Maximize the Benefits of Workflows

Let's start from the beginning. What exactly is a workflow for a law firm? It's a short way of saying how things get done at your law firm. Anything that follows a typical process is a workflow. But, just because you have a typical process doesn't mean it's optimized. And with the right case management software, automating various elements of the workflow not only takes the burden off of remembering everything, but also does some of the prep for you. To design productive workflows for your law firm, follow the guidelines below.

Know Your Workflows

Start from the beginning with the processes you follow now. Identify your existing standardized processes if any. It can be the process followed when a new lead comes to the firm. Or perhaps the process when a new client hires the firm. Identify each step, who completes that step, who is involved in the process, and any areas where improvement would be helpful. For existing workflows, this is a great place to start. 

Perhaps you haven't yet created any standardized processes. Well, now is a great time to start. Remember, this is a guideline. There will be exceptions. The workflow should cover the most typical process for your firm, in that specific area. 

Target Result of the Workflow

For each workflow, or potential workflow, what is the outcome you want to see? We hear our users say they are losing too many leads. Their typical process isn't working. So they want to create a standard workflow to make sure leads aren't lost. The result, in this instance? Tracking each lead that comes to the firm and the ultimate outcome - hired the firm, moved on, etc. Maybe you are focusing on compliance with conflict checks, reducing data entry errors, or improving the efficiency of the firm. 

Get Input

If you are a solo firm, well, no real need for input. But if you work with other legal professionals in the firm, whether it's a legal secretary, paralegal, other attorneys, or staff, get their input on the need for the workflow. Perhaps someone takes the lead on one particular workflow. Once created, share that with the rest of the team. Get the input of everyone who may benefit, or not, from the workflow itself. Once you have a good level of agreement, it's time to put it into action. Remember, workflows are templates of processes. Sometimes, you need to try it out and can tweak it after a few months.  

Be Specific

Focus on the details. Not only what should be done, when it should be done, but also who should do it. Clients want to be active participants in their matters, too. The right software lets you assign tasks to clients they can access through the portal. But it should go beyond that. Clients should be able to complete forms to submit the information you need to complete standardized documents or just information the law firm needs in general. Workflows should give you the option to assign tasks by role within the matter as well. Whether attorney, paralegal, external paralegal or attorney, client, or staff, the right software gives you the options.

Automate It

This is where the right case management software comes into play. Now that you have a workflow, adding that to each process - whether intake or managing a matter - should be simple. By creating the workflow in your software, with the click of a button, the tasks are automatically added - and assigned. All the automatically created steps in the workflow should be editable - sometimes dates change or the individuals involved in the matter change. Look for software that lets you assign tasks to the client, too. After all, they have a lot of the knowledge you need to build the case. 

Taking it a step further, look for software that automates the creation of completion of standard forms. With document automation, for both Word documents and pdfs, firms can greatly save time automating these redundant tasks. After all, the client has the knowledge. Once they enter it, you should be able to put it to work. 

Monitor and Update

So, how are the workflows working? Once implemented, monitor the results and compare this to the goal outlined for them at the beginning. What's working? What can be improved? Make the necessary adjustments and keep going. 

As always, ongoing training and support are important. Work with your case management software provider to make sure the team knows how to use the various features of the software. Ask your provider how often upgrades are released, how many of them come from users, and what their policy is on training. As to SimpleLaw, well, we do all of that. And we set up your workflows for you. Our motto is, we do the tech. You do the law. Remember, workflows, and your software, should be dynamic and adaptable.