Get Organized! Tips, Tricks, And Advice For Paralegals

Written by
Rebecca Smith

May 7, 2019

May 7, 2019 • by Rebecca Smith

Are you a paralegal? Do you get all your work completed except for organizing your files, desk, messages, emails, etc.? 

Being a paralegal is one of the hardest jobs you will ever love. It requires a ton of paperwork, time management, research, and errands. 

It is not uncommon to have last-minute courtroom re-scheduling occur when you least expect it. The re-scheduling requires work you did not have on your to-do list yet. 

What's more, you have to help keep the attorney you work for ready to proceed no matter the changes in courtroom schedules or appointments.

We know about paralegals ongoing challenges of keeping organized. We want to share some paralegal tips, tricks, and advice to help you stay on top of your game.

Get Organized

There are two-parts to paralegals learning how to stay organized. The first part is learning how to get organized. The second part is learning how to stay organized.

More than most professions, paralegals have to find a way to get organized and then stay organized to be able to do their job.

To help paralegals get ahead of the curve, we are listing some unique ways which help paralegals find creative ways to get organized. 

  1. Be kind to yourself and if the legal office you work for doesn't have comfortable work chairs, buy yourself one.
    • It doesn't seem like a big deal. But, if you are not comfortable working your way through the day's tasks you will concentrate more on the pain then the job you need to do.
  2. Set up every file you have to keep track of with the binder system. It is old-fashioned but it works.
    • Binders keep everything in one spot which is self-contained. You don't have to go looking for a bunch of document spread out throughout your desk. They are all together waiting for you.
  3. Your computer set-up needs to maximize your work production time. This means turning off update alerts and keeping your email communication short and to the point.
    • Update alerts are rarely job-related and only take time away from your work tasks. 
    • Writing an email can take minutes of your time as you try to think about how best you wish to relate information.
    • Pick up the phone or walk to their office and talk to them. It is faster and easier.

Stay Organized

One of the hardest skills to learn is not how to get organized. Rather one of the hardest skill to learn is how to stay organized.

You can teach almost any legal professional how to get organized through using some of the paralegal tips, tricks, and advice to do so.

But it is much harder to stay organized. But, we have found information and tools of the trade which will help you do this impressive feat.

  1. Get to your office even five minutes early so you can enjoy some critical alone time.
    • This will give you some time to do a mental organization about your to-do list that day.
  2. If a paperwork pile is not needed on your desk for work today, move it, file it or get rid of it.
    • There is nothing worse than having a ton of documentation on your desk you don't need.
  3. There are many programs which help track the time you spend on your everyday tasks.
    • These applications allow you to mentally structure your day according to the task time they take to complete.

Office Work Motivators

The most exciting office jobs can have downtime. Sometimes the downtime can be stagnant.

It is important to find ways to motivate yourself during those down times. Here are some helpful hints;

  1. Create and work in an area which motivates you. A work area which allows you to produce your work in an efficient manner.
    • Sometimes creating a productive workspace is as simple as changing the lighting to listening to music.
  2. Create a to-do-list which has the most important task at the top and works down from there. Once you complete a task on your to-do-list check it off your list.
    • There is something rewarding about completing a task and crossing it off your list.
  3. Take small bites instead of a mountain of work at a time. If you take a large amount of work you need to do and you divide it into manageable portions the work task is not so overwhelming.

Paralegal Tips, Tricks, and Advice

There are some off-the mainframe paralegal, tips, tricks, and advice and we are giving you more info here.

There may be a couple of things you have never heard of but we can assure you they will work in helping you get and stay organized.

  1. A well-known but not used as often as it should be method is the Pomodoro. The Pomodoro method is a time management tool to help manage mental fatigue.
    • The method suggests when you work 100 minutes, you take a 25-minute break to refresh your mind and body.
  2. One of the most important skills a paralegal can offer is to be fully charged on all her office equipment (from her cell phone, IPad, laptop, etc.).
    • Because a paralegal will never know when they will need to be mobile and using the equipment for work.
    • You should have a mobile and central charging station. This will allow you to charge all your equipment in one place.
  3. Making your workspace your own. Whatever inspires you to be productive is what you should have around you in your workspace.
    • Your workspace should include a whiteboard, calendar or some physical piece to keep you organized.
  4. There is something rejuvenating about organizing and keeping your mind calm and centered.
    • Your job as a paralegal will be one you have to hit the ground running. You will also have to be able to clear your mind so you can successfully take on the next task.
    • Find a way to chant, practice Zen, meditate, etc. so your mind and body stay in top form.
  5. Learn to organize your office filing system so it works for you. This helps eliminate wasted time trying to find files.

Office Organization Answers

If you need more paralegal tips, tricks, advice, or information to help you learn to be one of the best and most organized paralegals anywhere, you have come to the right place.

We have the information and resources you didn't even know you needed. But everything we offer makes you better than you were yesterday. Contact us today so you can be the paralegal you want to be.