Yesterday I spoke with a client about how to streamline processes that they were repeating for specific types of matters — I was able to recommend a completely free program we use at JurisPage called Process Street.
If you’re looking to efficiently manage cases, checklists can be very beneficial, but when it comes to staying organized and listing out detailed steps, things can definitely get muddled–especially if responsibilities (for instance, onboarding clients) transition to someone else.
Let’s stick with the client onboarding example, you probably should have a checklist for the intake questions to ask, the materials you’ll need from the client, the information you need to share with the client, and the next steps beyond the first meeting. As you complete each item on the checklist, you can add your notes.
Simple checklists can help out in a few ways:
- You can pick up the matter from right where you left off at any given point and know exactly what you need to do next
- It allows new team members to easily come on board with less time spent training
- You save a lot of time spent fumbling trying to see exactly what needs to be done next, having various team members needing to communicate with each other to get apprised of a situation
- You never forget a step (and potentially commit malpractice)
With the onboarding of a new client of a specific type of matter, processes in place to minimize the chance for error. Doing everything by the book also minimizes the likelihood you commit malpractice.
Now let’s take things to the next level–
Process Street is a checklist creator on steroids. It allows you to create master lists for different types of processes, complete with graphics, links and in-depth instructions as needed for each individual step of your processes.
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This might sound complicated, but it really isn’t. The interface is extremely intuitive and adding different details to your process is generally as simple as dragging and dropping different things from the menu–allowing you to make processes as detailed or simple as you’d like.
Once you have your process created, you can assign a checklist for a particular client to your team members and hand off the tasks. At any point, you can check in, seeing what’s been done and what’s left to be done for a process.