As with any other kind of business, managing a legal firm can be complex and challenging, and it is essential to look for ways that can help you save money while providing a competitive service to your clients. Managing legal cases can demand a variety of tools and skills, and one of the most effective ways to do this is by incorporating case management software into your firm’s infrastructure. Read on to find out how this can help your firm, and how you can manage legal cases with greater ease.
Ensure that you are properly organized
Most legal firms will often be juggling multiple case files on a regular basis, and this can range from a few dozen to several hundred, in the case of a very large firm. With so many different clients to consider, keeping a proper organization system with Legal Case Management Software is critical in ensuring that everything runs smoothly and mistakes are avoided.
You may have to deal with both physical and electronic materials, and both should be organized separately. When it comes to physical materials and documentation, it is worth keeping a digital backup or scans in case anything is ever lost or misplaced. This can also help you keep track and access critical information whenever you may need it.
Electronic materials are much easier to organize, but an important aspect to consider is their security. Digital information can be at risk of loss or theft, so ensure that you have a security system that is only accessible by those with legitimate clearance to do so. Remember that any breaches in your data can end up becoming a costly and reputation-damaging mistake.
Create a checklist for each case
Managing cases will often require several tasks that need completion, and many of them can often be repetitive and time consuming. It’s easy to make mistakes when you are doing the same thing repeatedly, or to overlook a task that has not been completed. To avoid problems from arising, creating a checklist for each case you handle can help you stay on track.
A digital checklist is often the most effective way of doing this, as it can be updated immediately after an action has been completed. It can also be accessed by multiple people if relevant, allowing everyone involved in the case to monitor the progression and look out for potential mistakes.
As every case is individual, there may not be any single checklist that can suffice for every case – instead, having a bespoke checklist is needed to address each one’s requirements.
Delegate tasks and monitor them
The advantage of creating a checklist at the start of each case is that you can clearly identify what needs doing, and the different tasks that must be completed. You can also get a good idea of the timescale and workflow of the case, so that you can plan when things should be completed, as well as how long different tasks may take or what obstacles they may face.
Once you have an overview of the tasks that need doing, you should then begin to delegate them to the relevant people within your organization. It’s a mistake to assume that you can handle everything yourself – not only can this end up taking more time and resources, but it can also leave you open to the possibility of making mistakes. Delegating tasks to a number of people allows everyone to keep an eye on what has been done, making it easier to identify any potential problems before they become too serious a matter.
Once all tasks are delegated, there is still work to be done, and it’s essential that you follow up on them in a timely way. Monitoring what has been completed and what is still outstanding can help you manage the case in a timely manner, and avoid having to rush or run out of time. If needed, you can request extensions on deadlines to allow more time and justify why this might be the case when you can clearly see the reasons for the delay. Following up is also essential to keep an eye on performance and quality of the work produced.