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Workflow in Law: How to define and control

Workflow in Law: How to define and control

September 18, 2021

Have you ever thought that defining a workflow in law can be a smart strategy to facilitate the day-to-day and make the team more productive?

You may already know that law firms have a large flow of work, due to the amount of small procedures in the business’ routine.

If you are a first-time lawyer and are setting up your own business, you may find it difficult to organize your own schedule and the routine of other sectors.

Imagine having to organize processes, administrative tasks and check attendance, all at once.

Have you ever thought about the possibility of having control over everything that happens in the office from one end to the other?

In case you were curious, know that it is possible, yes, to have control of all processes, but only if you have an organized workflow.

A workflow in a law firm is the structuring of business processes and helps organize routine activities, ensuring that everything is done with the best possible quality and on time.

Advantages of defining a workflow in law

Organizing a workflow brings enormous benefits to your company and to the quality of life of your employees.

A manager who defines a good flow enjoys numerous advantages, such as:

All of these benefits directly influence your office’s revenue, which will organize itself better, provide more quality services, please clients and, thus, even get referrals.

For this reason, it is necessary to learn how to define and control a good legal workflow.

How to define a workflow in law?

Defining an assertive workflow will be a big challenge for your company, as it is necessary to make an effort to implement new processes.

Without organization, the productivity of activities is likely to fall, since the control of procedures and deadlines will be minimal.

The problem with a legal enterprise is not having the minimum amount of planning or processes defined so that the team’s workday is well used. For this, we have separated some efficient ways to define a workflow in your office, check it out:

List all activities

The first step in establishing a good flow is to organize all the activities in your office sectors. Separate what are the daily activities of all departments.

Then list all of the teams’ routine tasks so they don’t forget to do what’s critical. Also take the opportunity to list activities that are not daily, but should be done from time to time.

Don’t forget that this listing process has to be done in all areas of your office: finance, marketing, legal, customer service and administrative.

Also remember that there are long tasks that are divided into several parts. For example: the customer service sector must pay attention to the first consultation, in the advisory phase and then, of course, to do a good post-customer service.

Within these phases, there are several small activities, which are often not done all at once. So, take a long activity and break down all the procedures that must be done to complete it.

Set deadlines and lead times for these activities

Imagine that a client has requested legal advice in a labor lawsuit against your former company. How soon after the request should you file the action?

How long does it take to do the entire procedure?

If you want an assertive workflow in your office, you must think about these two points: the deadline and the time of execution of the tasks.

To define these two points, take the to-do list you put together earlier and define:

  • Deadlines for carrying out the activities;
  • Runtime for each task;
  • Confirmation period of achievement.

Don’t forget that this process must be done for each of the tasks you’ve listed. That way, your team won’t run the risk of letting some activity go unnoticed.

However, you must be aware: before defining any deadline or time for the execution of the tasks, it is important to consult your team.

It is not advisable to leave your team idle, but neither should you overload them with deadlines that are impossible to meet. After all, we are talking about the quality of your service.

Set priorities

Now that you’ve defined the deadlines for the tasks to be done, it’s important to prioritize the activities. You can split into high, medium or low priority.

This way, your team will know what the office’s focus is and will be able to plan to guarantee the quality of services in these activities. For example, should it pay more attention to more complex court cases or more profitable clients?

Sorting tasks by priority is important so they are never dropped or delayed. If there is a high demand for your employees, they will know which ones to fulfill first.

Set a routine

Establishing a routine for employees is very important if you want to structure a good workflow.

Contrary to what is thought when we talk about routine, the intention is not to be boring, but to act strategically to establish a more efficient flow .

At this stage you can ask yourself: what will the order of activities be?

To answer this question, you can consult the list of activities, deadlines and priorities to set up the weekly plan for your employees.

The planning must map the actions that are present in the day-to-day of each department and link them to a specific moment of the day.

For example, when your assistant arrives at the office, what is the first thing he or she needs to do? In what way? How long? What’s the next activity?

This is the chance to create effective habits for the teams and for your company’s legal controller to follow up on the progress of the actions.



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