Essential Office Setup: 11 Things Every Lawyer Needs to Get the Work Done

Andrea Cannavina shares some favorite tools that will have a serious impact on your home office happiness.
The post Essential Office Setup: 11 Things Every Lawyer Needs to Get the Work Done appeared first on Articles, Tips and Tech for Law Firms and Lawyers.

Now is a great time to reimagine how and where you do what you do. Andea Cannavina has been helping lawyers organize and automate their work for over 20 years. Here’s her advice on the essential office setup.

The only person limiting how — and where — you do what you do is … you. That said, there are a few hard rules on what you need to make an office work. So, as someone who has worked virtually for over two decades and has been helping lawyers do and work better, here are my tips on the basics, along with a few of my favorite things to help make your office a pleasant place to be.

Your Essential Office Setup

Grab a piece of paper. As you read through the following points, write down how you feel about what you have in place and whether you need something new or different. That way, the next 10 minutes you spend with me will be the most productive I could possibly make them.

Eleven Things That Make Your Office Work

1. Space

Today you need an appropriate workspace in your home as well as a separate professional space to meet with clients, do focused work, and collaborate with and house your employees. If you don’t need to meet with clients in person, however, and you understand how the work of your firm gets processed, there is no need for staff to be in the same physical office with you. Once you are set up to access work from any device or connection, it really doesn’t matter where you house your firm — you, as an individual, can work from anywhere. This is what I call being a fully mobile professional.

That said, every mobile professional needs to understand the importance of these next four basic items for all your working spaces: a chair, good lighting, ample storage and a large work surface. Keep going to learn how to select the appropriate furniture and peripherals for your optimal office setup.

2. An Ergonomic Chair

Don’t do work lying down or at the dining room table. Make sure you do your work from a chair that won’t make you ache and will help keep you healthy. One I have long recommended is a mesh ergonomic chair from WordPro Quantum, which I found when I was speaking for the Indiana State Bar. I was in the business center working on my presentation when a person of far different dimensions commented on how comfortable the chair was. I flipped it over and was surprised to find it was this moderately priced basic you can find at Office Max or Amazon.

3. Plenty of Natural Light

Without good lighting you are less able to perform, you fatigue faster and you may even experience negative mood swings or depression. Desk lamps can provide adjustable brightness and color temperature, reducing eye strain during prolonged work sessions. We are humans and we need light. From natural outside light to proper task lighting, don’t skimp on this important aspect of creating a healthy environment to get your work done.

4. Storage for Your Stuff

Law offices aren’t the only offices that have lots of stuff — it’s really an office thing. You need space and stuff for everyone to get things done, and stuff requires storage. Anything pertaining to the representation of a client needs a place to reside as well. Even if you are paperless, you will still have stuff. My favorite solution is a simple two-drawer file cabinet with locks. (Make sure to lock it if it is in a place accessible by others.) I set up law office clients with my 48 Folders process in the top drawer and they use the bottom drawer to house current case files or office supplies. You can tuck in a two-drawer file cabinet almost anywhere.

5. A Large Work Surface

Last on the list of basic things every essential office needs is your actual work surface. Basically, you are looking for a surface with enough real estate for you to spread out when you are deep diving into something. You need enough space so it won’t matter if you leave things out overnight — or for days. (This is why you can’t use the dining room table.) When I started LegalTypist, I was fortunate to find a beautiful wooden desk from the 1940s at a local thrift shop for only $25. It is large and has two pull-out side trays if I need them. If you are working with a tight budget, use this trick: Top a pair of two-drawer file cabinets like those above with a $40 piece of precut countertop (available at your local big-box hardware store). The cabinets can be any color (spray paint is your friend) and you can use all kinds of items for the desktop if the precut countertop isn’t your taste.

At a slightly higher price point, Room & Board’s modular parson tables work in almost any space. You can choose from multiple tabletop and leg style options in different lengths and widths.

6. Something Else Alive

Studies show that including plants and having animals (fish count!) in your office helps keep the mood more positive. When you have something else alive to care for, it helps to re-center your thinking to outside yourself — at least the one time per week when you water. Of course, having a pet requires a bit more upkeep!

7. Essential Office Setup: Something Shiny

I insist on this one. You can never have too much light in an office and when you include something shiny, what light you have is caught and bounces around. From a crystal vase to a large rustic mirror or set of small mirrors, your goal is to find something that will reflect the light. You could even consider glass, brass or nickel lamps when choosing your lighting.

8. Something That Makes You Happy

This may not seem to fit into an “essential” office setup, but it does. Some of you will immediately know what I mean because you have something you know makes you happy: a drawing or a trophy from a child or your childhood, a favorite photograph or a painting, or another piece of commissioned art. The whole idea is to have something you know makes you smile, so when you are struggling with something negative, merely looking at that object will make you less stressed — able to breathe and not take so seriously the negative moments you are currently enduring.

9. Desk Setup

A good desk setup is key to a lawyer’s productivity and time management. Long battery life for devices like keyboards, mice, and headphones is essential for maintaining uninterrupted productivity during extended work sessions. Consider getting a standing desk or sit-stand workstation to switch between sitting and standing throughout the day. This will help with posture, reduce eye strain and increase energy. A desk with built-in cable management will also keep your workspace tidy and organized. Imagine having a desk where all your cables are hidden away, leaving you with a clean and professional desk space. This will not only make your home office look better but also reduce distractions so you can focus on work.

10. Computer and Monitor

A good computer and monitor is a must for a lawyer’s workspace. Consider getting a high spec laptop or desktop with plenty of storage and a fast processor so you can handle multiple tasks and large files without any lag. A high-resolution monitor with good color accuracy and big screen size will also help with productivity and reduce eye strain. Look for a monitor with built-in USB ports and adjustable height so you can customize your viewing experience. This way you can create a home office setup that suits you and work efficiently and comfortably.

11. Cable Management

Cable management is key in a lawyer’s workspace to keep your desk tidy and organized. Consider getting cable management clips, cable ties or a cable management box to keep your cables and wires organized. You can also get a desk with built-in cable management features like a cable tray or grommet to hide your cables away. This will reduce distractions, increase productivity and create a more professional workspace. By keeping your desk clear, you can keep your mind clear and focus on your tasks without the constant annoyance of tangled wires and cables.

Using wireless devices can significantly reduce cable clutter, creating a more streamlined and aesthetically pleasing workspace. And, of course, they offer greater freedom of movement, which is essential when working from a shared home office and you want a change of scenery. (Or need to vacate when your office mate is taking Zoom meetings.)

Add these to your lawyer’s workspace and you’ll be more productive and focused. Remember to put ergonomics, cable management and technology first.

There you have it! My list of the 11 physical things that belong in your essential office setup so you can get the work done — and maintain your sanity while doing so.

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More to Think About When Designing the Optimal Lawyer Workspace

A Standing Desk

A standing desk is great for any home office. By allowing you to switch between sitting and standing throughout the day, a standing desk can improve your posture, reduce back pain and increase energy. When choosing a standing desk, consider height adjustability, stability and durability. Choose a desk that can be adjusted to different heights, has a solid base, cord management, and a power supply. Invest in a desk made from good-quality materials.

A Desktop Scanner

Having a desktop scanner within reach is a boon to productivity, whether or not you have a fully paperless practice. Converting paper to digital makes documents easier to find and takes less physical space for storage. Plus, a desktop scanner comes in handy for dealing with the administrative aspects of life, such as quickly scanning government forms, applications, memorabilia and other items.

Desk Accessories

Desk stuff is more than just pretty things; it helps create a productive and comfortable space. Invest in a desk lamp that throws off enough light—there are attractive lamps that include charging outlets in the base so you won’t need to scramble around looking for them. Attach a hook under your desk for hanging your headphones or handbag to reduce clutter. A paper tray will help keep your desk tidy and don’t forget notepads for note-taking (or doodling) and a tray for sticky notes.

Image © iStockPhoto.com.

Illustration ©iStockPhoto.com. Photos from Unsplash and Room & Board.

Note: The author has not received compensation for these recommendations. In some instances, when you use a retail link to purchase something, we may earn a small affiliate commission. 

Also on Attorney at Work

For more ideas for outfitting your office, read Andrea Cannavina’s desk gadget picks in “A Few of My Favorite Things” and Analog Attorney’s recommendations for your office setup.

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