Calendaring, Docketing, and File Tickling Systems<br />Lewis & Clark School of Law <br />Graduate Fellows Program October ...
Our Agenda<br />What’s at stake?<br />Calendar Control<br />Docket Control<br />File Tickling Control<br />Resources<br />...
Most malpractice claims involve missing a deadline.<br />Stats are scary but in Oregon, the odds of a legal malpractice cl...
Malpractice Claims due to Administrative ErrorABA 2007 Profile of Legal Malpractice Claims<br />Failure to File Document –...
ABA 2007 Profile of Legal Malpractice Claims<br />Lewis & Clark School of Law Graduate Fellows Program<br />
Malpractice Claims due to Administrative ErrorABA 2007 Profile of Legal Malpractice Claims<br />Lewis & Clark School of La...
Calendar Control<br />Do you have a reliable system for tracking dates and deadlines?<br />Lewis & Clark School of Law Gra...
Calendaring<br /><ul><li>Have a backup system.
Calendar advance warnings prior to ultimate deadlines.
Follow up to see that the work was actually completed.</li></ul>Lewis & Clark School of Law Graduate Fellows Program<br />
Calendar important dates <br />Administrative hearings and deadlines<br />Billing dates<br />Client-imposed deadlines<br /...
Calendar important dates<br />Discovery dates<br />Litigation deadlines<br />Procedural deadlines <br />Statute of limitat...
Docket Control<br />Do you have a formal              docket control system?<br />Lewis & Clark School of Law Graduate Fel...
Docketing<br /><ul><li>Have a designated employee in charge of the docket system.
Double check all entries.
Task is complete when item mailed, filed, or served.
Follow up all tasks done prior to deadline.</li></ul>Lewis & Clark School of Law Graduate Fellows Program<br />
Docket items<br />All deadlines as they arise<br />Reminder notices of deadlines – <br />A few days, a week, a month<br />...
Docket items specific to practice<br />Administrative <br />Appellate<br />Bankruptcy<br />Corporations<br />Foreclosures<...
File Tickling Control<br />Do you have a file tickling system to prevent files from being neglected?<br />Lewis & Clark Sc...
File Tickling<br /><ul><li>Tickle file for review every 30 days.
Tickle file to be pulled and reviewed every 60 days.
Never put a file away without a future tickle date.</li></ul>Lewis & Clark School of Law Graduate Fellows Program<br />
Tickling<br />Don’t let files stack up on your desk.<br />A good tickling system prevents vertical piles on your desk.<br ...
Tickle Items<br />Open files<br />Follow-ups to requests from firm<br />Follow-ups to requests from client<br />Follow-ups...
Resources for calendaring, docketing, and file tickling systems<br />Professional Liability Fund www.osbplf.org<br />Pract...
Resources for case management software that has calendaring, docketing, and file tickling systems – PC-based<br />Amicus A...
Resources for case management software that has calendaring, docketing, and file tickling systems – Mac-based<br />Daylite...
Resources for case management software that has calendaring, docketing, and file tickling systems – Web-based<br />Clio, $...
Avoiding Missed Deadlines is the GoalOutlook vs. Case Management Software<br />Microsoft Outlook: e-mail, calendar, contac...
Time Matters: The Daily View<br />Change staff or view by selecting different options from top of screen<br />Display as l...
View Multiple Days at Once: One PracticeMaster Calendar View<br />Calendar<br />Tasks<br />Lewis & Clark School of Law Gra...
Display Multiple Staff on a Single Calendar Day!<br />Time Matters: “Margie, are you busy at 2:00PM?”<br />Lewis & Clark S...
“Tony, What’s my calendar look like          for the next 3 days?”<br />You can change the number of calendar days display...
The Modern Group Calendar: <br />Case Team Management at last!<br />Lewis & Clark School of Law Graduate Fellows Program<b...
“But I Liked My Day Planner!”<br />Amicus Weekly and Monthly Calendar Views<br />These views combine the power of the Amic...
The Time Matters Approach to Group Calendars:<br />Lewis & Clark School of Law Graduate Fellows Program<br />
Case Calendars are a Snap!<br />Filtering Out the “Noise” in Time Matters<br /><ul><li>A simple filter allows you to displ...
“But I Liked My Day Planner!”<br />Time Matters Weekly and Monthly Calendar Views<br />Compare the detail of views<br />to...
Warning -  Avoid the Traps!<br />TimeMatters warns you if you try to double schedule<br />	Trying to schedule an event at ...
Warnings About Warnings<br />Multitasking doesn’t mean you can be in two places at once!<br />Lewis & Clark School of Law ...
Alerts, Reminders and Watches Screen: Time Matters Neglect Prescription for Busy Lawyers!<br />Lewis & Clark School of Law...
Forget becomes Neglect – No More!<br />Select your  criteria for which records you want watched and periods of inactivity<...
Rx for Neglect<br />Add Filters for tighter control over watched items…<br />Lewis & Clark School of Law Graduate Fellows ...
Alerts and Reminders: have them your way…<br />Generate reports useful to you and your case team.<br />Lewis & Clark Schoo...
Amicus Has its “Dailies” - the <br />Electronic Legal Assistant<br />Click on an item and get the details or click “Today’...
Difficult to miss <br />Today’s Appointments, Outstanding To Do’s, Unreturned Phone Calls, and Outstanding E-mails with Am...
Practice Master’s Incomplete Task List <br />Warns of Incomplete Tasks both Past and Future...<br />Past items are in “red...
Time Matters Event Record<br />Not Just Date and Time….<br />Lewis & Clark School of Law Graduate Fellows Program<br />
Time is money!<br />Lewis & Clark School of Law Graduate Fellows Program<br />
Rules Integration Partners  with: Amicus Attorney, PracticeMaster.<br />Lewis & Clark School of Law Graduate Fellows Progr...
Legal Deadline Calculation Service. Prices range from $5.00 to $99.00 per research result. <br />Lewis & Clark School of L...
Time Matters Date Calculator: Simple Steps for Avoiding Missed Deadlines and Blown Statute of Limitations!<br />1.  Decide...
Time Matters Date Calculator<br />3.  Select from date calculations you have saved.<br />4.  Add, Change or Delete date ca...
Time Matters calls them “Chain” Templates…..<br />Lewis & Clark School of Law Graduate Fellows Program<br />
Creating the Chain:<br />Lewis & Clark School of Law Graduate Fellows Program<br />
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Calendaring, Docketing, And File Tickling Systems Pp 2007

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  • 8,146 of the 28,455 claim were for Administrative Error.Of these 8,146 claims, 3,053 were no deadline (37%); (10.73 of all claims reported)2,118 were due to Calendar (26%); (7.44%) of all claims reported)1206 were due to Procrastination (15%); (4.24% of all claims reported)1016 were due to Failure to react (12%); (3.57% of all claims reported)581 were due to clerical error (7%); (2.04% of all claims reported)172 were due to lost file/document (2%); .60% of all claims reported)
  • A good calendaring system has two components: (1) A TICKLING function to prompt you to pull files in anticipation of work; and (2) DOCKETING function to remind you of impending dates and deadlines. Your system should include at least two of these features:*Computerized calendar system*Tickler systems (computerized or tickler cards/box file)*Attorney’s calendar*Matching secretary’s calendarThere is a sample Calendar Note included at page 28.
  • The Professional Liability Fund offers American Bar Association (ABA) books, CLEs, periodicals, and other ABA Web Store products at a 15% discount off the ABA non-member rate. To claim your discount when ordering from the ABA Web Store, use the Promotional Code PAB8EOSB.
  • Many of these programs offer a free 30-day test drive. Remember, the program is only a tool – you have to be able to use it.
  • Calendaring, Docketing, And File Tickling Systems Pp 2007

    1. 1. Calendaring, Docketing, and File Tickling Systems<br />Lewis & Clark School of Law <br />Graduate Fellows Program October 19, 2009<br />Sheila M. Blackford<br />Attorney & Practice Management Advisor<br />OSB Professional Liability Fund<br />
    2. 2. Our Agenda<br />What’s at stake?<br />Calendar Control<br />Docket Control<br />File Tickling Control<br />Resources<br />Questions<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    3. 3. Most malpractice claims involve missing a deadline.<br />Stats are scary but in Oregon, the odds of a legal malpractice claim are 1 in 5.<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    4. 4. Malpractice Claims due to Administrative ErrorABA 2007 Profile of Legal Malpractice Claims<br />Failure to File Document – No Deadline<br />Failure to Calendar Properly<br />Procrastination in Performance/Follow-up<br />Failure to Calendar Properly<br />Clerical Error<br />Lost File, Document Evidence<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    5. 5. ABA 2007 Profile of Legal Malpractice Claims<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    6. 6. Malpractice Claims due to Administrative ErrorABA 2007 Profile of Legal Malpractice Claims<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    7. 7. Calendar Control<br />Do you have a reliable system for tracking dates and deadlines?<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    8. 8. Calendaring<br /><ul><li>Have a backup system.
    9. 9. Calendar advance warnings prior to ultimate deadlines.
    10. 10. Follow up to see that the work was actually completed.</li></ul>Lewis & Clark School of Law Graduate Fellows Program<br />
    11. 11. Calendar important dates <br />Administrative hearings and deadlines<br />Billing dates<br />Client-imposed deadlines<br />Court appearances <br />Dates you and your staff will be out of the office<br />Deadlines set by you and your staff<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    12. 12. Calendar important dates<br />Discovery dates<br />Litigation deadlines<br />Procedural deadlines <br />Statute of limitations<br />Tort claim notice deadlines<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    13. 13. Docket Control<br />Do you have a formal docket control system?<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    14. 14. Docketing<br /><ul><li>Have a designated employee in charge of the docket system.
    15. 15. Double check all entries.
    16. 16. Task is complete when item mailed, filed, or served.
    17. 17. Follow up all tasks done prior to deadline.</li></ul>Lewis & Clark School of Law Graduate Fellows Program<br />
    18. 18. Docket items<br />All deadlines as they arise<br />Reminder notices of deadlines – <br />A few days, a week, a month<br />Final reminders<br />Final reviews<br />Follow-up reminders<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    19. 19. Docket items specific to practice<br />Administrative <br />Appellate<br />Bankruptcy<br />Corporations<br />Foreclosures<br />Immigration <br />Litigation<br />Patent<br />Probate<br />Tax<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    20. 20. File Tickling Control<br />Do you have a file tickling system to prevent files from being neglected?<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    21. 21. File Tickling<br /><ul><li>Tickle file for review every 30 days.
    22. 22. Tickle file to be pulled and reviewed every 60 days.
    23. 23. Never put a file away without a future tickle date.</li></ul>Lewis & Clark School of Law Graduate Fellows Program<br />
    24. 24. Tickling<br />Don’t let files stack up on your desk.<br />A good tickling system prevents vertical piles on your desk.<br />A good tickling system prevents files falling through the crack because nothing has happened to create activity.<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    25. 25. Tickle Items<br />Open files<br />Follow-ups to requests from firm<br />Follow-ups to requests from client<br />Follow-ups to requests from opposing party<br />Follow-ups to requests from court <br />At file closing<br />At file destruction<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    26. 26. Resources for calendaring, docketing, and file tickling systems<br />Professional Liability Fund www.osbplf.org<br />Practice Aids and Forms<br />ABA Books at 15% discount<br />Oregon State Bar www.osbar.org<br />CLEs & Publications<br />Oregon Law Institute www.lclark.edu/org/oli<br />CLEs & Publications<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    27. 27. Resources for case management software that has calendaring, docketing, and file tickling systems – PC-based<br />Amicus Attorney 2009 Small Firm Edition, $499.; Premium Edition, (SQL Server 2005) $699. www.amicus attorney.com<br />PracticeMaster , Basic $199. free with Tabs3 Billing; Premier $295. www.tabs3.com <br />ProLaw, READY (pricing 1-800-977-6529); www.prolaw.com<br />TimeMatters10. (includes 1st year maintenance plan) $905. www.timematters.com<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    28. 28. Resources for case management software that has calendaring, docketing, and file tickling systems – Mac-based<br />Daylite $199. ww.marketcircle.com <br />LAWSTREAM, $800. (includes year of support) Classic version still available, contact for price. www.lawstream.com <br />Legal Suite – Case Management Software, $199. www.mdansby.com<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    29. 29. Resources for case management software that has calendaring, docketing, and file tickling systems – Web-based<br />Clio, $49. month. www.goclio.com <br />Rocket MATTER , $59. month. www.rocketmatter.com<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    30. 30. Avoiding Missed Deadlines is the GoalOutlook vs. Case Management Software<br />Microsoft Outlook: e-mail, calendar, contact cards, to-do list, and free-form notes; can organize by person.<br />vs.<br />Case Management Software: E-mail, calendar, contacts, to do’s, and notes plus client information database, organizes by person and file; assembles documents in your cases; organizes documents in your cases; links to your billing system.<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    31. 31. Time Matters: The Daily View<br />Change staff or view by selecting different options from top of screen<br />Display as little or as much information as you want – you choose!<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    32. 32. View Multiple Days at Once: One PracticeMaster Calendar View<br />Calendar<br />Tasks<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    33. 33. Display Multiple Staff on a Single Calendar Day!<br />Time Matters: “Margie, are you busy at 2:00PM?”<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    34. 34. “Tony, What’s my calendar look like for the next 3 days?”<br />You can change the number of calendar days displayed by selecting one of the options shown. You can also define your own!<br />Initials designate entries for different staff members.<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    35. 35. The Modern Group Calendar: <br />Case Team Management at last!<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    36. 36. “But I Liked My Day Planner!”<br />Amicus Weekly and Monthly Calendar Views<br />These views combine the power of the Amicus database with a traditional paper calendar type view.<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    37. 37. The Time Matters Approach to Group Calendars:<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    38. 38. Case Calendars are a Snap!<br />Filtering Out the “Noise” in Time Matters<br /><ul><li>A simple filter allows you to display information on just one case or relating to just one client.</li></ul>Let’s see only the items scheduled for the “Gordan” trial this week . . .<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    39. 39. “But I Liked My Day Planner!”<br />Time Matters Weekly and Monthly Calendar Views<br />Compare the detail of views<br />to your tradition paper calendar…<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    40. 40. Warning - Avoid the Traps!<br />TimeMatters warns you if you try to double schedule<br /> Trying to schedule an event at the same time as an existing event generates an immediate warning of the potential conflict.<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    41. 41. Warnings About Warnings<br />Multitasking doesn’t mean you can be in two places at once!<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    42. 42. Alerts, Reminders and Watches Screen: Time Matters Neglect Prescription for Busy Lawyers!<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    43. 43. Forget becomes Neglect – No More!<br />Select your criteria for which records you want watched and periods of inactivity<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    44. 44. Rx for Neglect<br />Add Filters for tighter control over watched items…<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    45. 45. Alerts and Reminders: have them your way…<br />Generate reports useful to you and your case team.<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    46. 46. Amicus Has its “Dailies” - the <br />Electronic Legal Assistant<br />Click on an item and get the details or click “Today’s Overview” . . . <br />Lewis & Clark School of Law Graduate Fellows Program<br />
    47. 47. Difficult to miss <br />Today’s Appointments, Outstanding To Do’s, Unreturned Phone Calls, and Outstanding E-mails with Amicus! <br />Lewis & Clark School of Law Graduate Fellows Program<br />
    48. 48. Practice Master’s Incomplete Task List <br />Warns of Incomplete Tasks both Past and Future...<br />Past items are in “red.”<br />Future items are in “black.”<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    49. 49. Time Matters Event Record<br />Not Just Date and Time….<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    50. 50. Time is money!<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    51. 51. Rules Integration Partners with: Amicus Attorney, PracticeMaster.<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    52. 52. Legal Deadline Calculation Service. Prices range from $5.00 to $99.00 per research result. <br />Lewis & Clark School of Law Graduate Fellows Program<br />
    53. 53. Time Matters Date Calculator: Simple Steps for Avoiding Missed Deadlines and Blown Statute of Limitations!<br />1. Decide whether to count weekend days as well as Court and Legal Holidays.<br />2. Select time period -- days, weeks, months or years.<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    54. 54. Time Matters Date Calculator<br />3. Select from date calculations you have saved.<br />4. Add, Change or Delete date calculations.<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    55. 55. Time Matters calls them “Chain” Templates…..<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    56. 56. Creating the Chain:<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    57. 57. All entries appear in the related records tab of the matter….<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    58. 58. Events, ToDo’s and other records can <br />be automatically created by the chain<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    59. 59. PracticeMaster’s Calendar Plans:<br />Make scheduling easy!<br /><ul><li>Create templates for pre-defined interrelated dates based on a specific event entered by the user such as opening a file and counting forward
    60. 60. Once created, a Calendar Plan Template can be used over and over again.</li></ul>Lewis & Clark School of Law Graduate Fellows Program<br />
    61. 61. The OSB Client Assistance Office Surveys Show Clients are:<br /><ul><li>Extremely unhappy with lawyer’s failure to return phone calls.
    62. 62. Unhappy with lawyer’s failure to keep them updated on a regular basis; and
    63. 63. Unhappy with lawyer’s failure to provide them with timely and adequate communications regarding their matter or case. </li></ul>Lewis & Clark School of Law Graduate Fellows Program<br />
    64. 64. Cure for the Causes of Unhappy Clients and Complaints of Lawyer’s Failures:<br />Calendaring, Docketing, and File Tickling Systems especially when combined into your Case Management Software program!<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    65. 65. Resources from the PLF for Calendaring, Docketing, and File Tickling Systems <br />See www.osbplf.org – Loss Prevention – Practice Aids & Forms: Docketing and Calendaring:<br />Docketing & CalendaringChecklists, common time limitations, and practice-specific docketing tips are also available. <br />Last UpdateTitleMay 2009Calendaring and File Tickling SystemsMay 1996Calendaring NoteMay 2007Diary/Tickler SystemsFebruary 2009Docket Control ChecklistJune 1992Docket SheetFebruary 2009Docket Sheet (Fillable)September 2008Follow-UpJanuary 2009Supplementary Local Rules<br />Lewis & Clark School of Law Graduate Fellows Program<br />
    66. 66. Questions?<br />Thanks for listening!<br />Sheila M. Blackford<br />503-684-7421<br />sheilab@osbplf.org<br />Lewis & Clark School of Law Graduate Fellows Program<br />

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