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Managing Your Time and Office With Systems And
TechTools:Getting More Done With LessCarolyn Elefant
Why Systems…if you work alone?
Run on Autopilot
PreventMistakes
A total of 16.63 percent of malpractice claims [for 2008] resulted from the firm not knowing or not properly responding to the court calendar:
•7.09 percent were for failure to know/ascertain a deadline
•5.19 percent were for failure to calendar properly
•4.35 percent were for failure to react to the calendar
ABA Profile of Legal Malpractice Claims 2009
Facilitate delegation
Avoid client
surprises
Compare apples to
apples
How does your checklist of incorporation services stack up?
Systems/business process can build
monetary value for a practice
Achieve balance and less stress
What Kinds of Systems?
Substantive
Procedural
Marketing
Categories
Tools & Tips for Setting Up Systems
Step 1: Define Purpose
Step 2: Who’s the User?
Step 3: Simplify but sufficient detail
Step 4: One page!
Step 5: Coordinate with calendar
Step 6: Give to clients (if relevant)
Step 7: Re-evaluate
Read-do (before)
vs.
Do-Confirm (after)
Client Intake Process (Table)
Step Performance DateClient Call to Office
Ask how client found the office
If interested, set meeting w/in X date
If just asking price, send email w/FAQ
Client Intake
Conflicts Check
If no conflict, send Client Retainer
If retainer not returned, call client
If no retainer by X date, send declination letter
If yes signed retainer, did payment clear?
If no, notice to client (and declination letter)
If yes, enter client in data base, prepare draft document
Client Review (one round)
Finalize documents
Is bill paid? (If no, begin process forpayment. If yes, send final materials)
If unbundled (e.g., client files) send documents, instruction letter, end of engagement letter and client survey
If full service, file documents, then send filed copies, end of engagement letter and client survey
Send requests for testimonial
Start newsletter or holiday cards
What systems do you have for handling paper
or email communications
that come through the
door….
Checklist Tools
Rocket Matter
Clio
TaDa List
ToodleDo
Phone Apps
Printable Checklist
Outlook To Do List
Flowcharts &
Mindmaps
Flowchart & Mindmap Tools
Flowchart.com (beta)
MindJet.com
Mindmeister.com
Forms
Facilitates gathering of routine information needed to evaluate or handle case
Staff can complete forms
Client DIY* (ethics caveats for initial intake)
Templates
Form letters and documents that can be customized for individual matters
Create templates for each stage of a matter
Word processing v. Hotdocs or automation
Template Tools
Collaborative ToolsZoho Projects (zoho.com) Box.net
Google Docs BaseCamp (basecamphq.com)
Knowledge Management Tools
Evernote
Google Wiki
Time Your Turn to Put A System in Place