Tips for Attorneys to Stay Organized

Staying organized is critical to any law firm and its members. Not only to deliver exceptional legal services, keep clients informed and happy, but also, and more importantly, to maintain personal wellness. Stress is no joke. Staying organized is fundamental to reducing stress. Follow the tips below to stay organized and keep your practice, and yourself, performing at the highest level.

Task Management Software

Using task management software is the first priority. Look for case management software that includes task management features to make sure it's all organized and assigned in the most orderly manner. A good task management feature lets users

• create and assign tasks by matter, by type, and by person,
• set both the start date and due date,
• define the priority of the task,
• specify a granular permission set, to set what each user can view, and
• update the task status, adding notes and documents or other attachments. 

Law firm members should be able to assign and track tasks assigned to clients, co-counsel, paralegals, and others involved only in their matter.  These types of controls limit the risk of data getting into the wrong hands, too.

Calendar Management Software

Most everyone uses a cloud-based calendar, whether personally or professionally. You know it's cloud-based if you can access it on any internet-connected device. Again, for attorneys, look for case management software that works with your existing calendar, like Google or Outlook. A good calendar management feature lets users

• create appointments, by matter, by type, and by person,
• integrate appointments easily with existing external cloud-based calendars,
• sync appointments to the case management software if the appointment originates in the external calendar,
• update and reschedule appointments as needed,
• provide optional notes, updates, documents, and other files,
• mark appointment status, whether pending, completed, or any other status your firm may choose, and
• track the status of each appointment.

Reminders are important. But as an option for the law firm. Some firms may request reminders for upcoming meetings, for the firm members, or for the client or external party. Others may choose not to have these reminders set. Again, look for case management software that gives your firm the option.

Organize Files

Accessing files easily and quickly helps the law firm stay organized and improves productivity. Case management software lets firms organize documents, and any other type of attachment, to keep documents centrally stored and accessible from any securely connected device. The option to store individual documents privately, for only law firm members to view, or publicly, where the client can also see the attachment, is a critical feature. Giving clients access to a client portal where they can also upload and share attachments saves the law firm time, too. Centralizing and organizing the storage of attachments and documents helps make the law firm organized, from anywhere. 

Use Templates

Templates can be any document that is used repetitively. Examples include the engagement letter, standardized documents used in the particular type of law, or intake documents the law firm uses that are customized by matter type... or not. Using templates in conjunction with document automation features streamlines the creation of the templates. Again, case management software stores the data centrally, making it available for the auto-completion of multiple templates. Spending time entering data that is already stored elsewhere drives up organization and efficiency.

Keep a Clean Work Area

Reducing clutter reduces distractions. Ensure work areas are open and accessible. Ensure stored items are organized and out of the way, but easily accessible. Use storage solutions that are labeled and ensure the firm knows where to find them when needed. Set aside time to tidy up your desk and the office on a regular basis. Keep only the items you need. Ensure those that you access regularly are easily available but can be stored easily as well. 

Staying organized is key to ensuring the firm and its members are as productive as possible while easing any sources of stress. These tips not only keep things organized but with the right case management software, make it simple. Want to find out more about how case management software improves organization? Contact us any time.