Chaos is A Range

When we talk about law as an “ecosystem,” we’re describing a well-defined “location” full of diverse entities with varying needs, wants and motivations.

Within that ecosystem, there are actors and the resources that they covet or use. There are also a whole host of “unknowns” or factors that guide development of the ecosystem.

There are two types of “unknowns”: those we can learn and those that remain hidden because we cannot know them.

And example of a knowable legal “unknown” is the composition of a jury (itself an ecosystem that we understand fairly well). Seasoned litigators do what they can to shape the constituent parts of the jury,–but they can never know exactly what an individual juror is thinking. The jurors themselves do not know,–what develops throughout a trial is a type of ecosystem “maturation.”

Even with rigorous jury selection, moreover, lawyers have no way of controlling the synergistic effect of various personalities once they reach the deliberation stage. All they can do is work the odds. And, they know that while they’re “working the odds,” the ecosystem is changing around them. Every new fact, every ruling changes not only the actors, but their resources, wants and needs.

The cowboy lawyer operates within any such ecosystem and is limited to her own perceptions and ability to interact within the “location.” That is why a team will almost always going to triumph over a lone ranger: the well-integrated perceptions of many will provide greater adaptivity than the completely integrated (but inherently faulty) perceptions of the individual.

Sounds simple, right? but, when we talk about “surfing” and the edges of “chaos,” what we’re able to do with Agile principles is start to draw the contours of what we don’t know or cannot control.

Far from erasing individual contribution “for the good of the whole,” an Agile approach forces each participant to take responsibility and to maximize his contribution.

An Agile lawyer would never dare stand in front of a judge and blame members of his team (including his client)for a mistake, taking no responsibility himself. And, a judge, with an understanding of what is possible with Agile methodologies would never accept such an excuse as a valid statement of reality.

If we go back to basic chemistry, a useful exercise is to look at law,–or any system, as a series of chemical reactions.

From this highly simplified model, we can clearly see that chaos is a range. It is the angle shift, or delta between what we expect and what we do not. because both of these are elastic, we can definitely say that “chaos is a range.”

Agile is concerned with defining the ecosystem, so that our activities within that ecosystem can become more effective and efficient. We are very clear about what we can control and what we cannot. We pay homage to those things beyond our knowing or control, but work within realistic constraints so that the impact of unforeseen or unforeseeable change is minimized.

[ image coming ]

Iteration is one tool that allows us to gradually understand our objectives within the ecosystem and to make small adjustments as we move towards our goals.

iteration allows us to walk through the ecosystem by taking baby steps, so that if we find that an adaptation does not suit us, we can shift to one that allows us greater freedom within the ecosystem.

What we cannot do is lock down our way of walking, because then we are limited to the options of growth, failure or duplication. By using methodologies that not only respect change, but embrace it as a matter of risk management, we open the door to unexpected outcomes, such as new organization, a new entity or a new combination of resources.

This is nothing new in the law,–the difference is that Agile allows your team to systematically understand the ecosystem, rather than simply sink-or-swim within it.

Want to learn more?

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Submitted : Ignitelaw 2010

Submitting some presentations to publicize the work we’re doing to bring Agile into the legal profession and we’ve got accomplices!

Larry Port, of Rocketmatter, submitted to IgniteLaw 2010 on “Agile Legal Project Management,” which is AWESOME!

Figured there is NEVER too much Agile (given that it is the future of legal team effectiveness), so submitted the following:

Agile: A-Team? A Game!

The future of legal practice is in team work. That’s where Agile has a lot to offer even the smallest of law firms, courts and legal organizations.

Agile is about, first and foremost, creating efficient teams and empowering them to do their best work in order to rapidly respond to change. Change is taken as given and the Agile legal team delivers “incremental value” as a way of managing these risks.

Complex adaptive systems theory is one of the foundations of Agile and, as lawyers, we can learn how to become “adaptive” by borrowing from advances made in software development (e.g. Scrum, XP and TDD) and manufacturing (lean, Kanban).

By structuring the team and how it works in an Agile fashion, the lawyers “leading the charge” can be confident that they have a legal response that can scale fluidly within the case or dispute ecosystem. It”s not easy, but firms that make the commitment can be confident that they are in good company. Especially if they represent clients who have already adopted an Agile perspective for their internal processes and teams.

Agile is about more than the intersection of law and technology,– it’s a way of thinking about getting work done and creating increments of value that are transparent to the client, the court,–and opposing counsel. It is, I believe, the way that the legal industry (particularly litigators) will be able to implement the Sedona principles.

[ This would be a great tag team presentation with the Agile presentation already submitted ]

Not sure when it will show up on the website, but will update when it’s visible.

Other submissions, such as to Agile 2010 and the Agile Business Conferenc in the UK, will be reposted soon! It’s probably interesting to see the proposal that was accepted to the Scrum Gathering in Munich of last year as well…

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Simple, but not too simple

Looking today at “Occam’s Razor,” from which we get the idea that the more assumptions one makes, the more room there is for error. Therefore, the simpler and fewer the assumptions, the less room for error.

Lawyers would do well to keep this in mind, particularly when grappling with litigation and document review.

While the EDRM has been streamlined somewhat, and the LEF is bound to become slightly more complex over time, the goal of any litigation process is to get the work done.

If you find yourself lost amongst the arrows, try simplifying.

A disciplined Agile approach can positively impact your document review in a number of ways:

  • increased team coding coherence (a foundation for document review defensibility),
  • efficiency of the second-level review (fewer mistakes means a faster review process) and
  • cost (a predictable review is one that is based on rational empirical data)

The easiest way to see this principle in action is to look at the process of document review. While there is a tendency to highlight the difficulty of the process, in reality it’s not that difficult when broken down properly.

So, here’s an idea for you to try right away: apply disciplined limits.

1) Limit the number of tags document reviewers must apply to no more than 10.

Stop asking reviewers to identify “nice to haves” that have very little impact upon the case. More importantly, stop asking them to tag items which could be done in a single pass of a database query.

Remember: you objective is to get the work done as fast as possible,–but no faster. Asking human being to tag more than about 10 tags at a pass is a recipe for disaster.

2) Limit the number of documents in each “batch.”

The more documents a reviewer has to clear before second-level review, the more bad assumptions get baked in.

Learn to create high-value tags, rather than relying on “keywords.” if you don’t know how to develop high-value tags, hire a consultant to help you. If your case has more than 10 major issues, then you might want to look at simplifying your case.

3) Use daily stand-ups for small course corrections.

It only takes 15 minutes, so discipline yourselves to get the information across in 15 minutes. Standing up makes this more likely and prevents people from trying to multi-task when they should be focused on the group discussion.

4) Make tagging a “binary” decision

Document reviewer can work fast when decisions are clear. Contrast the ease of tagging

“Evidence of discrimination, opportunity”

as opposed to

“Evidence that Sally knew that Ronald was purposefully eating at the same restaurant as Tim and therefore likely to harass him about his religious preference.”

5) Plan your review and limit overtime

Planning well means hiring enough people to get the job done in the time allotted.

Some teams are given quotas that look good on paper, but ensure that quality is job zero.

Find out what your team can do before telling them what they should do.

A well-planned review does not require overtime, but allows for it.

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Agile Law Adoption: The Daily Standup

There are a LOT of gateways into making your legal team more “Agile.”

One of the easiest, that you can implement TOMORROW is the “daily stand-up.”

The daily stand-up is a simple way of checking in with each member of the team (5-7 people), who very briefly respond to three questions. If you have a task board or a kanban board,–the meeting should be held there. This is part of team transparency, so that everyone is on the same page.

If you come up with your own 3 questions, that’s FINE, but The Three Questions that seem to work well for all kinds of teams are:

1) What did you accomplish yesterday?
2) What do you expect to accomplish today?
3) What, if any, are the impediments preventing you from achieving your objective for the day?

The answers shouldn’t take more than about 30 seconds all in, and there is no commentary, just people telling what is going on for them in a fixed format (the questions shouldn’t change from day to day).

Because the questions don’t change, team members don’t spend time planning what to say while someone else is talking. This results in better listening, because each member will speak. By paying attention, team members have the space to learn something new. The formula gives each team member the bandwidth to LISTEN, because it’s not problem-solving time. There’s no pressure to have the answers,–it’s just a check in to see where people actually are.

Problem-solving is left to the END, after each person has reported to the group. This is not the time to fix people or comment (positive OR negative0 on their performance. It’s time for them to sum up their work quickly and to the point.

It’s also NOT blame time. The team isn’t interested in blame at all,–just results. That’s why the three questions above work so well.

The best part of the daily stand-up is that it is a meeting designed to last NO MORE THAN 15 minutes! Hold it at the same time every day, at a time when everyone is expected to attend. Skipping means letting the team down, so pick a time least likely to result in people skipping.

And, yes, everyone should stand unless they have a significant reason not to. it’s part of getting the meeting done in 15 minutes and it prevents people from reading their email when they should should be giving their full attention to the beginning of the team work day.

With a 15-minute limit, there’s no excuse not to attend and there’ no reason it cannot be don every work day. It’s a good idea to use a timer and for one person to run the meeting until the team gets the hang of it. In Scrum, the Scrum Master would run the meeting and ensure that people spoke, that impediments are noted for resolution after the meeting and that the conversations don’t get sidetracked into gossip or problem-solving.

Once each team member has spoken, then open the floor for discussion. The discussion should focus on important topics,–never gossip or news that does not support people getting work done.

Why do daily stand-ups?

Agile is largely about letting smart people work smartly, but it’s also premised upon the kind of discipline that allows teams to know the contours within which they “self-organize.”

Agile jargon aside, the discipline of coming together as a team every day to report and learn, means that standards get re-inforced, objectives get re-iterated and questions get answered. No one is left behind, team fluency increases and the team’s ability to provide predictable information to the project manager,–and thus to stakeholders is enhanced.

Once trust is established by adhering to these and a few more simple rules (remember: no blaming and no performance appraisals!), the project manager can get a realistic estimate of how close the team will be to the projected delivery product date.

Risk management and adjustment to changing situations is much easier when you have a team used to sharing critical information efficiently, so try it out!

Have your team agree to do daily stand-ups for 2 weeks, then let us know how that’s working for you!

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Let’s build a legal value stream map!

I would LOVE to build an open-source value-stream map for several legal processes!

What a great idea! So far it has been observational and intuitive to say that e-discovery is rife with waste and value-denied, but let’s pin it down and see where an Agile approach (which for our purposes certainly includes “Lean”) can be used to increase customer value and eliminate unreasonable inefficiencies.

The beauty of a VSM is that it takes you out of the intuitive and into the empirical.

So, let’s do it, –because even a quick look at the list of the Ohno-Shingo “7 Wastes” is like looking in the e-discovery mirror!

Let’s start by creating a chart of EDRM phases and the issues we see at each step.

Waste EDRM Phase Manifestation
Overproduction EDRM Phase [ manifestation ]
Waiting EDRM Phase [ manifestation ]
Transport EDRM Phase [ manifestation ]
Inappropriate processing EDRM Phase [ manifestation ]
Unnecessary inventory EDRM Phase [ manifestation ]
Unnecessary motion EDRM Phase [ manifestation ]
Defects EDRM Phase [ manifestation ]

We do have plans to build out a resource that will focus on “Lean” as a part of Agile, called The Lean Lawyer, and building out a collaborative Value Stream Map would be a GREAT way to start!

Practically, it is the type of diagram that a team might build as part of it’s chartering activities, so that everyone understands why new processes will improve the products & services offered.

Posted in Dialexica, EDRM critique, Related : Lean Lawyering | Tagged , , , , , , , , | 2 Comments

Another reason why Law IS Social Media

Thanks to the ever-brilliant Joe McCarthy over at the Gumption blog, you can learn all sorts of things about potential customers by reading the tea leaves of social media.

For example, you can start to ask questions around the soaring Twitter adoption rates, like

“What the heck happened in February, 2009 to send the Twitter hockey stick into overdrive,–and does it have legal implications?”

“If 25% of Twitter users have NO followers and celebrities tend to have thousands, if not millions of followers,–where’s the sweet spot for my firm or practice?”

“If I float a legal concept on Twitter, can I get an answer or retweet within a few minutes,–or does it take days (i.e. is anyone listening to me and have I formed a reliable community)?”

You should monitor not just who you follow, but who they follow. In my view, every firm that grosses more than, say $1,000,000 per year should have 1 person whose sole job is to monitor social media and produce trending reports. Pay him/her about $60K per year to work remotely, coming into the office weekly for a debrief and then LISTEN to the information you get.

It’s not about the idle chatter,–it’s about the chatter that ISN’T idle, the conceptualization of your future jury, the ideas that create social glue between groups of people.

Law is nothing more than an opinion greed by many people and upheld by the few. If you want to know where things are going, then it’s worth your while to pay someone to monitor the social web,–nbot just whether your firm name pops up on Twitter.

Do it right, learn something.

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The Big Hurdle

A few thoughts for later…

I am struck by the value of hearing many different points of view with respect to how different businesses adapt Agile practices.

So, today, I am watching a series of interesting videos by Clinton Keith, a high-level Agilist with expertise in game development.

Clinton has a lot of good insight on the interplay between Scrum, Lean and Kanban. One comment he makes lead me to the realization that one of the biggest impediments lawyers will have in adapting Agile principles is making the affirmative choice for quality and completion over multi-tasking and a reliance on overtime. he talks a lot about “crunch time,” a reality of life for nearly every lawyer.

A lawyer’s crunch time is sometimes business-driven, such as when an SEC filing has to get done in record time to make a deal work. Litigation lawyers also are used to crunch time,–litigation hell, because even if the rules of the game are clear, there is more than enough room to game the system.

Law firms, particularly large ones, were historically able to use a high associate to partner ratio to get around the problem of capacity for crunch time. By having attorneys at the ready, a firm can scale a matter rapidly. The ability to scale also allows large firms to accept more business than they can normallky handle and worry about quality later because law schools cranked out a seemingly never ending supply of young lawyers eager to work 80-100 hours per week to “get the job done.” In fact, the ridiculousness of one work schedule, at least in the 1980s, was a sign a prestige.

let’s take a highly-simplified example of the an attorney who makes $100,000 per year (we’ll leave out tax considerations, and round the year down to 50 weeks). We can estimate that this attorney is paid $2000 per week, which is $50 per hour, if the attorney works an 40 hour week. Not too bad.

If that attorney is paid $50 per hour, and the firm bills out his time at $200 per hour, the gap is $150 per hour. Should the firm ill out every hour worked, that’s $400,000 income from the labor of that attorney. Better quality of coffee, slightly nicer digs. Not too bad.

The reality, however, is that even this level of float might not be enough if the additional expenses allocated to that attorney’s work mean that the firm essentially breaks even on a 40-hour work week. So, to increase the return on attorney time, firms employee attorneys on fixed salary, but require that they “pull their own weight,” by not only billing more than enough to cover their own salaries and benefits,–but also work hard enough to ensure that the firm can bill the maximum number of hours.

Firms must bill the maximum number of hours, because not every client is going to pay in full. Why woud a client not pay the bill?

There are only two reasons for a corporate client not to pay a legal bill in full and on time:

1) it doesn’t have the money
2) it disputes the value received

Agile addresses both concerns by focusing on iterative delivery of value. Iterative work, which relies on feedback loops, allows a firm to lock in customer satisfaction, which can be wrapped in a cash flow that meets the firm-as-vendor need for predicatble cash flow with an efficient mechanism for delivery of business value to the customer.

So, where’s the hurdle for lawyers? The hurdle is the standard practice of lawyers carrying more than a few cases at a time.

Lawyer who carry 10 cases have their attention split 10 different ways. Not infrequently, the squeaky wheel is the one that can bill, not necessarily the one that needs completion.

I think most Agilists would feel ill at the number of different cse-matters lawyers juggle. Kanban practitioners would be positively apoplectic at the amount of “work in progress.”

This is something we’ll be talking about alot,–because we have to find a way for the efficiencies that Agile offers to co-exist with a tendency to practice law on a labor pyramid.

What do you think?

Posted in Client's Delight, Transition to Agile, Waterfall in Law | Tagged , , , , , , , , , , , , , , | 2 Comments

A Little Tweetinar Logo Funicode

Tweetinar #4 was completed and the tweet stream downloaded.

Next, will be a review of all four to find the common elements, things that make sense and things that I’d like to do better next time.

Dialexica Tweetinar Logo

In other words, a retrospective.

Chris Pirillo has come up with another fun idea: a unicode “transmogrifier.” Calvin has definitely grown up! So, tried it out and found a great new logo for the Dialexica ™ Tweetinar series.

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Smart People Need Agile Lawyers

Great article by Alan Shalloway on why smart people don’t always self-organize into the right thing:

I would suggest it is counting on smart people to find the right thing to do is not always a winning strategy. That giving people understanding of the principles and rules underneath programming and development will make them much better.

Definitely looking forward to Net Objectives seminar on Business-Driven Software Development [ register to see some great offerings in the Seattle, WA area ]!

We see this in the current hysteria around e-Discovery, as a reflection of the hue and cry from clients who must bear the burden of low-value litigation practices.

Once lawyers figure out how to truly become more Agile and less hand-off oriented (“waterfall” or “phase-gate”), clients will benefit from greater predictability,– not in litigation outcome, but in the cost of fair resolution. Lawyers need to understand Agile thinking, not just for themselves, but to fully assist their clients, for whom iterative processes are becoming mandatory.

And, it is why we place such a premium on advocating for supporting carefully-considered adoption patterns for Agile law teams, — as well as process, principles and resulting practices.

This is the purpose for the Agile Continuing Legal Education program, so that the basis for change and the roadmap to get there is always available.

Agile isn’t a quick fix, but we’d be happy to help you get started.

Thanks for the article, Siraj!! Look forward to seeing you this week at the first Agile Lawyers Association MeetUp!

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FRCP 19 “Fail Fast, Learn Cheap”

I like this version of the “fail fast, fail early” series the best because it captures the reason that Agile iteration works.

Here’s a pithy example from the Pathfinder Development site:

Fast also means cheap (time is money, etc.). If with the expenditure of $1,000 and three days I can tell you with 50% certainty that a particular idea is any good, or I can spend $50,000 and 3 weeks and tell you with a 80% certainty whether a particular idea is any good, which process would you prefer?

If you have a low yield on your ideas, i.e. few of them look good after vetting, then two things happen. First, you’re really rolling the dice on coming up with a decent idea for taking the next step into feasibility testing. Second, since so much is riding on a few decisions, the organization “clenches” and pressurizes the decision making process. That’s not a good recipe for wise decision making.

Since time and money are intricately tied together for most lawyers, we can proably say that there’s something like a 1-1 relationship.

If an Agile team is careful, the first iterations will be full of failures, enabling the latter rounds to run faster and with fewer errors.

This is concept is related to the reason I believe that the ECA is far too early for teams to try to lock down search terms or even a timeline for working through a document corpus.

The point with Agile is that there has to be fault tolerance early on, so that teams can get things right when it counts.

There is nothing to be gained by forcing teams to produce the most significant work before they know what they’ve got to work with.

Judicial planning and ase management is important, but the reason the parties are in court is to resolve their dispute fairly and equitably. A more Agile approach allows the teams to educate themselves and serves the purposes of inter alia FRCP 19 (“Required Joinder of Parties“) and FRCP 21 (“Misjoinder and Non-Joinder of Parties“).

Posted in Dialexica, Expert Opinion, Reading Material, Reposts, civil procedure | Tagged , , , , , , , , , , , | Leave a comment