Time blocking means you establish specific blocks of time each week that you are going to do specific business activities. You communicate time blocks to everyone on your team and everyone you work with. And you all stick with this schedule.
You May Encounter Resistance
Itʼs really easy to slip back into the routine of just stopping what youʼre doing for every interruption, every call, every question. By stopping and handling every “fire” as it occurs, you may initially feel like youʼre controlling the situation, but the situation is really controlling you. If you find yourself wanting to slip back into that old habit, stop and remind yourself how much more efficient and in control you will be if you just stick with the system until it too becomes habit.
Establishing Time Blocks
- Work On Your Business Day: On this day no calls are scheduled other than calls with your team. No client work is scheduled either.
- This is the day you work on meeting with your entire team as well as individual meetings with each team member.
- Marketing Meeting
- Review your marketing for the coming week and month
- Financial Meeting
- Review your weekly and monthly financial reports.
- Days for New Client Meetings (2 days a week)
- Potential Client Meetings should all be scheduled on the same 2 days for each week.
- Make only very limited exceptions for this rule for emergencies.
- Scheduled at least 1 hour for each potential new client meeting.
- Days/ Times to Return Phone Calls (4 days a week)
- Block out time each day of the week (except Work On Your Business Day) to return phone calls
- You should block between 1-3 hours a day
- Make sure that your scheduling assistant is clear on about how long to schedule for different types of return calls:
- Existing Clients 30-60 minutes depending on the matter
- Prospective Clients scheduled on the New Client Meeting Days –unless they MUST speak to the lawyer first 20 minute call
- Referral Sources 30 minutes
** You should be able to complete almost every call in the time that has been blocked as long as your scheduling assistant is clear with the caller about how much time is being blocked for the call, and that if more time is needed another call will be scheduled.
Have your scheduling assistant set up a shared calendar so you can implement time blocking as easily and quickly as possible.
With Love & Best Wishes Always!