Legal Case Management Guide
Quick Navigation
Overview
Effective case management is the backbone of successful legal practice. This comprehensive guide covers everything from initial client intake to case closure, with emphasis on deadline management, client communication, and practice efficiency.
Key Benefit: Proper case management reduces malpractice risk, improves client satisfaction, and increases firm profitability.
Initial Setup
Case Management System Selection
Essential Features
- • Calendar and deadline management
- • Document management
- • Client portal
- • Time tracking and billing
- • Task management
- • Reporting capabilities
Integration Capabilities
- • Email integration
- • Accounting software sync
- • Calendar applications
- • Court filing systems
- • Mobile accessibility
- • API availability
Setting Up Your Workflow
- 1Define Practice Areas: Configure matter types and associated workflows for each practice area.
- 2Create Templates: Develop standardized forms, checklists, and document templates.
- 3Establish Naming Conventions: Create consistent file and matter naming systems.
- 4Configure Deadline Rules: Set up automatic deadline calculations for common case types.
Client Intake Process
Initial Consultation
- • Client contact information
- • Case overview and timeline
- • Potential conflicts check
- • Fee structure discussion
- • Engagement letter preparation
Matter Setup
- • Matter number assignment
- • Case team designation
- • Initial deadline identification
- • Document collection plan
- • Client portal access setup
Critical Early Actions
Immediate (24 hours)
- • Enter client information
- • Run conflicts check
- • Create matter file
- • Identify urgent deadlines
Short-term (1 week)
- • Complete intake checklist
- • Execute engagement letter
- • Set up billing and calendar
- • Begin document collection
Deadline Management
Critical: Missed deadlines are the leading cause of legal malpractice claims. Implement multiple layers of deadline tracking.
Master Calendar
- • All court deadlines
- • Internal deadlines
- • Client meetings
- • Filing dates
- • Statute of limitations
Reminder System
- • 30-day advance notice
- • 14-day warning
- • 7-day final notice
- • Day-of reminder
- • Escalation protocols
Backup Systems
- • Secondary calendar
- • Assistant oversight
- • Partner review
- • Client notifications
- • External monitoring
Deadline Calculation Tools
Use our specialized calculators to ensure accurate deadline calculations:
Task Tracking and Workflow
Task Categories
- • Administrative: Filing, scheduling, correspondence
- • Research: Legal research, case law review
- • Document Prep: Pleadings, motions, briefs
- • Discovery: Requests, depositions, production
- • Client Work: Meetings, updates, strategy
Priority System
- • Critical: Court deadlines, emergency motions
- • High: Client deliverables, important filings
- • Medium: Research, routine correspondence
- • Low: Administrative tasks, file organization
- • Future: Long-term planning items
Practice Automation
Automated Workflows
New Matter Setup
- • Client information entry
- • Matter numbering
- • Initial calendar entries
- • Document folder creation
- • Task template application
Document Generation
- • Pleading templates
- • Client letters
- • Court forms
- • Discovery requests
- • Billing statements
Email and Communication Automation
- 1Client Updates: Automated case status emails and milestone notifications.
- 2Internal Notifications: Task assignments, deadline reminders, and case updates.
- 3Court Communications: Automated filing confirmations and scheduling requests.
Best Practices
✅ Do This
- • Standardize processes across the firm
- • Use checklists for complex procedures
- • Implement redundant deadline tracking
- • Train all staff on systems
- • Regular system backups
- • Monitor performance metrics
💡 Pro Tips
- • Create templates for common scenarios
- • Use matter-centric organization
- • Implement client self-service options
- • Regular system maintenance
- • Stay current with technology
❌ Avoid This
- • Relying on memory for deadlines
- • Inconsistent file organization
- • Single points of failure
- • Inadequate staff training
- • Ignoring system updates
- • Poor data backup practices
⚠️ Common Pitfalls
- • Over-complicating workflows
- • Insufficient change management
- • Lack of performance monitoring
- • Poor integration between systems
- • Inadequate security measures