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

Thank You!Contact:

Law Offices of Carolyn Elefantelefant@myshingle.com

202-297-6100