VonneKarraker

November16,2015
Page1

Date:
November16,2015
To:
VonneKarraker,Owner
From:
ArleddaRoux
RE:
AproposaltobeginworkingmorecloselyastheofficemanagerforManley,Karraker,&
Karraker,P.C.

Purpose
IproposeacosteffectivesolutionforwhathasbecomeagrowingissuehereatManley,
Karraker,&Karraker,P.C.Amanagerpositionisvitalinourofficeonceagainbecausewehave
reachedtheoperationallevelweoncemaintainedbeforeMarilynsdeparture.IproposethatI
begintakingonmoreoftheseOfficeManagertasks.Mygoalisworkingbecomingfully
becomingOfficeManageroverthecourseofthenextyearinordertosaveourofficeprecious
timeandmoneyintheupcomingnewyear.
CurrentProblemOurOfficeIsFacing:

AlthoughManley,Karraker,&Karraker,P.C.hasbeenaroundforoverthirtyyears,ourbusiness
isbeingrevitalized.Recentstaffoverturns,pinpointingissuesinpreviousfilecompleteness,new
policies,andfurtherspecializingourofficetohandleElderLawcaseshascausedformany
changestoalreadytakeplaceinourofficehowever,thereisaneedformore.Therearestill
manywaysinwhichournewstaffwillbeabletobetterrefinepoliciesandstrategiesinorderto
bettermeettheuniquedemandsofourofficehowever,theserecentchangeshavecausedstress
andconfusionwithintheoffice.Becauseofthisstressandconfusionoverthedistributionof
work,therehavebeenoversightsinroutineofficeproceduressuchaspurchasingsupplies,
managingaccounts,andofficemaintenance.
Inordertobestassisteachofourclients,theleadattorneyandleadassistantonthecasemustbe
organized,informed,andabletofocusonthetasksaheadsothattheymaybecomemore
specializedinthatcasestyle.Unfortunately,sincethedivisionofdailytaskshasnotbeenupto
normalstandards,manyofthemanagerialtaskshavefallenonyoutocomplete.Inalawoffice,
theAttorneystimeismoneyandnothavingsomeoneknowledgeableaboutouroffices
accountsandprocedurestohandlethenecessaryupkeepistakingtimethatshouldbeallottedfor
youtoworkonourcurrentcases.Notonlyisthefactthatyouarehavingtocompletemanyof
theOfficeManagerdutiescostingyoumuchneededtimethatshouldbespentfocusingonour
cases,itisalsocostingourofficemoney,andputtingastrainonthetrainingprocessforLegal
Assistants.
Oversight,alossofproductivity,income,andtheabilitytobetterprepareLegalAssistantswill
notonlycostusfortheremainderofthisyear,butitwillaffectusforaslongastheissuepersist.
Moreoneononetimebetweenclientsandattorneysorattorneysandleadassistantsis
impossiblewhilewehaveconstantconfusion,tension,andoversightregardingtobasicoffice
proceduresloomingovertheentirestaff.

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November16,2015
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ProposedSolution
ForthepastfewmonthsmanyoftheOfficeManagerdutieshavebeenpassedtome.Idoenjoy
thesetasksandIambeginningtogetagraspsofwhatisneededofManley,Karraker,&
KarrakerP.C.sprocedures,accounts,officesupplies,andtheconstantchangesanddevelopment
ofEFilingandotherMissouriproceduressuchasthefilingsystemoftheEasternDistrictof
FederalCourt.Unfortunately,duetothefactthatwearestillwithoutanofficialOfficeManager,
manyofthedutiesandcorrespondencewithrepresentativesmuststillgothroughyou.Ipropose
thatIbecomeOfficeManagersothatIcantakeontheremainderofthesedutiesinorderto
alleviatethestressandconfusion.IbelievethatIwouldbeabletobuildontheknowledgeofthe
positionthatIalreadypossesinordertobettergraspsanunderstandingofwhatelseisneededfor
ouroffice.ExamplesoftheareasIcurrentlyhaveproficientunderstandingofinclude:
WorkingwithprogramssuchasMicrosoftWord,Excel,andChaos
CorrespondingwiththedailyjournalforLegalPublishings
Preparingordersforgrievance,getwellsoon,holiday,andcongratulatorypackagesfor
bothemployees,clients,andnetworkingcontacts
Preparingjobadsandfollowupcorrespondencetojobapplicants
Developingandunderstandingdeadlinesfordiscovery
Orderingandmanagingsuppliesaccountsfortheoffice
Schedulingandtrackingattorneyschedulesforclientappointments,courthearings,court
deadlines,AdministrativeappointmentsandAdministrativetrips
MissouriEFilingthroughCase.net
FilingundertheEasternDistrictoftheFederalCourtsEFilingSystem
OrderingandmanagingthenotaryinformationofVonne,Kevan,andmyselfwhile
assistingKaleegainNotarystatus
Correspondingwithandschedulingofficemaintenancecrewssuchasroofers,carpeting
companies,theGarys,Barbie,thelawncompany,andthesigndesigncompany
DepositingintotheOpsandTrustaccountofManley,Karraker,&Karraker,P.C.
OrderingpromotionalsuppliesforManley,Karraker,&Karraker,P.C.
Managingthebillingstatementsandinvoicesforboththecompanyandclientaccounts
LegalBillingtransactionsand
GeneralLegalSecretarydutiessuchasansweringphones,documentpreparation,court
correspondence,etc.
Inaddition,Ihavealreadyhadsomegeneraltrainingandexperienceworkingwiththe
companyswebsiteandbloggingforums.Iwillcontinuetoworkontheupdatingandblogging
forManley,Karraker,&KarrakerP.C.sdigitalplatformperourdiscussion.Iwillalsocontinue
toworkonmanyoftheadditionalofficerenovationprojectsthatourofficehasforthe
20152016period.

WhileourofficeneedsanOfficeManagerinorderforourofficetoworkmoreefficientlyand
morecooperatively,youshouldnothavetojugglethisrole.Hiringanotheremployeewould
meanthattimemustbeallocatedformoretrainingandwouldbeanextraexpense.IfIwereto
begintakingontheroleofOfficeManageritwouldbelessofafinancialstrainontheofficeand
Iwouldbeabletousemypreexistingandgrowingknowledgeofthewayourfirmisranin

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November16,2015
Page3

ordertobettertackletheposition.SinceFridayisthedaythatIspendworkingonfiling,Chaos
Intellecttraining,andotheradvancementprocedures,Icouldspendaportionofthedayforthe
completionofanyOfficeManagerdutiesortraining.Iwould
bewillingtopartakeina
probationaryperiodasOfficeMangerwhileadjustingtotheposition
.

Conclusion:

ThelackofanOfficeManagerhas
becomeagrowingissuehereatManley,Karraker,&
Karraker,P.C.IbelievebyallowingmetoshiftsomeofmyfocuseachweektotheOffice
ManagerdutieseachweekIwouldbeabletogrowintothepositiongraduallyovertheupcoming
months.Notonlywouldthispositionbegoingtosomeonewhoalreadyhasahistorywithandan
understandingofManley,Karraker,&Karraker,P.C.,butitwouldalsocallformuchlesstime
beingspenttrainingthanwouldbeneededforabrandnewemployeeandforamuchmorecost
effectivecompensation.

Thankyou.

StrategicPlan:

Usingthemethodofhiringanewemployee:
TimeSpentforTraining:
~3hourstrainingperdayinthebeginningmonthsX5workdays=15hoursoftrainingeach
week
15hoursoftrainingperweekX4weeks=60hoursoftrainingpermonth

AttorneyFeeOpportunityCostRelatedtoTrainingperWeekandMonth:
Costofattorneyworkperhour=$220
$220X15=$3,300perweek
$220X60=$13,200permonth

Usingthemethodofpromotingmyposition:
TimeSpentforTraining:
~3hourstrainingperdayinthebeginningmonthsX1workdays=3hoursoftrainingeach
week
3hoursoftrainingperweekX4weeks=12hoursoftrainingpermonth

AttorneyFeeOpportunityCostRelatedtoTrainingperWeekandMonth:
Costofattorneyworkperhour=$220
$220X3=$660perweek
$220X12=$3,520permonth