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Managing Your Time and Office
With Systems And TechTools:
Getting More Done With Less
Carolyn Elefant
Why Systems…
if you work alone?
Run on
Autopilot
Prevent
Mistakes
A total of 16.63 percent of malpractice claims [for
2008] resulted from the firm not knowing or not
properly responding to...
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?
Categories
Substantive
 Procedural
 Marketing
Tools & Tips for
Setting Up Systems
Step 1: Define Purpose
Step 2: Who’s the User?

Read-do
(before)
vs.
Do-Confirm
(after)

Step 3: Simplify but
sufficient d...
Step

Performance Date

Client Call to Office
Ask how client found the office
If interested, set meeting w/in X date
If ju...
What systems
do you have for
handling paper
or email
communication
s that come
through the
door….
Rocket Matter

Checklist
Tools

Printable Checklist

ToodleDo
Outlook To Do
List

Clio

Phone Apps
TaDa List
Flowcharts &

Mindmaps
Flowchart & Mindmap Tools
Mindmeister.com

MindJet.com

Flowchart.com
(beta)
Forms
Facilitates gathering
of routine information
needed to evaluate
or handle case

Staff can complete
forms

Client DIY...
Templates
Form letters and
documents that can
be customized for
individual matters

Create templates for
each stage of a
m...
Template Tools
Collaborative Tools
Zoho Projects (zoho.com)Box.net

Google Docs

BaseCamp
(basecamphq.com)
Knowledge Management
Tools
Google
Wiki

Evernote
Time Your Turn to Put A
System in Place
Thank You!
Contact:
Law Offices of Carolyn Elefant
elefant@myshingle.com
202-297-6100
Michigansystemrevised
Michigansystemrevised
Michigansystemrevised
Michigansystemrevised
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  • If you’re in court, you want to get clients calls, have emails responded - social media presence - make it happen even if not
  • Transcript of "Michigansystemrevised"

    1. 1. Managing Your Time and Office With Systems And TechTools: Getting More Done With Less Carolyn Elefant
    2. 2. Why Systems… if you work alone?
    3. 3. Run on Autopilot
    4. 4. Prevent Mistakes
    5. 5. 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
    6. 6. Facilitate delegation
    7. 7. Avoid client surprises
    8. 8. Compare apples to apples
    9. 9. How does your checklist of incorporation services stack up?
    10. 10. Systems/business process can build monetary value for a practice
    11. 11. Achieve balance and less stress
    12. 12. What Kinds of Systems?
    13. 13. Categories Substantive  Procedural  Marketing
    14. 14. Tools & Tips for Setting Up Systems
    15. 15. Step 1: Define Purpose Step 2: Who’s the User? Read-do (before) vs. Do-Confirm (after) 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
    16. 16. Step Performance Date Client 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 Client Intake Process (Table)
    17. 17. What systems do you have for handling paper or email communication s that come through the door….
    18. 18. Rocket Matter Checklist Tools Printable Checklist ToodleDo Outlook To Do List Clio Phone Apps TaDa List
    19. 19. Flowcharts & Mindmaps
    20. 20. Flowchart & Mindmap Tools Mindmeister.com MindJet.com Flowchart.com (beta)
    21. 21. Forms Facilitates gathering of routine information needed to evaluate or handle case Staff can complete forms Client DIY* (ethics caveats for initial intake)
    22. 22. 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
    23. 23. Template Tools
    24. 24. Collaborative Tools Zoho Projects (zoho.com)Box.net Google Docs BaseCamp (basecamphq.com)
    25. 25. Knowledge Management Tools Google Wiki Evernote
    26. 26. Time Your Turn to Put A System in Place
    27. 27. Thank You! Contact: Law Offices of Carolyn Elefant elefant@myshingle.com 202-297-6100
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