Prioritizing Staff Wellbeing: Effective Communication Practices for Law Firm Partners

The legal profession is known for its demanding nature, characterized by long hours, heavy workloads, and high client expectations. These factors can lead to significant stress and negatively impact the wellbeing, happiness, and engagement of lawyers.

While we may not be able to change the industry or the nature of the work, we do have control over how we treat and support our staff.

One area where we can make a difference is in the way we utilize email and other messaging platforms for communication.

In this article we try to draw attention to the damaging effects of sending emails during off-hours and provide advice on how law firm partners can prioritize their staff's wellbeing.

Recognizing the Impact of Digital Communication

Email and digital communication tools are essential for managing clients and facilitating collaboration among colleagues. However, they have also become platforms that encourage 24/7 availability and communication. It is important to understand how our usage of these tools can affect our staff and take steps to mitigate any negative consequences.

Establishing Healthy Email Habits

Drawing from personal experiences, we can develop practical strategies to manage emails effectively. Here are some examples:

1. Limiting Inbox Checking: Recommend checking emails only twice a day, once in the morning and once in the evening. This allows for focused attention on each message rather than constant interruptions throughout the day.

2. Implementing the "Four Ds" Approach: Encourage lawyers to apply the "do, delegate, defer, delete" system when processing emails. This system ensures that each email is addressed promptly, contributing to productivity and progress.

3. Mindful Timing: Emphasize the importance of sending emails during regular working hours to avoid intruding on colleagues' personal time. By delaying delivery until appropriate working hours, we can reduce unnecessary stress and promote work-life balance.

In some countries, such as France, Italy, and Spain, laws have been implemented to limit and restrict the use of emails after work hours. Similarly, there are proposals in the UK to change the law in a similar manner. As law firm partners, it is important to stay informed about legal developments regarding email usage and adapt your practices accordingly.

Nurturing Considered Communication

Switching off from work is essential for recharging our batteries and maintaining a healthy work-life balance. Constantly being available and feeling the pressure to read and respond to emails, texts and other alerts immediately can take a toll on personal relationships. It is important to emphasize the importance of taking breaks and disconnecting from work to preserve overall wellbeing.

Encourage leaders to promote a culture where breaks and personal time are valued and respected.

In addition, while WeChat, WhatsApp and other messaging apps offer real-time communication benefits, they may not be ideal for providing comprehensive legal advice and strategy. Discuss the challenges associated with these platforms and highlight the advantages of email for thoughtful communication, such as:

1. Time for Consideration: Describe the benefits of composing detailed emails that explain requirements and provide context. This allows for a thoughtful response and the opportunity to ask pertinent questions, ensuring clarity and minimizing misunderstandings.

2. Broader Context: Explain how email enables lawyers to consider broader issues and factors influencing decision-making. This comprehensive approach ensures that important aspects are not overlooked in the pursuit of quick responses.

3. Reducing Confusion and Conflict: Address the potential challenges of writing short, rapid-fire messages on messaging apps, particularly in diverse contexts. Explain how these limitations can lead to misunderstandings, conflicts, and complaints.

Leading by Example

Cultivating a work culture that does not encourage employees to outwork one another or seek validation through constantly reviewing and responding to emails late into the night is crucial. As leaders, we should emphasize the importance of work-life balance and discourage unhealthy competition based on long working hours.

As leaders in your firm it is crucial to model the behavior we expect from our staff. Here are some recommendations:

1. Separate Work and Personal Life: Encourage partners to move communication from mobile phones to computers and avoid discussing work matters during personal time, such as at the dinner table.

2. Email as the Primary Platform: Suggest transitioning WeChat and WhatsApp group messages to email whenever possible to consolidate information and provide a conducive environment for thoughtful responses.

3. Leveraging Tools Effectively: Guide partners on utilizing Outlook for considered and detailed responses, while reserving WeChat for immediate feedback. Emphasize the importance of never providing legal advice through WeChat.

4. Respecting Boundaries: Stress the significance of refraining from sending emails late in the evening or on weekends unless genuinely urgent. Encourage the use of delay email functions to ensure colleagues' mental headspace is not impacted outside of working hours.

In conclusion, effective communication practices play a vital role in prioritizing staff wellbeing and maintaining a healthy work-life balance in law firms. By adopting mindful email habits, nurturing considered communication through appropriate channels, and leading by example, law firm leaders can create a supportive work environment that fosters employee satisfaction, productivity, and overall wellbeing.