For any law firm, calendar management is crucial. Keeping track of court dates, deadlines, and appearances for multiple cases at once may seem like an impossible task.
However, with the proper systems and diligence in place, a firm can easily master calendar management and ensure no important dates are missed.
Designated Staff to Handle the Calendar
Many law firms designate a staff member to be responsible for the calendar system of the firm. This person is often highly organized, detail-oriented, and able to keep track of many moving parts simultaneously.
They are responsible for inputting all relevant dates into the calendar system as new cases occur and details unfold. It is best if attorneys and paralegals provide the calendar manager with clear, detailed updates in writing. The calendar manager typically will send periodic reminders to all staff about upcoming deadlines as an additional measure to ensure nothing is missed.
Implement Calendar Process
Perhaps the most important thing a law firm can do with its calendar is to create a concrete and standardized process for all attorneys and paralegals to follow throughout the firm.
Establishing such a system will guarantee that important dates are correctly and consistently recorded. It is highly recommended that this process be formally written, clearly detailed, and broadly distributed to all firm staff so there are no questions about proper protocol. If a dedicated calendar manager role exists, that person must be trained to strictly follow the calendar management process.
A meticulous process paired with diligent oversight is the best way to achieve impeccable calendar management and avoid the chaos of haphazard scheduling and missed deadlines.
Utilize Calendar Software
A robust calendar software is also be a great tool to utilize. Many law firms opt for practice management software with a built-in calendar feature. These specialized programs can allow a firm to keep track of deadlines, court appearances, meetings, and more in an integrated interface.
A calendar program that allows for color-coding and categories can be beneficial so staff can easily spot different events at a glance. A bonus if it can send out automated reminders ahead of time for any events.
Electronic Court Emails and Notices
It is no surprise that law firms receive a high volume of emails, particularly from state e-filing systems. A standard practice among law firms is to allocate a dedicated email address for receiving these notifications, ensuring that a designated staff member can vigilantly monitor them for critical case or appearance deadlines. Incorporating a well-defined process into the calendar management system for handling these emails, whether directed to attorneys or support staff, is a highly advisable approach. With a system, no important date will slip through the cracks.
Enact a Follow-up System
Implementing a solid follow-up system provides an extra level of protection. For any calendar event, a staff member should be assigned to double-check that the necessary preparation and work have been completed. They should follow up with the attorneys and paralegals involved a few days before the event to ensure everything is on track. This follow-up system, combined with diligent calendar management and frequent review, dramatically reduces the risk of missing a court date or deadline.
Utilize Per Diem Attorneys
An effective calendar management strategy for law firms also includes having a plan for when the schedule becomes particularly demanding.
During busy seasons or complicated, document-heavy cases, attorneys may need help to juggle it all. Implementing a per diem attorney service allows firms to outsource routine court appearances when attorneys must dedicate more time to trial preparation.
Maintaining a trusted network of per diem attorneys to tap into as needed gives law firms flexibility in their calendar management. The key is finding per diem attorneys or a per diem service provider like ZR Per Diem with experience in the firm’s practice areas who understand the nuances of their calendar system and casework.
With the proper per diem support, law firms can better balance heavy workloads without sacrificing diligent calendar management.
High Stakes Require Best Practices
For law firms, the stakes are often high in litigation, and missing a court appearance or blowing past a deadline could have serious consequences. However, law firms can achieve impeccable calendar management with the right strategy and tools in place, including designating a calendar manager, utilizing a robust calendar system, frequently reviewing and double-checking the calendar, and implementing a thorough follow-up process. Staying on top of deadlines and court dates may require hard work and diligence, but it is well worth it for success. The key is developing good habits and the discipline to maintain an effective system. With time and practice, diligent calendar management can become second nature.
