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2018 Business Services Internship

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Shearman and Sterling (Londo

on 27 March 2018

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Transcript of 2018 Business Services Internship


WELCOME
BUSINESS INTERNSHIPS 2018
AGENDA
Presentation
Q&A
Drinks
FIRM OVERVIEW
WHAT ARE BUSINESS SERVICES
WHAT WILL YOU GET OUT OF IT?
WHAT ARE WE LOOKING FOR?
DEPARTMENTS
OVERVIEW
Marketing & Business Development
HR
Graduate
Recruitment
Legal
Project
Management
Facilities &
Property Management
Knowledge
Management
Research & Information Services
To provide knowledge solutions to Attorneys worldwide, with recent projects including:

Organisation Structure for 2018
THE WORK
5
THE WORK:
WHAT THE INTERNSHIP WILL INVOLVE?
Responding to research requests (incl liaising with colleagues in other offices)

Looking after the most important asset to the firm – its people!


WHY IS THIS INTERESTING?
PROJECT WORK
– collaborating with various team members across a variety of projects, ranging from benefits and employee wellbeing, to diversity & inclusion, and generalist HR initiatives




We hire 12-15 trainees per year
WHAT WOULD THE INTERNSHIP INVOLVE?
Learning every day - shadowing several members of the team day to day

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THE WORK
76
VARIETY
– every day is different

WHAT WILL THE INTERNSHIP INVOLVE?
Screening Training Contract applications, carrying out first round interviews and hosting Assessment Centres

Delivery of “Knowledge Center” – our first global document and matter solution
Review of our Document Management System (DMS)
Increased profiling of documents with knowledge values
Heightened procedures for capturing and using matter information
Use of efficiency tools such as Contract Express
Examination of Artificial Intelligence
Data analytics through “Tableau”

Bringing ideas around technology and potential use within a law firm

Utilising the firm's procedure for 'Transaction Closing Sets

Working with our Document Management System

Understanding, examining and reporting analytics for our system usage

Providing analysis and cleansing of migration data

Attending internal sessions for training users on knowledge systems

Attending KM weekly team video conference and all other internal/external meetings

Managing building services and maintenance, building security, corporate travel and transport, health & safety, reception and hospitality including vending, catering and client suite services, and space planning including furniture requirements.

Managing, monitoring and coordinating a number of outsourced service providers, including overseeing service provider performance against contract terms.

Getting involved with the daily responsibilities within the team, including liaising with other business service departments concerning office space/office moves.

ISO 14001 accreditation – assisting with updating existing documentation and procedures in readiness for transition to new ISO 14001 standards
Documentation and communication including:
poster campaigns
projects for environmental initiatives eg effective recycling initiatives
updating the Facilities page on the intranet with interesting information, eg energy, waste, H&S updates
collating energy reporting data

Reviewing and updating various databases, eg contracts, keys, DSE assessments

An information service - respond to requests for press searches, journal articles, company filings, cases, legislation, commentary and market trends

Proactive – current awareness services – as well as reactive

Procurement - manage subscriptions to research tools, run trials of new research tools, aim to get the best price

Training – organise and deliver refresher training and meet all legal new joiners

Manage the Main Library and department libraries – book ordering, cataloguing, classification

Compiling daily current awareness bulletins e.g. MENA

Ordering cases, journal articles and book extracts from national law libraries

Requesting passwords

Updating intranet pages and user guides, including password reminder tool

Updating list of online research tools (prices, Ts&Cs)

How the department’s budget is managed (budget statements for practice groups, coding invoices, charging back searches)

Any special projects

Money coming in...
Billing:
Money coming in...
WHAT IS LPM?
Legal project management is a set of tools, techniques and behaviours to support the efficient management of matters.
It provides a structured approach to planning, pricing and anaging legal work.
OUR TEAM IS GROWING AND PROVIDES 3 CORE SERVICES:
DEDICATED
Dedicated project management support at all stages of a matter
WHAT WILL YOU DO ON THE INTERNSHIP?
Supporting the LPM team in integrating LPM into client proposals, including the design of an appropriate framework and project plan for specific projects

Working with Knowledge Management and IT colleagues on initiatives related to Legal Technology

Undertaking analysis of matters to determine patterns, trends and drivers of financial outcomes

Supporting the development of an online training programme to roll out globally

Learning about process mapping, including how to identify how processes can be structured in different ways to benefit the firm and its clients

Analysing data and determining different ways to interrogate it, draw conclusions and develop a compelling story of what it tells us


We are responsible for 30 current trainees
We run 3 two-week vacation schemes per year

We hold 4 open days per year along with other annual events in the office

We visit 14 campuses across the UK

We have had a 95% trainee retention rate for the past 3 years

We have an award-winning graduate recruitment website and the most-liked Facebook page of all law firms!

Making Training Contract offers to vac scheme candidates

Assessing the previous academic year’s successes and what we can do differently on campus, online and throughout our recruitment processes

Finishing off our trainees’ mid seat-reviews and planning for seat rotation in September

Preparing for the 2018 cohort to start in mid-August: background checks, visa requirement paperwork and on-boarding

Preparing for the 2018/19 academic year of on campus activity

Researching the market for new trends and opportunities for innovation

Writing blogs and creating videos to ensure we retain an active online presence

BUSINESS PLANNING
– defining our priorities and action planning for clients, industries and practices
WHY IS THIS INTERESTING?
CHALLENGING
– working with super intelligent lawyers

STIMULATING
– new developments, opportunities to track, always something to learn

FAST PACED
– dynamic projects, ever changing priorities

COLLABORATIVE
– working together with others in the team, in London and globally

VARIETY
– every day is different

SATISFACTION
– there is no better feeling than winning!
THE WORK
Ensuring that our employees are equipped to be the best at their job, whether this is by investing in their professional development, employee wellbeing, reward & recognition and fostering a diverse and inclusive working environment for all to enable our employees to come together and share ideas
Recruiting & retaining talented employees
WHAT THE INTERNSHIP WILL INVOLVE?
LEARNING EVERYDAY
- shadowing several members of the team day to day
INTERNAL COMMUNICATIONS
– drafting internal HR, benefits, diversity & inclusion communications (bulletin pieces)
GAINING AN INSIGHT
into the various cross-functions of the department, whether that be within a HR generalist capacity, working with our Graduate Recruitment team, or assisting our Professional Development team
Global
partnership
Established in
New York
1873
London office opened in 1972
1972
UK Law firm feel
200
Partners
850
Lawyers
Antitrust
Asset Management
Executive Compensation
Real Estate
Project Development & Finance
Litigation
International Arbitration
Financial Institutions Advisory
Mergers & Acquisitions
Finance
Tax
Full service
The business services functions are vital to the success of the organisation and the ability to meet our clients’ needs

While we are made up of a number of teams, we all work closely together to support the fee-earners within the organisation.


We have good relationships with the Partners and senior management who rely on us to deliver a high-quality service, and introduce initiatives to make a real difference to the Firm


Experiences that will help you in the future:

Insight into a number of different career opportunities which is invaluable when making future career decisions

SOMEBODY WHO IS...
Interested in gaining knowledge and experience of the corporate world
Happy to work without supervision and get involved with different projects
Keen to get involved and take the initiative

SOMEBODY WHO HAS...
Good oral and written communication skills

Good time management

A ‘can-do’ and positive approach

Proven interest in their chosen business services role

Strong attention to detail

Michael Joseph
Knowledge Systems Manager
London
Shari Salter
Knowledge Systems Manager
New York
Jules Kaplove
Process Architect Manager
New York
Jon Beaumont
Knowledge Systems Adviser
London
Crystal King
Information Indexing Specialist
New York
Jane Collins
Information Indexing Assistant
New York
Eleanor White
Information Indexing Assistant
London
THE WORK
WHAT THE INTERNSHIP WILL INVOLVE
WHAT THE INTERNSHIP WILL INVOLVE
Reviewing and closing out actions from annual H&S assessments.
Organisation Structure for 2018
Josh Palmer
Head of Property & Facilities

Jacqueline Pickering
Facilities Manager

Kate Guidotti
Facilities Co-coordinator

Chloe Snowling
Facilities Assistant

PLUS… we have a larger team of service providers taking care of office services (print, post, records), cleaners, reception and hospitality, maintenance etc.

THE WORK
WHAT THE INTERNSHIP WILL INVOLVE
PROPOSITION DEVELOPMENT
– drafting capability statements, highlighting the strengths of the firm
CLIENT TARGETING
– executing on client plans, account management and client relationship building
PITCHES & PROPOSALS
– winning new business for the firm, competitively!
DIRECTORY & AWARD SUBMISSIONS
– raising our profile and market recognition
PROFILE RAISING
– conference, seminars, press and PR coverage, as well as internal communications
Client intelligence – researching a client's business; corporate strategy, financial performance, global footprint, competitor positioning, opportunities etc
New business generation – working on pitches and proposals
Brochures and publications – amending and updating marketing collateral
Profile raising – helping with directory and award submissions
Internal communications – drafting internal BD communications
Client entertainment - helping organise and attending event
- An understanding of life in a corporate environment
- Working to deadlines in a professional environment
- Understanding the needs of clients
- Working with people at all levels across a range of offices
CHALLENGING
– working with all areas of the business
STIMULATING
– helping out on new projects and initiatives
FAST PACED
–ever changing priorities and demands
COLLABORATIVE
– working together with others in the team, in London and globally
Meredith Williams
Chief Knowledge Officer

Ian Hunter
Research and Information
Services Manager | London

Samantha Hawkins
Research and Information
Services Assistant | London

Organisation Structure
Fred Shanks
Research and Information
Services Manager | Americas

US Teams
New York | Washington DC
San Francisco

ON DEMAND
Project management support at one or more stages of a matter
CONSULT
Proactive, targeted support at the client, matter or process level
Full transcript