By Elizabeth M. Miller, MBA bio
Time management and organization are two of the key components to efficiency and thus, profitability. The value of organized systems in place to gather and store key data pertaining to client files and other important information cannot be overlooked. The answer to the dilemma of storing all data relating to every client file is the efficient use of case management software.
Why do I emphasize the efficient use of case management software? Because if your firm is going to invest money into buying or using online case management software, it will only make sense if the software will be used for what it was intended. Many firms—or more accurately, many employees in firms who do not have a good grasp on using case management software or the training to do so efficiently—use these expensive programs as fancy word processing software.
But used efficiently, there are 5 important areas that case management software can help your firm:
1. Email, calendar, tasks, and contacts This information, when used as a part of a case management software, forms the foundation of the firm’s communication. When this information is managed through case management software, all the systems work together. All entries are easily accessible and can be associated to client files, obviating the need for duplicate entries which reduces the risk of errors.
2. Document management and assembly This feature allows the firm to store basic templates of motions, pleadings, correspondence, and the like within the case management system. While all documents will require editing or formatting with pertinent case information, the basics of the form is available and avoids reinventing the wheel every time a pleading or correspondence needs to be prepared.
3. Client matter databases Client/matter databases allow the firm to run any number of management reports, such as total current open files, total matters in litigation, cases pending, number of files opened since the beginning of the year, or number of different cases pending in different specialties. This is especially helpful when tracking marketing ROI. Most importantly, a conflict check run through case management software will be 100% accurate.
4. Time/expense tracking and billing These are back-end functions that are very critical to a law firm. Tracking time and expense on a case, ensuring that timekeepers are meeting quotas, and managing billing are all essential office applications that point to the bottom line of the firm.
5. Workflow and deadline management Deadlines are critical, most especially statute of limitations. Deadlines and work flow can be managed through checklists that are developed by the firm and applied to cases, or through using the court based calendaring of deadlines such as in pre-trial orders.
The benefits
The benefit of using a case management system as opposed to separate programs is that these systems are designed to work together. Using a decentralized system of separate programs that do not work together is an inefficient way to manage a case file.
Although there is an investment of time in the beginning of entering data and setting up fields of information, in the long run this is outweighed by the many benefits derived from this level of efficiency.
Certainly not the least of these benefits is the ability to document what happened in every case file should you have an unhappy client who files a grievance complaining that their file was handled improperly or they were not kept informed. Case management software tracks all activity on a case file and I have heard of situations where producing a case report which documents every activity on a file has satisfied a bar inquiry relating to the handling of a client file.
Conclusion
Case management software when properly implemented and used by everyone in the firm can increase efficiency, productivity, and, thus, profitability. In today’s legal market and the continuing quest to “do more with less” case management software does pay for itself.
