This month I want to highlight another business with specific and unique organizational needs: a lawyer’s office! It’s going to be difficult to find a space more organizationally complex than a law firm when it comes to lots of client files, critical privacy specifications, and a continuous heap of deadlines. However, Sorted Out^® professionals have risen to the challenge of organizing lawyers’ offices before, and I’d love to share some of our expert advice with you now!

The most important thing inside a law office (outside of the lawyers!) is the client files. Creating an organized file management system for a lawyer’s office is critical because of the large number of important files within the workspace.

Begin by organizing the office’s physical files and creating a paper flow. Use a standardized labeling system such as “Client Name_Matter Type_File Number”) so everyone in the office can locate files easily. You should also color-code the files by practice area (Family Law, Estate Planning, Criminal Defense, etc.) and separate active cases from closed cases. Store closed cases in a separate, secure area of the practice and implement a file retention schedule based on jurisdictional requirements.

For paper flow, use the “touch it once” principle – file it, delegate it, schedule it, and complete it. Do not simply shuffle papers around or leave them sitting in stacks. A “touch it once” policy will avoid documents piling up and will promote decisions being made without delay/pause. Have trays to organize new physical papers. Label these trays:

• Incoming
• To Review
• Drafting
• To File/Scan
• Outgoing Mail

For the office’s digital files, you also want to establish a consistent folder structure. It may look something like this:

• Client Name
  • Correspondence
  • Pleadings & Filings
  • Discovery
  • Evidence & Exhibits
  • Research & Notes
  • Trial & Final Prep
  • Administrative & Billing

Same as with your physical files, use a consistent, standardized naming system for each

(i.e.: Client Name_Matter Number_Document Type_Date_Version”). A management system software (such as Clio or MyCase) is great for organizing cases, contacts, documents, billing, scheduling, and tasks. To make a management system effective, be sure to pick/only use one, and use it consistently.

Security and privacy are both important in a lawyer’s office; back up your digital files regularly and be sure to use secure storage such as Dropbox, OneDrive, etc. Secure files by locking them when not in use or use strong passwords + multi-factor authentication for digital files. Restrict file access based on roles and always shred confidential documents before disposing of them – see if there are on-site shredding services available in your area if needed.

Within the office, establish a strong calendar system to track:

• Court dates
• Filing deadlines
• Statute of limitations
• Client meetings
• Internal deadlines

Use a shared digital calendar and/or a large, centrally based office calendar. Set multiple reminders for important dates/deadlines and spread them out (30 days, 1 week, 2 days, 1 day). Review the calendar weekly to ensure all important dates are noted, all reminders are set, etc.

Standardize your client intake process to keep the office as organized and efficient as possible. Have a checklist for client intake that includes:

• Conflict check
• Engagement agreement
• Key case facts
• Client contact info
• Required documents

Keep all client communication logged. For ease and consistency, use templates for emails and letters that are sent from the office often/regularly. Set (and stick to!) response time expectations.

Create standard operating procedures to simplify training, improve consistency, and KEEP your offices organized. Document recurrent processes such as:

• Opening a new matter
• Filing court documents
• Billing procedures
• Closing a file
• Client onboarding

Ensure all staff in your office are trained on the standard operating procedures for each of the above. Also be sure staff are trained on procedures to protect all client/case information. Maintain separate systems for operating accounts, trust accounts, client expenses, and accounts receivable. Review time entries daily, invoices weekly, and trust balances monthly. Establish a routine of doing weekly office maintenance at the end of the week (such as Friday) to:

• Review deadlines for the next month (30 days)
• Update task lists
• Close completed tasks
• Organize files (physical & digital)
• Back up important documents
• Review outstanding client communications

Having these routines and operating procedures in place, and all staff trained on each, will allow everyone within the office to keep the ship sailing smoothly.

Time blocking is an organizational strategy that will certainly make a lawyer’s workday more productive! Time Blocking your day is a great way to stay focused and on track as long as you leave in some flexibility. If items on your list end up taking a little longer than planned, it’s good to have flextime built into your day. And don’t forget small breaks and/or lunchtime so you can recharge! If helping establish a solid time block schedule in a lawyer’s office, I would begin with a general plan such as:

• Review the calendar and deadlines (30 minutes)
• Priority legal work (1.5-2 hours)
• Client communication (30-45 min)
• Meetings & court-related work (2-3 hours)
• Admin tasks (1 hour)
• Flex-time/breaks! (will vary)

Take the last hour of the workday to clear your desk and prepare for the next workday. For professional aesthetic and organizational purposes, we recommend keeping the office desks as clear as possible. At the end of the workday, return files to storage, clear unnecessary papers from the surface, and prepare tomorrow’s priority list. Only keep current active matter, a daily planner, and essential office supplies on/at your desk to minimize clutter.

Are you a professional lawyer? Do you own a law firm with an office that doesn’t reflect the high-quality work your staff does each day? Is your law office in need of a refresh and organizational overhaul? Our certified Sorted Out^® professionals can help! Our inbox is open, and we’re already looking forward to our next business project!

Looking forward to hearing from you,

Tonia