As professionals, we are expected to produce high quality work that is free of mistakes. While no one is perfect and accidents do happen, producing mistake-free work is certainly a desirable goal. Adding to our challenge, our clients, who are lawyers, are trained to look for mistakes and will doubtless point them out to us. So the question is how you can create an “accident free” zone at work so you can always produce high quality work.
Getting Started
Before starting any project, you need to make sure you have the information you need. What is the goal/objective of the project and what is being asked of you? Who is your target audience, how do they prefer to communicate, and what are their quirks? Some people prefer that you call for information while others want you to stop by or email. Also keep in mind that lawyers cannot stand spelling mistakes – it drives them crazy. Are any of your teammates, or your boss, reformed lawyers?
Look At What You Are Doing
Remember to pay attention to detail and to be thorough. Read over your written work – line by line, paragraph by paragraph. Does what you said make sense? Is formatting and spacing consistent? Print out your document, in single-sided pages, in color when applicable, and line up your pages to ensure that your formatting is consistent and that nothing is repeated (sentences, paragraphs, sections). While our law firms may have green initiatives, saving a tree should not get in the way of producing high quality work. Instead, recycle your paper.
Repurposing Information
Be extra careful when repurposing information/documents. Content may need to be updated if being used for a different purpose. If it is being used for a new audience, the information may need to be tailored to that audience. Names and dates also may need to be changed. Most importantly, read over your document to ensure that nothing else has changed and that you have caught all the updates.
Proofreading
Always, always proofread your document. Review it for grammar, punctuation, spelling, tense, orphans and flow. Read your document backwards, paragraph by paragraph – is your grammar correct? Are you using the right word/s (i.e. accept, except, affect, effect, etc.). Print your document in size 14 font to proofread - it is hard to miss a mistake when it is staring you in the face. Ask a colleague to read your document or if possible use a proofreader. Proofreading includes reviewing your email subject line.
Slow Down
Slow down, you move too fast...It might mean that your project takes longer than expected or that you have to stay late, but do it right the first time (and have fewer headaches down the road). If you can leave your project for a minute or day, walk away. Get coffee or lunch, walk the halls, do a different assignment or put it aside until tomorrow. The longer you can wait before returning to your project, the better. You are more likely to catch mistakes after a break.
Add Value
Think about everything you do and add value. No one is perfect; do not assume that if someone sends you something, it is correct and every detail is there. It might have a spelling mistake or a missing date, or the style might not be the same as your document. Look at what you are doing. Do not just take what someone gives you and drop it into your document.
Think about what your project request really means. When I was at the 2011 LMA conference at Disney World, a Disney representative spoke at one session. I remember the speaker telling a story along the following lines: If someone asks a Disney employee what time the parade starts, the answer is not 3 PM. The answer is the parade starts at 3 PM, it will reach this area at 3:15 PM and the best spot for you to stand is over there by the tree because you will have a good view and be shaded. In this example the park visitor was not really asking what time the parade starts. The park visitor really was asking when s/he will see the parade, and the added value was the best location for the parade and shade.
When being asked to do something, be proactive. If you are asked to do something that is not your job, the answer is not what you cannot do, the answer is what you can do – "I will help you with this" – and then pass the assignment along to the right person and follow up to ensure it is completed properly.
Look for opportunities where you can add value and take the initiative. Once I asked my assistant to make packets of documents for a meeting I was attending. I expected a pile of documents, maybe binder clipped. My assistant took the initiative to make a folder for each meeting attendee with the attendee’s name on it in a typed label. Thanks to my assistant, I looked very professional going into the meeting, each attendee felt “special,” and I then easily knew who did not make the meeting and I dropped the folder off in their office.
Final Work And Print Outs
When printing documents, especially web pages, ensure that nothing is cut off. When printing PowerPoints, check to see if any slides have text covered by pictures or if the pictures or text are “hanging” off the slide. If you are sending your document electronically, make sure the document is printable. When creating packets, if you are not told the order in which to put the documents, can you make an educated guess. For example, put the agenda on top and see if the agenda gives you a hint to the order of the documents. Think about previous conversations you have had about where and how the packet will be used.
If you are working on updating a Web page, do not just look at your work on the "back end", check to make sure everything turned out okay on the "front end" – the client-facing Web page.
If you have ideas about how things can be done differently or better, present your ideas to your supervisor.
Ask For Help
We are all members of a team (solo marketers will have the office manager, paralegals and secretaries). If you are overwhelmed, ask for help. Our clients do not care how the work is done, just that it is done. If your instructions are not clear and you do not have all the information you need – ask. Sometimes, simply knowing why you are doing something will help you produce high quality work. Your coworker can also be a second set of eyes. And keep a dictionary and stylebook around for additional help.
Bottom Line
Strive to be perfect while learning from your mistakes and applying your lessons learned to your next project. Think about what you are doing. Do not just do – look at what you are doing – does it make sense? And most importantly, always, always exercise good judgment.
For additional tips, check out Producing High Quality Work Tips and Tricks.
By: Helena M. Lawrence, Business Development Manager, Proskauer for the September/October 2013 Issue of the Capital Ideas Newsletter