Law Practice Management Calendar/Scheduling Management

&Personnel Issues

By: Christina Benitez

&Alesha Smith

Scheduling/Calendar Management

Outdated method: paper calendar to manage appointments

Modern Calendar Management:

Most efficient modern method = electronic calendars

Can go the basic route of iCal, Google Calendar, or Microsoft Outlook

However since lawyers at firms have very busy schedules with multiple events going on at a time law practice management software where you can have “firm wide calendaring ” is a MUST have◦Great programs that can sync to Outlook

Electronic Calendar Options:

Rocket Matter◦ Offers individual and firm wide calendaring, to do and

task tracking matter management, conflict tracking◦ Cost is cheaper the more users you have ($49.99 a

month for 2-6 users; $39.99 a month for 7-20 users) Amicus Attorney

◦ Offers calendaring, universal communication, to do lists, deadline management

◦ Small firm edition is $499 (needs annual tech support) Practice Master

◦ Offers firm wide calendaring, conflict checking, document management, common task templates, and emails

◦ Basic version is $150 for first user and only $50 per additional user

Examples of Programs Available:

Easy to use (just type your appointments in)

Can block off time (lets your secretary know you cannot be scheduled for anything during that time)

Allows for easy synchronization among multiple users

Calendar is viewable to multiple parties at the firm◦ Promotes cohesion and organization ◦ Efficient scheduling because secretaries are able to

see the availability of all the attorneys at the firm

Electronic Scheduling Benefits:

Integrated calendar can be used to schedule:◦ Appointments (both professional and personal)◦ Court appearances (hearings, pre-trial conf.,

motions) ◦ Depositions◦ Client meetings/conferences

Allows for “alerts”/reminders of important meetings/events

Electronic calendar very conducive to the active, often hectic attorney lifestyle ◦ Can be accessed remotely where ever you are on

your computer, I-phone, I-pad, etc

Electronic Scheduling Benefits:

Personnel Issues

So our legal assistants will know what we are expecting of them

We can cover potential conflicts which causes the employee to be further away from home

Develop a Personnel Manual

Create our own manual Copy the manual of another law firm Buy a manual from the ABA Buy a CD with sample policies from LOMAS

How to Develop a Manual

Let them work from home◦ They can be hooked up to the network and working

from home ◦ Necessary equipment:

Desk Chair Computer - laptop may be easier

Web cam Skype capability

Phone - home/cell Small copier and scanner Computer desk area at the office Commute to office when necessary

Solution to Losing Personnel

Can be located anywhere in the world

Hire a Virtual Assistant

1. We only pay for what you need2. No extra office space or equipment is

needed3. They can provide much needed support 4. We can tap into current marketing for the

firm5. We can get strategy’s

Top 5 Reasons to Hire a Virtual Assistant

Anything and everything we

want them to do

What Can a Virtual Assistant Do for Us?

Word of mouth and recommendation is the best referral

Request For Proposal (RFP) form where we can outline the services you are looking for and our request will be distributed to all member VA's◦Those who provide that service and are available will contact us

How do we Find a Virtual Assistant?