• Get the org chart in order. Make sure it is updated with the latest information and add contact info right into that document. Too many times we are scrambling for phone numbers when there is an urgent matter and having all the names and numbers in one organizational view helps inform if you need to initiate a phone tree. The org chart with this contact info can serve as your phone tree. Management chains of command are clear to everyone.
• Set-up a hotline for tech questions. Create a dedicated e-mail inbox for your department’s staff to raise tech-related questions. Having the questions in one place will make it easier for you to manage conversations with the IT team, which is no doubt buried right now.
• Perform quick laptop check. Make sure you know who has or has not been issued a company laptop. For those who don’t have one, connect with IT on what options may be available.
• Have a communication plan. Work with the GC to develop a quick and easy plan, to make sure that messaging is aligned and there is a two-way channel. The GC is buried with all sort of issues right now, consider who else can send some of the messaging.
• Map external resources. Get a good grip on which outside counsel is being used for the most critical work and if there are any impacts that need to be communicated. Prepare messaging for the main contacts within the department who engage that firm to be prepared to communicate effectively with the law firms. Consider what other resources are relied up: contractors, consultants, temporary workers. Include them in some of the messaging, so they feel connected and part of the larger legal department community.
• Lead by example. As soon as possible, set up a virtual place to engage the department. Invite everyone into a shared online space to collaborate, chat, and communicate, even casually. Make sure you are using the latest collaboration tools and be prepared to coach others. Anyone in an operations role, or who even oversees legal operations functions unofficially will have to set the best practices for use of technology and enabling effective communications.

For more tips and advice on legal operations, please contact Lucy Bassli.