In a recent Platforum9 Session, Patryjusz Zamorski shared valuable insights on how legal professionals can work smarter, not harder. His approach focuses on evidence-based techniques for maximising productivity while maintaining wellbeing and energy levels.

Time Blocking vs. Task Lists

Zamorski advocates for abandoning traditional task lists in favour of time blocking:

“I would like to encourage everyone to throw all your task lists out of the window, burn them, and destroy them because they are not effective,” he stated. Instead, he recommends:

1. Assess each task’s duration
2. Immediately schedule it in your calendar
3. Include breaks between blocks of work
4. Be realistic about time allocation

Optimal Work Intervals

Zamorski highlighted several evidence-based approaches to structuring work time:

1. The 52/17 Rule: “The ideal is 52 minutes and 17 minutes break… If you want to be very precise.”
2. 90-Minute Maximum: “The maximum to be very practical is 90 minutes. 90 minutes. After every 90 minute block, you need to take more or less 20 minutes of a break.”
3. Pomodoro Technique: 25 minutes of focused work followed by 5-minute breaks, with longer breaks after three cycles.

The Importance of Proper Breaks

Zamorski emphasised that breaks should be active and purposeful:

“Your break doesn’t mean that you, for example, start looking at your social media… It’s extremely important. If you really want to get back that energy, you need to move.”

Recommended break activities include:

• Walking outside
• Getting fresh air
• Moving to a different room
• Physical movement
• Brief meditation

Energy Management Throughout the Day

Key insights about managing energy levels:

1. Peak Performance Time: “The best moments for the most complex, difficult work is usually around two hours from the moment we wake up.”
2. Afternoon Dip: “The worst moment during the day is around 3 pm. 4 pm. This is the biggest dip in energy.”
3. Morning Light: “The first thing in the morning you should do… instead of looking at your phone, get your eyes exposed to the sun for five to 10 minutes.”

Task Prioritisation

Zamorski recommended using the Eisenhower Matrix to evaluate tasks:

• Important and urgent
• Important but not urgent
• Urgent but not important
• Neither urgent nor important

“Some tasks can be delegated. Some tasks can actually be completely erased if you think about them a little bit.”

The Myth of Multitasking

Zamorski debunked the myth of multitasking: “It’s against productivity because the moment you start switching between the tasks, you actually lose time. Your brain cannot focus at the same time on two tasks.”

Creating the Right Environment

For team leaders, Zamorski emphasised the importance of creating the right work environment:

1. Psychological Safety: Ensure team members feel secure and supported
2. Clear Expectations: Provide clarity about tasks and deadlines
3. Appropriate Autonomy: Allow team members to manage their time effectively
4. Physical Space: Include quiet areas and “Zen rooms” for meditation or power naps

Learning and Development

Zamorski shared an inspiring story about the importance of dedicated learning time:

“[A successful partner] would come on Thursday at 6am to the office… This was my sacred learning time. So between six and eight, I had these two sacred hours every Thursday when I learned… This is what I attribute my success to.”

Implementation Tips for Law Firms

1. Trust-Based Management: “If a team contracts and has clear rules, how we do things, then being off for half an hour” isn’t an issue.
2. Flexible Working: Recognise that people may be more productive when given flexibility in their work schedule.
3. Team Communication: Establish clear protocols for availability and “do not disturb” periods.
4. Physical Space: Consider creating dedicated spaces for quiet work, meditation, or breaks.

Conclusion

Zamorski concluded with two key messages:

For individuals: “It’s not about being a hero or working harder… But it’s rather working smarter and the key is knowing yourself, understanding your energy throughout the day.”

For leaders: “You have the power to create the right environment, dear leaders, where the team can thrive, when they can feel safe and they can actually perform better.”

His final advice for implementation: “If you feel a bit overwhelmed… Just pick one or two ideas that you liked and experiment for a week. That’s all I would encourage everyone to do. And you will see how this transforms your work productivity, efficiency and your energy.”

By implementing these strategies thoughtfully and gradually, legal professionals can work more effectively while maintaining their wellbeing and energy levels.