Productivity Hacks for Legal Professionals

There is one thing in life we all know rings true: time does means money. Time is so easy to waste, as we all know if you have ever mindlessly scrolled through social media or even TV channels, trying to find something to read or watch. However, for a business, time is a commodity which is expensive. It is also limited to its working day.  So, what are the keys to increasing productivity?

The Colleague Conundrum

We know, you know, who we are talking about here. Just like we know you are visualising them now in your mind. Are we right?  Spooky, I know!

There is always one or two people we know it is hard to escape from, or not get into a conversation with at work. Now, we are not saying not to socialise at work.  That is important too.  However, when you are busy, sometimes you just need to say just that. IIf you have an important deadline, why not ask the colleague to come and talk to you over lunch or when you next have a break. Or why not ask them to give you a hand (if they can). They will understand.

The Smartphone: A Pocket-Sized Productivity Killer

If you do just one thing in terms of removing distractions, we would say turning off your phone during the working day is one way, to remove one very large distraction.

If you cannot turn it off for various reasons, simple things like turning off all unimportant notifications can be a big help to stop it from distracting you needlessly.

Another way of removing it as a distraction is to place your phone in your desk drawer whilst working.

If you have bought a phone recently, then you may have access to “focus mode” on Android or iOS.  If so, the links should help you use it effectively.  Use focus mode to stop work apps from encroaching on your free time with notifications after work.  So it could be a useful win, win for all.

Web Browsers and Application Overload

Keep only necessary browser tabs open. It sounds simple, yet few people do it. Excess tabs split attention and slow productivity

Computer Applications & Programs

Remember the adage: a tidy desk is a tidy mind? Well, why not apply it to your computer desktop?

One way to remove distractions is to only run applications or programs that you need. Not only will it keep your desktop looking tidy but will ensure your device is running quicker, by not running unnecessary programs or apps in the background.

Take Breaks

We all know taking regular breaks improves concentration. One effective way of accomplishing this is to try the Pomodoro Technique to help you be more productive.

What is the Pomodoro Technique?

The Pomodoro Technique is a time management method that breaks work into short, focused intervals, typically 25 minutes long, followed by a five-minute break. These intervals are known as "Pomodoros", named after the tomato-shaped kitchen timer used by its creator, Francesco Cirillo. After completing four Pomodoros, a longer break of around 15 to 30 minutes is taken. This technique is designed to reduce mental fatigue and improve concentration by encouraging regular rest and limiting distractions. It promotes a sense of urgency without causing burnout, making it easier to stay engaged and productive throughout the day.

There are apps out there that can act as a Pomodoro timer ensuring that you are notified when your concentration time is up and when you need to have a break.  Remember that sitting for long periods is also bad for your health, so why not use your Pomodoro break to stand up and move thereby improving concentration and health in one go.

Avoid Multitasking

Contrary to popular belief, us human beings were never meant to multitask. To illustrate this fact: “One study found that just 2.5% of people are able to multitask effectively“. That means for most of us, multitasking isn’t one of our greatest traits. Indeed, according to the Cleveland Clinic, multitasking also affects productivity:

“Studies show that when our brain is constantly switching gears to bounce back and forth between tasks – especially when those tasks are complex and require our active attention, we become less efficient and more likely to make a mistake”.

So, where possible, avoid multitasking at all costs.  Simply, concentrate on one task at a time and get through that task before moving on to the next.

Reduce Time-Wasting Activities

We know this one sounds obvious. But there are a number of productivity killers which can affect us all in the workplace.  Here are some of the frequent ones for employers to watch out for:

1. Meetings

Meetings should be purposeful. Too often, they are not. If a meeting lacks a clear agenda or involves too many people, it can quickly become an unproductive use of time. Keep them short, focused, and relevant. If you are interested in a deeper dive, see our separate LinkedIn article: Rethinking Your Legal Practices' Internal Meetings.

2. Disorganisation

Organisation is essential in legal work. A disorganised employee wastes time and creates risk. Tasks are forgotten. Deadlines are missed. It erodes trust and, in some cases, invites micromanagement. Disorganisation also impacts client service and damages internal efficiency. Systems and clear processes should be non-negotiable in a legal business.

3. Procrastination

We all have tasks we would rather avoid. The key is to stop delaying them. Try the five-minute rule: commit to starting the task for just five minutes. Often, that is all it takes to break the inertia.

Timeboxing

Timeboxing involves setting fixed time periods for specific tasks. Instead of working until a job is finished, you work on it for a set amount of time. By limiting the time spent on any given task, it becomes easier to stay on track and make steady progress.

Want to know more, why not check out our bloh post here: Timeboxing.

Dictation: The Forgotten Timesaver

Did you know that your keyboard could be costing your legal practice thousands of pounds?

Dictating attendance notes, file notes, bespoke letters, emails and legal documents is a lot faster than typing them yourself. Most people speak at around 140-160 words per minute when dictating. That is at around the speed of a newscaster. The average typing speed is just 38-40 words per minute. That means dictation is up to four times faster than typing. So why not claw back that valuable time!

So, let us just put that into some financial terms:

If a fee earner spends just two hours a day typing, they lose 1.5 hours of chargeable time.

If your charge-out rate is £300 per hour, that is £450 lost every single day.

Over a year? £96,000 gone (and that is after deducting the costs of outsourcing your transcription costs to Outsec Legal)!

But making the change is not just about money: it is about time, efficiency, and a better work-life balance for you and your staff. 

More billable hours, less stress and less late nights and working out of hours. So, the next time you see a lawyer typing away, just do the maths!

The OutSec Speak App

Record your notes using the OutSec Speak App and send them securely for transcription. Your completed documents are returned via the app or OutSec’s secure FileManager. It is fast, confidential, and significantly more cost-effective than in-house typing resources.

A Few Helpful Tools

Consider integrating the following productivity tools into your day-to-day practice:

• Microsoft To Do – Task management

• OutSec Speak App – Professional dictation and legal transcription

• Microsoft OneNote – Note-taking and organisation

• Dropbox – Secure cloud file storage 

• Trello – Workflow and collaboration board

Productivity is not about perfection. It is about making deliberate choices that help you work more effectively. 

In the legal profession, where attention to detail and time pressures are constant, these small adjustments can make a meaningful difference.

About OutSec Legal

At Outsec Legal, our services are designed to support legal professionals by providing reliable and high-quality legal transcription, allowing your practice to focus on clients and fee production. Whether your practice needs help with day-to-day transcription or support during busy periods, our pay-as-you-go option enables legal practices of all shapes and sizes to access support as and when they need it.

So What Are The Benefits?

Sole Practitioners/Barristers/Small Law Practices:

OutSec Legal is the perfect solution for sole practitioners, small law firms or barristers who need typing assistance on a pay-as-you-go basis, as it provides a cheaper alternative to employment.

Medium to Large Law Practices:

Medium to large law firms use OutSec Legal to:

• Reduce secretarial staff (completely or partially). This reduces the need for expensive office space (or enables space to be utilised for more productive use/fee generation);

• Allow fee earners to concentrate on chargeable hour targets, rather than typing emails or amending documents;

• Provide an effective solution to enable your fee-earning staff to work remotely. Therefore providing further opportunities to reduce expensive office space or increase your fee earner headcount with less space. It enables flexible working and makes law firms more agile;

• Provide a business continuity solution to enable law firms to access secretarial staff in times of absence.

• Enable firms to upscale support as the firm grows or at times of high workloads, without the need for employing additional staff.

Want to know more, why not get in touch with us on 020 7112 7538.

Article by Mark Hope.

Image by Freepik