Today’s lawyers need to optimize their services. A strategy for this is to automate some processes of the legal routine. We’ve created a divorce board template to demonstrate how matter management (and automation) works within the Legalboards platform.
The goal is to avoid wasting time by creating an effective workflow. Legalboards provides you with a visualization of all steps of the process which can assist you in identifying what tasks can be both managed and done better.
By having an overview of the workflow, lawyers and law firms can focus on what’s important: client experience and providing quick and high-quality service at a fair and reasonable cost.
How to Build a Family Law Board
So, how can you get started building a family law board in Legalboards? Let’s go through our divorce board template in stages for some quick tips and tricks.
Step 1: Determine Your Column’s Headings
The best place to start building a board is to decide the phases you’re going to use to track your matters and tasks. In our framework, we opted for 11 phases. As hard as it might be, try to not overthink and then create a single long and comprehensive board.
The amount of boards can depend on how detailed a workflow needs to be. You can create any number of separate boards that suit your needs. You could have boards that deal with trial, trial preparation, judgment, and even appeal.
From a project management perspective, the key to deciding how your board needs to be structured is to:
- Have clear goals for the matter or project;
- Understand pivotal moments or phases in which several tasks would need to be monitored and accomplished; and
- Seek standardization in a sense that those participating in the project have a clear understanding of when and how they need to perform.
Tip: You can use the “note” card to give yourself and your team additional information. This could include information about what to do in that particular column/phase, which documents should be used (and links to these), billing, and who is responsible for completion.
So far, our example looks like this:
Step 2: Review Your Checklist
As a family lawyer, you probably already have a checklist that contains all of the associated tasks for a matter. The format of that doesn’t matter- it could be written on paper, a spreadsheet, or even just in your mind.
The second step is to review that checklist. This list is helpful in deciding which automation(s) within Legalboards best fit your workflows.
You may already know that with Legalboards, you can choose 3 different automation actions. However, if you’re unfamiliar, we’ll review them next.
- Task creation – in this example there are 9 automated tasks. To illustrate how task creation works, let’s explain the first task named “divorce petition.” When a matter card drops in the column “file complaint” and stays in that column for more than 1 day, an automated task called “divorce petition” will be created. This task will be for the paralegal, who has a two day timeframe to complete it. Within the description of the task, the paralegal will find all information they need to know before drafting the “divorce petition”. Check out this video to see this action.
- Send emails – Emails are an essential tool for communication between clients and team members. Quick templates allow emails to be standardized and setting up periodical emails can make a considerable improvement in the efficiency of your workflow. Automated templates also allow you to ensure nothing falls through the cracks. You can prepare effective emails using lists, checking the spelling when you are editing this automation. Learn more about email automation here.
In this example, every time a card is dragged from the column “serve complaint” and dropped to the column “client’s directions for inventory,” the client will receive an email from the responsible attorney with a request of information.
- Move cards – this last automation allows the user to automate the automatic movement of matter cards within the same board or to another board.
Tip: you can create a specific board for “billing” and when you set up a move card automation, every time a card moves to the column “concluded”, a new card will be created in the board “billing”.
Legalboards allows you to customize each board to suit your needs. You can use “labels” (pictured below) to help you organize matters visually. Now, you can quickly understand information about it like if an matter is urgent or if there are pending tasks, etc.
You can also set a description of the board in order to inform your team about it. Information about who’s responsible for that board, explain the process, or whatever might be essential for that process can be included.
After the creation of your board, it’s important to test it with your team. Ask everyone to review the board and add missing tasks, automation, information as needed. One of Legalboards’ goals is collaboration- it’s important to us that boards accurately reflect your organization’s needs and create synergy.