Summary of "staying organized when work is ~cHaOTic~"
Organizational “System” for Fast-Moving Work (Big Law)
Cece Shia shares an organizational system built for corporate work where tasks shift constantly—especially in big law—compared to the more structured rhythm of school.
Key Strategies & Self-Care / Productivity Techniques
1) Use a weekly planner that shows the entire week at once
- Choose a layout where you can see all days on one (or two) pages.
- Include a monthly layout too (helpful as you become more senior).
2) Centralize work by hierarchy: Client → Matter → Assignments
- Track multiple clients and many concurrent matters (she mentions 20+ matters at times).
- Use shorthand under each matter to quickly identify assignment types.
3) Plan backwards from deadlines (with review buffers)
- Put major deadlines in the weekly view (she uses a triangle marker).
- For each deadline, schedule the work needed leading up to it.
- Default review buffer: often assumes 48 hours for partner review, but advises checking actual preferences.
4) Separate tasks into “Primary” vs “Secondary”
- Primary tasks: non-negotiable items tied to that week’s deadlines (often “can’t sleep until done”).
- Secondary tasks: progress tasks without immediate deadlines.
- Leave intentional slack/space for “fire drills” so emergencies can be inserted without derailing the plan.
5) Use simple symbols to track status and carryover
- / = started
- X = completed
- → (half-slash/arrow logic) = moved to the next day
- At the start of each day, review yesterday’s carried tasks and move them forward.
- Goal: don’t lose track (not necessarily finish everything).
6) Use the monthly view for big-picture planning and delegation
- Place major milestones with deadline markers (triangle again).
- Plan handoffs and review steps for:
- junior associates (research, prep, delegation)
- the review process before client/partner deliverables
- Helps you avoid becoming the person stuck doing last-minute research.
7) Time-block only what’s truly primary
- In the company calendar (Outlook/Google/etc.), block time for primary deliverables.
- Rationale: if you don’t block time, meetings will “decide for you.”
- Avoid blocking your entire day—leave room for meetings and emergencies.
8) Add a daily personal time block (wellness / joy protection)
- Schedule something for yourself every day (even one thing is feasible).
- Example: an early evening workout + shower/home routine you try to keep “immovable,” while allowing occasional rescheduling.
9) Use timers to track time precisely (and bill correctly)
- Use the firm’s timer system (or apps like Intap / Harvest).
- Set up timers based on billing structure:
- one timer per client/matter/assignment
- supports different client preferences (e.g., “block billing” vs separate entries per task)
- Adjust time entries at end of day if something was missed (e.g., forgot to stop a timer).
- Recommend submitting time entries night of or next morning, not weeks later.
10) Use handwritten notes strategically by matter/client
- Many meetings → consistent note-taking.
- Suggested approach:
- Transactional: one notebook per client
- Litigation: one notebook per litigation matter
- Rationale:
- Transactional work benefits from a “history of preferences” across deals.
- Litigation can be years-long, so keeping notes tied to a single matter is more practical.
Mindset
This system is designed for efficiency and clarity under intensity—not “pretty bullet journaling.”
- Adapt freely: “take what works for you.”
- She explicitly encourages customizing or ignoring parts.
Presenters / Sources
- Presenter: Cece Shia (video author)
- Mentioned tools/apps (examples, not independent sources):
- Muji weekly planners
- Intap
- Harvest
- Outlook / Google Calendar / iCal (company calendaring systems)
- Additional source referenced: Cece Shia’s Substack (link mentioned)
Category
Wellness and Self-Improvement
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