effectively insure them? If you can’t answer these questions affir-
matively, it would be wise to call your carrier and make sure your
policy provides the necessary protection. Ethical concerns about
insurance extend even further. The ethical duties of a lawyer to
serve clients are paramount, and some authorities hold that fail-
ing to reasonably anticipate and be prepared to service clients in
the wake of a disaster is a failure to act competently.
Business interruption coverage may be an option to consider.
Such policies cover the business side of the law practice when
it is interrupted by a disaster that drastically reduces or even
eliminates current revenues. It can be provided as part of your
general property insurance or as a specialized product. Coverage
is designed to replace income that would otherwise have been
earned by the business had no loss occurred, and is intended to
allow the firm to remain in business – and to continue serving
clients – even in the event of a major disaster. Business interrup-
tion coverage usually applies only to business losses caused by
a loss to covered property. The policyholder may be required to
substantiate the claim by making available the firm’s books and
records, financial statements, income and expense reports, and
the like. If those original records have been destroyed or other-
wise no longer exist, they should be recreated from other sources,
such as documents maintained by your accountant, or business
partners.
cosT consIderaTIons
The firm itself may be adequately insured, under insured,
or without knowing it, overinsured. Your insurance premium
is equal to the cost of the coverage times how often it’s used. If
you’re not making claims, your premium payments are a drain
on your cash reserves – unless or until disaster strikes. To make
an informed judgment on your insurance costs, it’s important
to understand how insurance rates are set. Basically, three fac-
tors are involved: losses (which for most carriers is 5% to 10% of
premiums paid), cost of reinsurance (meaning how much insur-
ance risk insurers can pass off to other carriers), and investment
income (from stocks, bonds and other financial instruments in
which carriers invest their excess premiums).
In the troubled financial environment of the past two years,
even if their losses and cost of reinsurance remained stable (an
unlikely event given the problems of the world), the investment
income earned by most carriers fell sharply. When investment
losses mount, the carriers likely will have to increase premiums
to make up the shortfall in their portfolios. When premiums do
rise, administrators need make a cost/benefit analysis of afford-
ability, balancing cost against benefit. The cost factors include
the basic insurance premium and the nature of the coverage
(more coverage, greater cost), Benefits come down to a question
of how much protection is provided versus how much coverage
the firm can afford. There is a tradeoff; but understanding the is-
sues involved helps you decide when the trade is worth it.
About the Author: Ed is a coach and consultant to lawyers and
law firms; he writes and speaks to lawyers and bar associations
throughout the United States. His audience, lawyers in private
practice settings and corporate law departments, seek advice
about how to better manage their practices and their case loads.
Ed is nationally known through his 12 books on law practice
management and many articles in major publications for organi-
zations such as the American Bar Association, Association of Legal
Administrators, Canadian Bar Association, State Bar of California
and others. His latest work, Law Firm Fees and Compensation:
Value & Growth Dynamics, was released in April. Ed can be reached
at www.lawbiz.com, www.lawbizblog.com, [email protected] or
800-837-5880.
April / May 2010 43
Send your questions to [email protected], or call 847.267.1385.
At the Association of Legal Administrators (ALA) we understand that when you needinformation, you want it quickly and from a reliable source.
Put your ALA membership to work for you!
Where do you begin?
My Managing Partner just walked into my office and needs:
Information on
“green” office
practices
Sampletelecommuting
policies
An attorneywithdrawal
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Register or view archived ALA Webinars at www.alanet.org/webinars
Mark Your Calendarfor 2010 Webinars
The Administrator’s Role as Coach in a Multi-Generational WorkplaceApril 21, 2010
The Social Networking RevolutionMay 19, 2010
Strategic Planning: Keys to Successful ImplementationJune 16, 2010
Legal Risks to Assessing Candidates by Social Network SitesJuly 21, 2010
Law Firm Profitability EnhancementAugust 18, 2010
Electronic Records Management: How to Manage your ESI in the 21st CenturySeptember 15, 2010
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