TLOMA Today

Birds and bees, blooming flowers and trees, summer is around the corner and I for one am excited! Before we unfurl the umbrellas and beach blankets, apply the sunscreen and fill the coolers, we have a few housekeeping items to take care of;

Nominating Committee:  As you know an email was circulated to the Membership from the Board of Directors looking for members to become part of the Nominating Committee. We encourage all members to sign up! It’s only a 6 to 8 week commitment, approx. one hour a week. We’d love to have you join the Nominating Committee or sign up to become a member of the Board or other volunteer position and make a contribution.

Best of TLOMA Award: Submit content to the TLOMAToday newsletter and be considered for the Best of TLOMAToday Award.   Here’s what you need to know:

Simple Submission Process: Nominate today! Send TLOMA an email with the title and author of the article and newsletter issue date. Only TLOMA members are able to submit a nomination and only TLOMA members are eligible to win the award. The author of the article can self-nominate.

Criteria: When submitting a nomination, consider the following factors:

1.  Was the content well-written, succinct and easy to follow?

2.  Did anything stand out about this content? Was it original? Was it helpful? Or did it make you laugh out loud?

3.  Did it speak to Covid-19 or other relevant trends in the legal management industry?

Judging: The current TLOMA board will determine the winners, but no TLOMA board member will take part in the nominating process.

Recognition: Recipient of the Award will receive recognition in the TLOMAToday December 2021 Newsletter and at the 2021 December Networking Event.

Prize: Recipient will receive a Certificate of Recognition and a $200 gift card.

Haven’t written an article for TLOMAToday yet? Last eligible submissions will be the October 2021 issue of the TLOMAToday newsletter, and all nominations must be submitted by October 30, 2021. We look forward to reading your submission!

TLOMA 2021 Conference & Trade Show - CONNECT WITH US:  For the first time in TLOMA history, this year’s conference will be virtual!  I encourage you to block September 28th and 29th in your calendars so you don’t miss out.

Please save the dates for the following upcoming events:

Jun 03, 2021 -TLOMA General SIG - Mental Well-Being – Listening to our Bodies and Responding Before Crisis

Jun 10, 2021 - TLOMA Marketing SIG Event - Turning Millennial Lawyers into Rainmakers

Jun 16, 2021 - TLOMA TRIVIA Networking Event

Jun 22, 2021 - TLOMA Human Resources Event - Roundtable Discussion

Jun 24, 2021 - Virtual Networking Event - Build Your TLOMA Connections

And finally, TLOMAToday will be on holidays until September! Enjoy your summer and please watch the website and email communications to keep informed on what is happening in the months to come. 

Have a wonderful, enjoyable and safe summer!

Bernice

When a survey asked Canadians how they are enjoying working from home, only 27 per cent said they would prefer being back at the office. The survey by ClickMeeting found that 56 per cent said they enjoy remote work and would prefer a hybrid of home and office employment. The survey also found 74 per cent want compensation for using their own internet, furniture and equipment.

Regardless of where you or your teams work in the future, one thing has not changed – what the human body needs. You need to maintain good alignment as you move through various postures that support your muscular and skeletal systems to avoid strain and overexertion while working. If you haven’t done this yet, the time is now to invest in an ergonomically sound workstation that yields benefits today and for years to come.

What is An Ergonomically Sound Workstation?

An ergonomically sound workstation:

• Accommodates your body shape and size
• Allows you to move through multiple, supportive postures while maintaining your body in good alignment
• Supports you and your work tools
  
  

The components of an ergonomically sound workstation typically include your chair, work surface(s) and, accessories such as a monitor arm and footrest.

Evaluate Your Existing (Home) Office Setup

Evaluating your posture and movement opportunities in your existing setup is a good place to start before you invest in an ergonomically sound workstation.

You should to be able to move through postures that give you biomechanical advantages to do your work with minimal stress on your musculoskeletal system. While it is not necessary to maintain neutral joint positions 100% of the time to minimize risk, your workstation should support and allow you to frequently assume the following throughout the day:

• While sitting:
• Soles of your feet and lower legs are roughly at 90°
• Thighs are roughly parallel to the floor
• At least 90° between your thighs and upper body; more than 90° is better for your lumbar spine
• For computer tasks:
• Upper arms rest alongside your upper body, with your shoulders relaxed, forearms horizontal, and elbows close to your body
• Wrists are straight (not bent)
• Neck is upright
• While standing:
• Head, neck, upper body and legs are approximately in line and vertical; one foot may be raised on a footrest for short periods
• For computer tasks:
• Upper arms rest alongside your upper body, with your shoulders relaxed, forearms horizontal, and elbows close to your body
• Wrists are straight (not bent)

Any shortcomings identified during the evaluation phase will help inform your selection of an ergonomically sound workstation.

Selecting an Ergonomically Sound Workstation

Your Chair

Start with a seat size that is right for your physical dimensions then look for adjustable features to fine tune to your body dimensions so that your body is in good alignment for maximum support and comfort e.g. seat depth, seat height, lumbar support height, arm rest height and lateral position.

To ensure you have the opportunity to move from one posture to another, look for a tilt feature e.g. synchro-tilt, multi-tilt that allows you to unlock the chair (both seat and back) so that you can gently tilt or rock to enhance blood flow.

ergoCentric’s online chair fitting will point you to recommended seating solutions.

Your Work Surface

To maximize the return on your investment in an ergonomically sound chair, you need to place your work equipment and materials at appropriate heights and distances.

Height

For keyboard/input tasks, the work surface should be at your elbow height when your feet are resting on the floor. A fixed height surface is usually too high for most people to safely work on technology. A height adjustable surface is often needed to allow you to set the work surface low enough to avoid stressing your body.

Given the need to move more, selecting a height adjustment range that covers both your seated elbow height and your standing elbow height will allow you to comfortably move between sitting and standing postures. This can go a long way to help ward off the negative health outcomes of sedentary behaviour.

Work Surface Size

Think about your equipment and materials and how often you use them. Select a surface size that is wide enough and deep enough to place your work tools so that your body is properly aligned and supported. Simple rules of thumb for placement:

• Most frequently used items are within your immediate reach
• Occasionally used items are at your arm’s distance
• Rarely used items are farthest from you, and not necessary to store on your work surface

Accessories

It may be necessary to add accessories such as a monitor arm, laptop support and/or a footrest to achieve the neutral joint positions described above.

Getting the Return on Your Investment

To get the most out of your ergonomically sound workstation, you need to use it as it was designed to be used. Familiarize yourself with all the controls and make adjustments throughout the day for the sake of your comfort, health and well-being.

Finally, remember to take mental and physical breaks from work.

Forge Recruitment Survey on Work from Home Flexibility and Employee Engagement

Prior to the COVID-19 pandemic in March 2020, the idea of working from home may have been met with criticisms like: ‘it cannot be done,’ It is not effective;’ ‘How will we monitor employee performance?’  The thought of allowing staff to work from home, while still ensuring work was completed, billables were met, and clients were taken care of, was almost unheard of.

March of 2020 forced firms and businesses to adapt and evolve.  Schedules changed, meetings went online, and ultimately, how, and where people worked changed.   The adaptation to secure employees’ wellbeing while keeping them engaged presented several challenges, but one year later; many have mastered the art of balancing work and home life.  As a recruitment firm, we wanted to identify how candidates are working and what the future looks like for firms, to ensure they continue securing top talent.   

The Data and Trends:

In May of 2021, Forge Recruitment conducted a survey to determine how employees feel after more than a year of working a work from home (WFH) model.  Our goal was to gain an understanding on what employees are looking for to keep them engaged, happy, and comfortable, while also determining what the future of work looks like for law firms and organizations.  What we found was that even a year later, 60% of respondents stated that they are currently working from home full-time. 24% of respondents stated that they have a mix of work from home and work in office and, not surprisingly, only 16% of respondents stated that they are working in the office full-time.

Considering the above, the vital question becomes: “In a virtual world, how can companies continue to secure talent through work from home options?”

We found that 73% of respondents describe their ideal work model as being a mix of work from home and work in the office.   In fact, 55% of respondents told us that they would consider changing jobs if asked to return to the office 100% full-time.  Although these numbers may be alarming, a reassuring 76% of respondents of an earlier survey (December 2020) suggest that employees feel comfortable returning to the office, just not 100% of the time.  Employees have identified that a WFH model works and now know that it can be accomplished. If they are not provided with this option, it is highly probable that these employees may explore new career opportunities.

From an engagement perspective, while Zoom fatigue is becoming a real challenge, the data shows that most people are still quite happy with their employers while working from home.  In fact, 41% of respondents stated that they feel very engaged with their current job and company, while 47% still feel somewhat engaged.

Further, 52% of respondents feel they have the same level of support and opportunity for career advancement currently, as they did prior to the pandemic when they were working from home. 25% of respondents stated that they felt they have greater support now than they did prior to the pandemic.  (Perhaps remote work has pushed Managers and Supervisory Staff to be in more frequent communication with their teams to discuss succession and goals).

Looking to the Future:

Addressing the many criticisms to a WFH model, including a lack of employee engagement and the inability to provide employee support, we have found that when managed and implemented correctly, work from home flexibility not only works, but allows employees and businesses to flourish.

Forge Recruitment itself began as a business that was fully work from home since its inception in 2017.  In that time, the business has managed to grow and scale through providing weekly touchpoints with staff, ongoing training, and monthly social events to maintain employee engagement.

As the job market becomes ever more challenging and competitive, candidates are in an ideal position to make demands of prospective employers, including asking for a work from home model, requesting additional training and support, and prioritization of work-life balance.  The above data is not only suggestive but should be at the forefront of managements’ mind in any working environment.

When considering a return to office, it is best to assume that your competitor is likely offering a fully, or hybrid, remote opportunity to that same candidate.  Are you willing to risk losing your staff?  

If you’re responsible for hiring new employees at a law firm, you understand the challenge of finding and recruiting candidates who are both qualified and motivated. When there are more positions available than candidates to fill them, hiring managers are under even more pressure to appeal to top-tier talent.

Employee benefits are one of the key recruitment strategies that hiring managers have at their disposal. But many office managers and human resources managers don’t realize that information technology (IT) is one of the most sought-after job benefits for today’s job seekers.

Let’s take a look at the best employee benefits law firms offer to compete for the best candidates. Then we’ll explore the ways that IT operates as an employment benefit in 2021. That way, you are fully prepared to appeal to new team members and avoid the high rates of employee turnover that accompany unhappy workers.

Cover the basic employment benefits bases

Growing your firm means investing in your people. Incentive compensation plans matter when recruiting talent. Employment benefits break down into two categories:

1. mandatory benefits
2. expected supplemental benefits.

Mandatory Benefits

According to Canadian employee benefits law, mandatory benefits include pension plans, legislated and parental leaves, paid time off (PTO), employment insurance, and eye exams. Those are important, but put in some work here! Go above and beyond by providing great retirement plan benefits, vacation packages, and more.

Supplemental Benefits

Beyond the mandatory benefits, you have an opportunity to stand out with benefit incentives that grow loyalty. Supplemental benefits attract and retain top talent. In fact, today supplemental benefits are non-negotiable to many job-seekers. Whether you’re hiring a new lawyer who has just entered the workforce or you’re bringing an established professional into the firm, people expect more than the basics. Small firms that provide great benefits compete with larger firms for acquisition.

Employee & Dependent Life Insurance

Offer multiple levels of coverage for employee and dependent life insurance. Let employees choose whether or not to enroll in these employer-sponsored plans.

Accidental Death and Dismemberment Insurance (AD&D)

An AD&D rider is added to basic life insurance plans and covers the unintentional death or dismemberment of the covered individual. Importantly, AD&D is a supplement, and it cannot replace life insurance.

Long Term Disability Insurance (LTD)

These plans provide income to any worker who becomes disabled. They generally provide 60-70% of the covered individual’s income.

Critical Illness Insurance

These policies pay out a tax-free, lump sum of money in the event of certain illnesses and medical conditions. Some job-seekers are paying especially close attention to these policies during the COVID-19 pandemic.

Health Care

Workers who seek insurance through their employers often want to see comprehensive coverage that covers things like prescription medications, hospital benefits, paramedical services, medical aid during travel, trip cancellation due to illness, and convalescent care.

Vision & Dental Care

Supplemental vision and dental care are expected by employees today. Offer it to draw candidates to your firm. Going above and beyond the standard expectations of vision and dental coverage gives workers the peace of mind they need about a new job.

Is Information Technology (IT) a Job Benefit?

Yes! In today’s remote work world, providing excellent IT that amplifies an employee’s user experience (in or out of the office) is an attractive benefit essential to recruiting and retaining top talent.

Too many law firms don’t realize that IT is a valuable employment lever. Motivated employees joining the workforce are tech-savvy. They look for an IT experience that is straightforward, current, and flexible. Outdated IT management hurts you in the hiring realm—so invest in IT and promote it as a benefit to new recruits!

What Does Investing in IT as a Law Firm Employee Benefit Look Like?

Start by building a functional infrastructure for your entire team, regardless of where everyone works at your firm. Upgrade your IT ecosystem to a high level so current employees benefit right now and new hires walk into that top-tier tech environment after recruitment. Streamlining managed IT services is a win-win for current and future employees.

Here are five technology tips to get your firm ready to offer IT as an attractive employee benefit:

1. Adopt technology that makes it easier to be flexible with workflows. This will minimize interruptions and maximize productivity.

2. Incentivize adaptability and encourage a la carte work hours. Applicants want to see they can pick hours that work for them from wherever they work best.

3. Fully support remote work and focus on remote work plans that amplify the user experience (with VPNs, gated log-in, and firewalls). Create an infrastructure that makes employees “feel connected” to the workplace even if they connect in from the cottage.

4. Provide exceptional virtual spaces and a supportive IT environment with great IT support. Does this sound difficult to attain? It’s not when you outsource your IT to a professional.

5. Rapidly provision devices and applications from a virtual private cloud. Private cloud systems are beneficial because of their scalability, transparency, and security. Employees want those desirable features when dealing with information and technology in the workplace.

While the payments industry is traditionally known as a dynamic and adaptable industry, the COVID-19 pandemic has shed light on some of the complex and time-consuming processes within it. With resources and teams tighter than ever, and businesses looking for convenient ways to conduct any and all tasks, the ability to outsource services has become more attractive. Outsourcing payment process management – particularly when it comes to international payments – is no exception.

Outsourcing is the business practice of hiring a party outside a company to perform services that traditionally were performed in-house. For international payments, outsourcing services can eliminate many of the burdens associated with manually entering, managing and executing payments, meaning it can dramatically improve time efficiency. This not only increases productivity for the business, but also allows it to reallocate resources to other important tasks.

If this alone isn’t convincing enough, it’s also worth noting that outsourcing services generally requires no software purchases, no upfront financial commitment and no in-depth training, making the outsourced model advantageous when it comes to speed to market, adaptability and low cost to entry.

The History of Outsourcing

Since its inception, outsourcing has seen its fair share of accolades and debate. Originally created by manufacturers in the 1970s as a way to gain efficiencies, by the early 1990s outsourced services providers started to gain traction and quickly expanded; offering services that spanned across many business functions including IT, Human Resources, and Accounting. The primary goal of outsourcing was to reduce expenses, and many businesses embraced the model, as lower expenses ultimately translated into improved profit margins and more affordable pricing for the consumer. But as technology opened the doors to outsourcing abroad, debates ensued over work integrity and the shipment of domestic jobs overseas.

Today, outsourced service providers are successfully replicating the overseas business model here in the United States, leveraging talent from across the country. Manufacturers are also finding the United States to be more favorable to do business in and have been bringing jobs back at a record pace.  According to USA Today “the number of jobs being re-shored by U.S. (manufacturing) companies has increased more than tenfold since 2010.”

Outsourcing Your International Payments

Although nearly all companies make domestic vendor payments, many organizations also have the added dynamic of doing business globally, thus creating the need to make foreign payments to overseas vendors. Most CFOs and Treasurers who deal with international payments will agree that these payments can be equally as time consuming and, in many cases, far more complex when compared to domestic payments – even if the number and value of foreign payments is much smaller than the domestic payments.

This is where an outsourced service provider can play an integral role. By becoming, in effect, an extension of the Accounts Payable department, foreign payments can be partitioned and managed by the service provider in its entirety – from invoice processing and data integration through to payment.

Cambridge Global Payments (“Cambridge”), a FleetCor (NYSE: FLT) company, has an invoice automation business (Global Exchange) that has been providing outsourced international payment services for over 25 years, since the Global Exchange business began in 1994. Through its US-based invoice processing team and other Cambridge resources, Cambridge acts as an extension of the AP department of a business, offering a service with less complications, more convenience and a lot of saved time and money.

So, while there are solutions available at the enterprise level to help streamline AP departments as a whole, outsourcing the international payments process itself may be a quick, affordable, and very effective choice for businesses that want to improve their return-on-time, save money and increase productivity – all by simply outsourcing the arduous task of managing and conducting international payments.

USA TODAY link: