Calendaring, Docketing, And File Tickling Systems Pp 2007

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Transcript of Calendaring, Docketing, And File Tickling Systems Pp 2007

  • 1. Calendaring, Docketing, and File Tickling Systems
    Lewis & Clark School of Law
    Graduate Fellows Program October 19, 2009
    Sheila M. Blackford
    Attorney & Practice Management Advisor
    OSB Professional Liability Fund

2. Our Agenda
Whats at stake?
Calendar Control
Docket Control
File Tickling Control
Resources
Questions
Lewis & Clark School of Law Graduate Fellows Program
3. Most malpractice claims involve missing a deadline.
Stats are scary but in Oregon, the odds of a legal malpractice claim are 1 in 5.
Lewis & Clark School of Law Graduate Fellows Program
4. Malpractice Claims due to Administrative ErrorABA 2007 Profile of Legal Malpractice Claims
Failure to File Document No Deadline
Failure to Calendar Properly
Procrastination in Performance/Follow-up
Failure to Calendar Properly
Clerical Error
Lost File, Document Evidence
Lewis & Clark School of Law Graduate Fellows Program
5. ABA 2007 Profile of Legal Malpractice Claims
Lewis & Clark School of Law Graduate Fellows Program
6. Malpractice Claims due to Administrative ErrorABA 2007 Profile of Legal Malpractice Claims
Lewis & Clark School of Law Graduate Fellows Program
7. Calendar Control
Do you have a reliable system for tracking dates and deadlines?
Lewis & Clark School of Law Graduate Fellows Program
8. Calendaring

  • Have a backup system.

9. Calendar advance warnings prior to ultimate deadlines. 10. Follow up to see that the work was actually completed.Lewis & Clark School of Law Graduate Fellows Program
11. Calendar important dates
Administrative hearings and deadlines
Billing dates
Client-imposed deadlines
Court appearances
Dates you and your staff will be out of the office
Deadlines set by you and your staff
Lewis & Clark School of Law Graduate Fellows Program
12. Calendar important dates
Discovery dates
Litigation deadlines
Procedural deadlines
Statute of limitations
Tort claim notice deadlines
Lewis & Clark School of Law Graduate Fellows Program
13. Docket Control
Do you have a formaldocket control system?
Lewis & Clark School of Law Graduate Fellows Program
14. Docketing

  • Have a designated employee in charge of the docket system.

15. Double check all entries. 16. Task is complete when item mailed, filed, or served. 17. Follow up all tasks done prior to deadline.Lewis & Clark School of Law Graduate Fellows Program
18. Docket items
All deadlines as they arise
Reminder notices of deadlines
A few days, a week, a month
Final reminders
Final reviews
Follow-up reminders
Lewis & Clark School of Law Graduate Fellows Program
19. Docket items specific to practice
Administrative
Appellate
Bankruptcy
Corporations
Foreclosures
Immigration
Litigation
Patent
Probate
Tax
Lewis & Clark School of Law Graduate Fellows Program
20. File Tickling Control
Do you have a file tickling system to prevent files from being neglected?
Lewis & Clark School of Law Graduate Fellows Program
21. File Tickling

  • Tickle file for review every 30 days.

22. Tickle file to be pulled and reviewed every 60 days. 23. Never put a file away without a future tickle date.Lewis & Clark School of Law Graduate Fellows Program
24. Tickling
Dont let files stack up on your desk.
A good tickling system prevents vertical piles on your desk.
A good tickling system prevents files falling through the crack because nothing has happened to create activity.
Lewis & Clark School of Law Graduate Fellows Program
25. Tickle Items
Open files
Follow-ups to requests from firm
Follow-ups to requests from client
Follow-ups to requests from opposing party
Follow-ups to requests from court
At file closing
At file destruction
Lewis & Clark School of Law Graduate Fellows Program
26. Resources for calendaring, docketing, and file tickling systems
Professional Liability Fund www.osbplf.org
Practice Aids and Forms
ABA Books at 15% discount
Oregon State Bar www.osbar.org
CLEs & Publications
Oregon Law Institute www.lclark.edu/org/oli
CLEs & Publications
Lewis & Clark School of Law Graduate Fellows Program
27. Resources for case management software that has calendaring, docketing, and file tickling systems PC-based
Amicus Attorney 2009 Small Firm Edition, $499.;Premium Edition, (SQL Server 2005) $699. www.amicus attorney.com
PracticeMaster , Basic $199. free with Tabs3 Billing; Premier $295. www.tabs3.com
ProLaw, READY(pricing 1-800-977-6529); www.prolaw.com
TimeMatters10. (includes 1st year maintenance plan) $905. www.timematters.com
Lewis & Clark School of Law Graduate Fellows Program
28. Resources for case management software that has calendaring, docketing, and file tickling systems Mac-based
Daylite$199. ww.marketcircle.com
LAWSTREAM, $800. (includes year of support) Classic version still available, contact for price. www.lawstream.com
Legal Suite Case Management Software, $199. www.mdansby.com
Lewis & Clark School of Law Graduate Fellows Program
29. Resources for case management software that has calendaring, docketing, and file tickling systems Web-based
Clio, $49. month.www.goclio.com
RocketMATTER , $59. month. www.rocketmatter.com
Lewis & Clark School of Law Graduate Fellows Program
30. Avoiding Missed Deadlines is the GoalOutlook vs. Case Management Software
Microsoft Outlook: e-mail, calendar, contact cards, to-do list, and free-form notes; can organize by person.
vs.
Case Management Software: E-mail, calendar, contacts, to dos, and notes plus client information database, organizes by person and file; assembles documents in your cases; organizes documents in your cases; links to your billing system.
Lewis & Clark School of Law Graduate Fellows Program
31. Time Matters: The Daily View
Change staff or view by selecting different options from top of screen
Display as little or as much information as you want you choose!
Lewis & Clark School of Law Graduate Fellows Program
32. View Multiple Days at Once: One PracticeMaster Calendar View
Calendar
Tasks
Lewis & Clark School of Law Graduate Fellows Program
33. Display Multiple Staff on a Single Calendar Day!
Time Matters: Margie, are you busy at 2:00PM?
Lewis & Clark School of Law Graduate Fellows Program
34. Tony, Whats my calendar look likefor the next 3 days?
You can change the number of calendar days displayed by selecting one of the options shown. You can also define your own!
Initials designate entries for different staff members.
Lewis & Clark School of Law Graduate Fellows Program
35. The Modern Group Calendar:
Case Team Management at last!
Lewis & Clark School of Law Graduate Fellows Program
36. But I Liked My Day Planner!
Amicus Weekly and Monthly Calendar Views
These views combine the power of the Amicus database with atraditional paper calendar type view.
Lewis & Clark School of Law Graduate Fellows Program
37. The Time Matters Approach to Group Calendars:
Lewis & Clark School of Law Graduate Fellows Program
38. Case Calendars are a Snap!
Filtering Out the Noise in Time Matters

  • A simple filter allows you to display information on just one case or relating to just one client.

Lets see only the items scheduled for the Gordan trial this week . . .
Lewis & Clark School of Law Graduate Fellows Program
39. But I Liked My Day Planner!
Time Matters Weekly and Monthly Calendar Views
Compare the detail of views
to your tradition paper calendar
Lewis & Clark School of Law Graduate Fellows Program
40. Warning -Avoid the Traps!
TimeMatters warns you if you try to double schedule
Trying to schedule an event at the same time as an existing event generates an immediate warning of the potential conflict.
Lewis & Clark School of Law Graduate Fellows Program
41. Warnings About Warnings
Multitasking doesnt mean you can be in two places at once!
Lewis & Clark School of Law Graduate Fellows Program
42. Alerts, Reminders and Watches Screen: Time Matters Neglect Prescription for Busy Lawyers!
Lewis & Clark School of Law Graduate Fellows Program
43. Forget becomes Neglect No More!
Select yourcriteria for which records you want watched and periods of inactivity
Lewis & Clark School of Law Graduate Fellows Program
44. Rx for Neglect
Add Filters for tighter control over watched items
Lewis & Clark School of Law Graduate Fellows Program
45. Alerts and Reminders: have them your way
Generate reports useful to you and your case team.
Lewis & Clark School of Law Graduate Fellows Program
46. Amicus Has its Dailies - the
Electronic Legal Assistant
Click on an item and get the details or click Todays Overview . . .
Lewis & Clark School of Law Graduate Fellows Program
47. Difficult to miss
Todays Appointments, Outstanding To Dos, Unreturned Phone Calls, and Outstanding E-mails with Amicus!
Lewis & Clark School of Law Graduate Fellows Program
48. Practice Masters Incomplete Task List
Warns of I