LAW PRACTICE MANAGEMENT CASE STUDY Adam Maingot Emily Pabalan Mason Pokorny Amy Recla

Areas of Focus  Document management  Time / Billing / Accounting  Managing the Legal Calendar  Website recommendations

Document Management

DOCUMENT MANAGEMENT: WORLDOX® What it is: A document management system that organizes documents and puts them in their correct file (client, case) Combines all docs into main office computer in a manageable, accessible format after scanning

Worldox® Benefits  Organizes: All docs (incoming and outgoing) are entered into computer via scanning and linked to client’s case (links to Amicus Attorney®, etc)  Cleans up office space: allows scanned docs to be stored elsewhere, out of view  Saves time: access any file regarding any client or issue by simply clicking through files—no more sifting through piles of paper  Affordable: less than $400 per user for the license and $84/month for maintenance

Worldox® Versions  Mobile access is available for higher fee, allowing users to access docs from any mobile device  For less fee, can consider the CompleteCloud version: no software to install, no upgrades to worry about, and at lower cost (about $150 per user per month)  All versions save attorney time and improve efficiency

Tracking Time and Billing Clients

Billing/Accounting – 3 dimensions of lost revenue Inefficiency = lost hours, lost $$$ Inaccurate recognition of time = lost hours, lost $$$ Lack of business intelligence = inappropriate resource allocation, lost $$$

Billing/Accounting - Current State  Tort Cases are billed on a contingency fee basis  Non-Tort Cases are billed on a per hour basis  Time is recorded on paper time sheets  Time sheets are routed to paralegals

Billing/Accounting: (D1) Inefficiency Attorneys must take time out to: - Note Time - Reconcile / tabulate daily/weekly totals Billable time is lost on accounting function Paralegals must take time out to: - Reconcile / tabulate daily/weekly totals - Entering the time into the paycheck system. This function could be eliminated entirely

Billing/Accounting: (D2) Inaccuracy Hours are lost when they are not recorded in real time.  You forget  You under-represent your time because “it took longer than expected”  You went to school for law… not calculus = “I don’t count so good” – aka careless math errors

Billing/Accounting: (D3) Tracking Time wasted on unprofitable ventures is revenue lost  Without an accounting/billing system, it is hard to track the profitability on the “contingency fee” stuff  What are your days in AR? Which clients pay? Which clients pay A LOT? Your billing and Accounting System should tell you where your future efforts should be directed.

Billing/Accounting Future State  Purchase law specific Billing and Accounting software PC Law - 5 User Firm – 2, Tabs3 – 5 User Firm – (time) This cost is returned after properly accounting for just 20 hours (hourly rate * 20 hrs = 3,000)

Billing/Accounting Future State Immediate Benefits (from Start Up, Reboot, Reload)  Better Time Management  Efficient Hourly Billing  Discovering your true costs

Billing/Accounting – How to:  Provide training on how to use the software  Create Software Specific Policy / Procedures to ensure everyone understands best practices  Open up PC Law Matter window and track time as it happens  Review / Reconciled total hours at the end of the billing cycle  Record ALL hours

Billing/Accounting – How to:  Schedule client bills to drop at specified due dates.  Set the weekly drop date to a finite day of the week  Tie compensation to billing metrics  Pay bonuses on billing accuracy

Billing/Accounting Future State And most importantly: Sit back and enjoy increased Bottom Line Profitability

Managing the Legal Calendar

Managing Your Calendar  Case Management Software  Manage your calendar as it relates to others in your firm  Variations of people and resources  Day, week, month, etc.  Easily changeable, easy to read and easy to find times of availability (yourself and others)

Recommendation  Amicus Attorney Small Firm Edition  5 users: $2,095 for licenses + $1000 for maintenance = $3,095  Multiple Functions  Works w/ WorldDox  Customized to your needs

Considerations  Questions to answer beforehand  Information you will need to gather  Installation  Training  Maintenance

Maximizing your Website

Website Recommendations  Include photos and bios of all attorneys  Make the site interactive  List all areas of law practiced  Be a source of the latest information in the field  Bright colors  User friendly

Marketing Ideas  Designate a “face of the firm”  Join Chamber of Commerce  Join Rotary, etc.  Attend charity events Try Pay-per Click Ads Keep in contact with prior clients and potential clients

Thank you!