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Episode

111 – Malorie Peacock – How To Keep Your Team Running While You’re Away

By Michael Cowen — 1 year ago

As a founder and leading attorney at Cowen Rodriguez Peacock, Michael Cowen has a lot on his plate: he not only drives cases, but he also manages the team, leads meetings, signs checks, and makes sure the financials are in order. It can be hard to imagine what even one day of vacation time would look like for the office in his absence.

Yet for years, Michael has been able to take extended vacations — sometimes as long as four weeks — with his work phone left at home and his email inbox virtually unchecked.

“For my own mental health, for my own ability to bond with my family, I found that not having my cell phone with me 
 it’s the only way that I can really be present,” Michael says. It also allows him to come back to the office at the end of his vacation fully recharged. 

That valuable time away from work is something we should all be able to enjoy. But how can you make sure your office won’t fall into disarray when you’re gone? 

That’s the subject of Episode 111 with guest and fellow Cowen Rodriguez Peacock attorney Malorie Peacock, who filled Michael’s substantial shoes while he was away on his most recent two-week vacation. Tune in to this episode of Trial Lawyer Nation to find out how Michael establishes a system that keeps his office operating like a well-oiled machine, and how passing colleagues greater responsibilities helps make the whole team stronger.

Featured Guest

Name: Malorie J. Peacock

About: Malorie J. Peacock is a Partner at Cowen Rodriguez Peacock. She was born and raised in San Antonio, Texas and received her J.D. from the University of Houston Law Center. During her time with Cowen Rodriguez Peacock, Malorie has worked on numerous commercial vehicle, trucking, and wrongful death cases. Malorie brings close attention to detail, commitment to finding safety issues and areas of neglect, continued utilization of technology and cutting-edge visuals in cases, along with a sincere passion to help those who have been hurt, to each and every case.

Company: Cowen Rodriguez Peacock 

Connect: LinkedIn 

Key Points

Top takeaways from this episode 

  • Prepare others before you go. Don’t surprise your clients: send them a note a few days in advance explaining when you’ll be gone and who they can speak with until you come back. Prepare scripts ahead of time so your staff knows how to respond to certain calls or questions, and get ahead of any looming deadlines.
  • Establish a system that everybody knows. A sound system requires smart and capable people to carry it out. This means giving adequate training on how to deal with emergencies and taking over full responsibility for cases. While he’s away, “they have to assume that I’m not going to read any case-related emails,” Michael says.
  • Let your team take charge. Putting trust in your team to take over big responsibilities like management and financials will not only take a weight off your shoulders, but it will uplift your fellow attorneys and help them grow into future leaders.

Episode Highlights 

[01:10] Leaving work at home: When he goes on vacation, Michael Cowen leaves his work phone at home and checks emails as little as possible. But what’s it like for other partners to take over when the head of a firm is out and unreachable?

[04:53] Knowing the right time: How do you know your firm is ready for an extended absence from a leading partner?

[06:26] Be prepared: Michael gives some tips on best practices for preparing your team and your clients for an extended absence so you can enjoy a relaxing vacation away from your inbox.

[13:52] Establish a system: Michael explains what it takes to ensure the office is a well-oiled machine while he’s away.

[18:15] More money, more problems: The responsibility of signing checks and making payments usually falls in the lap of the head of a firm. How do you find someone trustworthy enough to take over that role? Michael borrows some wisdom from Liz Wiseman’s Multipliers.

[22:38] A constant challenge: Malorie discusses why management is the most difficult part of taking over the firm, and Michael explains why it never gets easier.

[27:21] Taking charge: Malorie explains why taking over Michael’s meetings while he’s away may save time and improve the system in the future.

[31:07] The two-factor dilemma: Leaving your work phone behind is a great idea in retrospect, but Michael discusses how it got in the way of his vacation and what he’d do differently next time.

[33:19] Help your team grow: Michael talks through the lessons he’s learned about uplifting his other attorneys and giving them bigger roles by taking time away from the office.

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In this popular and award-winning podcast for trial lawyers, noteworthy author, sought-after speaker, and renowned trial lawyer, Michael Cowen explores critical topics distinctive to the legal profession with some of the biggest names in the industry – specifically focused on developing extremely efficient law practices, securing a competitive edge in the industry, and wildly excelling in the courtroom.

Produced and Sponsored by LawPods.

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Episode

109 – Malorie Peacock – Practical Procedures: Creation, Education & Implementation

By Michael Cowen — 1 year ago

On this episode of the Trial Lawyer Nation podcast, Michael is joined once again by his partner Malorie Peacock to discuss their firm’s procedures and how they implemented them. They’ll cover their firm’s journey with procedures, what to create procedures on, how to create, implement, and train on your procedures, how to achieve buy-in, and Patrick Lencioni’s Working Genius Model.

Michael and Malorie begin the episode with a look at their firm’s journey with procedures and why they felt the need to share it on the podcast. Michael shares that he drew inspiration from the book “The E-Myth Revisited” by Michael Gerber, which asserts that every business should be run like a McDonalds, and everything that can be systematized, should be. Having systems and training (and re-training) on them serves to empower your employees, ensures everyone is doing things the way you want them done, and creates a safety net so if someone leaves the firm, someone else can step in and take over where that employee left off.

Malorie then asks Michael a follow-up question- What kinds of things should you have procedures on, and what kinds of things should be left to the discretion of the person doing the job? Michaels answers simply that you need to be realistic. While he would love having a procedure for every little task, there isn’t’ enough time in the day and you need to prioritize 1-3 things that what will “give you the best bang for the buck.” Once you implement those 1-3 procedures, you can move on to a different 1-3.

If you’re feeling overwhelmed at the thought of having to practice law, run a business, and write and implement all these procedures, Michael has some good news for you- it doesn’t all have to be done by you. He’s learned that hiring and delegating things like creating, implementing, and training on new procedures to someone he trusts in his office frees him up to do other, more pressing items. Malorie agrees and adds that this is WHY you have these systems in the first place. It allows the owner to be able to take a step back and trust that things still get done the way he or she wants.

Malorie then asks Michael to share an interesting statistic that they discussed over coffee- that only 5% of employees can just figure new things out themselves. The other 95% need to be thoroughly trained and reminded continuously on how to do things the way you want. Your business systems should be designed for the 95%, NOT the 5%. While it can be frustrating to constantly remind your team of how you want things done, Malorie explains how it’s absolutely necessary to do, and if you go into it with the right mindset it takes a lot of the frustration out of it.

Regarding how detailed your procedures need to be, Michael says it really depends on what the job is. The procedure for someone in a filing or scanning role, a typically lower skilled job, will have step-by-step instructions; but the procedure for lawyers to set depos by a certain time will simply have guidelines to follow. Malorie adds that their firm procedures’ level of detail has fluctuated quite a bit, and the key to success is adapting to your firm’s current needs.

Malorie and Michael then take a deeper look at one of their procedures, for each lit team to have a monthly File Review on each case at the firm. They discuss why they have them and how they benefit Michael, then move on to how they hold teams accountable and achieve buy-in.

Achieving buy-in is the tough part. Looking at the big picture, Michael shares his firm’s “mantra” which they recite at the beginning of each meeting. If a team member buys into this mantra, he will do everything in his power to develop and support them. It’s something they look for in the hiring process and are up front on from the beginning, but if someone doesn’t want to buy into this mantra, it doesn’t mean they’re a bad lawyer, but his firm isn’t the right place for them.

Malorie then digs into the micro-level buy-in for each procedure, where they encourage feedback and brainstorm how to make the procedure better. They’ll get some great suggestions from their team, which they sometimes implement into the final procedure. They also make sure to explain the “why” behind each procedure, to make it clear they’re not trying to micro-manage the team or create unnecessary work.

After discussing some things they’ve learned from implementing procedures over the years, Michael brings up an upcoming Patrick Lencioni book on the concept of “The Working Genius Model” with the acronym “WIDGET”- Wonder, Idea, Discernment, Galvanizing, Enablement, and Tenacity. They elaborate on each of these working genius types, share the ones they each have and don’t have, and explain how they filled their team with the other types. The result has been a trusting, high-performing, complete team.

Michael and Malorie end the episode by encouraging listeners to work on building their ideal team and to start creating procedures for their firms. The result will be more joy and a better-performing law firm.

This episode also covers how to create procedures that leave room for creative lawyering, when to get rid of ineffective procedures, why perfection is the enemy of good work, how to incorporate Patrick Lencioni’s Working Genius Model into your firm, and so much more.

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Episode

106 – Malorie Peacock – The Only Constant: Overcoming Change

By Michael Cowen — 1 year ago

In this episode of the Trial Lawyer Nation podcast, Michael sits down with his law partner Malorie Peacock for her first episode since coming back from maternity leave to have a fitting conversation about change. They’ll take a look at different types of changes, including personal, business, law, and intentional ones, and discuss how to embrace them instead of being overwhelmed by them.

Starting with personal change, Michael asks Malorie how she dealt with the change of not working during her 3-month maternity leave. She shares how at first, she was a zombie (which I’m sure all parents listening can relate to), but once she and her husband got into a routine, she found it hard not to check in on her cases. And while she enjoyed her leave, she’s happy to be back doing the job she loves again, and Michael is also glad to have her back.

Michael then shares his experience of taking over the housework while his wife stays in the guest house with Covid. He had a referring attorney call him when he was trying to help his wife and sons, but he had to ask the attorney to call back tomorrow. He was nervous the attorney would take his business somewhere else, but after their discussion the next morning he realized everything would be fine. Malorie poignantly shares that the fear and anxiety we have about change is usually worse than what actually happens.

Continuing with business change, Michael reflects on his law firm growing and the inevitable turnover that comes with growth. He’s found that no matter how much effort you put into making your law firm a good place to work, there are other factors that can cause people to leave. Malorie agrees, adding that it’s just not realistic to expect everyone at the firm to stay forever. And when someone does leave, even those you thought would be with you their entire career, having the right attitude is the key to moving forward effectively.

Michael continues this topic by mentioning the book “No B.S. Ruthless Management of Profits and People,” assuring listeners that the title makes it sound worse than it is. There’s a section of the book which discusses the employee-employer relationship, saying you need to be realistic about that relationship and how people see you. At the end of the day, this is just a job for them.  Malorie agrees and adds that psychologically, it’s a good thing if your employees expect to be treated well. It means they perceive themselves as people who work hard and are committed.

Michael then shares how he copes with drastic changes. He takes a 12-24 hour “mourning” period where he lets himself feel it and vents to someone trusted. After that’s done, his focus moves to how they can make it even better than it was before. Could the systems for that position be improved? Do you need to re-think how you structure the position completely? These are all questions you should be asking yourself for each employee turnover.

Moving on to changes in the law, Michael reflects on when he first became a lawyer, and they took the money out of workers’ compensation cases in the state of Texas. Then came the medical malpractice caps and other tort reform policies. Each time, there were lawyers who refused to change and faced serious financial struggles, and there were lawyers who got creative and found ways to adapt- sometimes resulting in them being better off than before the “bad” change. Malorie wholeheartedly agrees and adds that finding a group of lawyer friends to brainstorm with has been very helpful for her in these situations.

As Michael and Malorie begin to wrap up the episode, Michael praises Malorie for her positivity in the face of change and her ability to be creative and look for solutions. It’s something she partially credits to her natural personality, but she also makes a conscious effort to find something good about the change (even when it’s mostly bad) or take the time to think about all the good things in her life. It helps assure her that the world won’t end, and this positive outlook rubs off on those around her. Michael then shares his journey to having a positive outlook on change, and the two of them exchange a heartfelt moment of exchanges with their children that resonate with each of them.

The episode ends with a reminder to register for Cowen’s Big Rig Boot Camp as soon as possible. In-person seats are already full, but you can get on the waitlist or register virtually here! We’d love to see you there.

This episode also covers why “1” is the most dangerous number of anything, why you should avoid negative people, how to overcome some recent bad case law in Texas, and much more.

 

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Episode

82 – Malorie Peacock – Working Through Others: Building a High-Performing Team

By Michael Cowen — 2 years ago

In this episode of the Trial Lawyer Nation podcast, Michael sits down with his partner Malorie Peacock to discuss the art of managing your team and “working through others.” They cover effective delegation, hiring for experience vs. hiring for attitude, and how lawyers can be leaders to their teams.

Michael and Malorie kick off the episode with a look at delegating tasks to your team effectively, which is easier said than done when the team member has to do the work to your standards. Malorie starts by sharing her thought process when she wants to delegate a task. She first asks herself if this is something she could expect someone else to do in a way she approves of. If it is, she gives clear instructions and deadlines for when the task should be completed. Lastly, she makes a point to be available and open to answering any questions the team member may have about the task.

Michael then brings up a common pitfall for attorneys attempting to delegate tasks – if it’s not done right, he tends to just fix the errors instead of explaining the issues to the team member. Malorie cautions against doing this and outlines the perfect strategy for situations where the work needs to be fixed ASAP, but the team member needs to be taught the correct way for next time.

The conversation then transitions to a look at hiring and training – specifically for a paralegal position. Malorie shares how both of her paralegals started with the firm as receptionists with no legal experience. They were both trained up to the paralegal role which required a lot of work up front, but the benefit to this was they didn’t have any “bad habits.” Michael agrees that he prefers to train someone up from within, so they learn to do the job the way he wants them to, but not every lawyer agrees with this approach. They continue to discuss the pros and cons of hiring someone with experience vs. without experience, to which Malorie concludes it’s really about their ability to perform their main role of assisting the attorney.

After an insightful look at what the attorney can do to ensure their assistant is successful, they begin to discuss what lawyers can do to be leaders to their teams. Malorie reflects on the true meaning of being a leader and insists it all goes back to trust. Your team should trust you enough to tell you when they messed up, or when they need help with something.

Michael continues this line of thought with the necessity of having uncomfortable conversations about issues BEFORE they become a crisis. He recently had the opportunity to meet with Texas A&M football coach Jimbo Fisher, who is notoriously tough on his players. When Michael asked how he holds his players to such high standards, Jimbo highlighted the need for clear expectations, consistency, and for the team to believe that you hold them to those high expectations because you genuinely care about them. In order to have those necessary uncomfortable conversations, you need buy-in and trust from your team members, so they know you’re coaching them up and not putting them down.

Michael and Malorie then discuss how they communicate with their staff to lift them up. They share a variety of techniques that have worked for them, including not creating emergencies, overcommunicating, being willing to do parts of the paralegal’s job, and numerous strategies to show employee appreciation. One thing Michael has always done and will continue to do is invest in his staff’s education. He does this through weekly internal trainings and paying for his staff attend legal seminars like the annual ATAA symposium. Even the act of spending money on their hotels shows them they are valued and appreciated, and “if you buy-in, we’ll have your back.”

This leads Michael and Malorie to discuss the importance of having your team’s back. This doesn’t mean that you sweep issues under the rug- but it does mean you don’t bad mouth your team members to other people, especially to people outside of your team.

They end the episode with a discussion about managing anger and frustration, something many attorneys struggle with. Michael and Malorie both agree when someone does something wrong and it makes you upset, you need to wait until you’ve calmed down to have a conversation with them about it. Malorie finds it helpful to vent to a trusted person about what happened to let off steam, while Michael likes to take his own time to cool off. It comes down to what works best for you, so you can have a productive conversation without bringing the whole team down.

Attorney leadership, while easier said than done, is vital to the success of any law firm. This is why Michael and his firm will be dedicating the second half of 2021 to developing their attorneys into strong leaders. If this topic interests you, stay tuned for a follow-up episode later this year!

This podcast also covers why the “perfect assistant” doesn’t exist, praising your team members, why you need to avoid unrealistic expectations, Michael’s favorite strategies for building employee buy-in, and so much more.

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Episode

79 – Malorie Peacock – Finding Joy in the Practice of Law

By Michael Cowen — 2 years ago

In this episode of the Trial Lawyer Nation podcast, Michael sits down with his law partner Malorie Peacock to discuss how they’ve been finding joy in the practice of law and in life over the last year. They’ll cover the struggles of working from home, what they’ve done to keep joy in their lives, what they’re looking forward to most in 2021, and what Cowen’s Big Rig Boot Camp annual seminar will look like this year (and how YOU can attend!).

The pair begins their conversation on a topic that everyone listening can relate to- the struggles of working from home. They both agree that a lot is lost over Zoom, from the creative process to human connection as a whole. But they also agree that certain depositions and court hearings taking place over Zoom has been a huge blessing for time management’s sake. While they’re excited to engage and meet in person again, they hope that once COVID is no longer a factor, courts will continue to allow certain proceedings to be conducted remotely.

Michael then asks Malorie the big question of the episode- What did you do to keep joy in your life in 2020? Malorie explains how establishing a home office space helped keep her sane, and how their firm daily check in meetings have kept their team connected. Michael adds how remote work was a really fun challenge at first, from buying everyone laptops to figuring out remote court proceedings. But as time went on, he became very burned out from it all. He now finds joy in getting ready for trial and the excitement of starting to meet in person again.

Malorie then turns the tables on Michael and asks him what he’s most looking forward to in terms of practicing law. Of course, Michael answered quickly with trials. Whether in person or virtual, a good case or a bad case, he says “I just want to get back in the ring. I don’t care if it’s minor league.” He’s also looking forward to seeing people in person for conferences, and he and Malorie discuss how virtual conferences have fallen short.

Malorie continues by reflecting on their (failed) resolutions discussed in a podcast episode at the beginning of 2020. This leads her to ask Michael if he’s made any “resolutions” for 2021. Michael says he has, and the theme is “Taking my life back.” He’s looking forward to traveling, seeing friends, and trying cases. Malorie adds that she’s excited to get back into her routine, which as an obsessive planner, is something she misses dearly. She then shares a personal story about her wedding which was originally planned for September of 2020 and how she’s learned to let go of things out of her control. Michael then ties this beautifully into how lawyers stress about trial, and how this year has taught all of us to stop living in fear and to value the little things more.

After a brief but insightful conversation about burnout in the legal industry, Malorie asks Michael about something she knows he’s very excited about- his annual Big Rig Boot Camp on May 20th of this year. He shares that there are both virtual AND in-person attendance options this year, something he decided to do after the fantastic virtual turnout in 2020. If you’d like to attend Cowen’s Big Rig Boot Camp in 2021 either virtually or in-person in San Antonio, Texas, visit BigRigBootCamp.com and register today, as spots for both options are limited.

Michael and Malorie conclude the episode on a wholesome note. Michael shares how he is making a concerted effort to find joy in his life every day, and Malorie says she’s doing the same. If we can all take a step back and put everything back into perspective, 2021 is sure to be one of the best years yet.

This podcast episode also covers getting used to traveling again, what virtual court proceedings may remain virtual, why virtual conferences just aren’t the same, burnout in the legal industry, and so much more.