In my recent blogs, I have talked to you about my executive team and my virtual and in-office teams. Now you can see how they work together in my case flow.
A case flow is a system for the modern law firm that helps you to organize your workflow increasing efficiency, profitability, and client satisfaction. As I’ve said in previous blogs, you want to run your firm like a Starbucks. You can enter a Starbucks in any state or any country and you’ll know how it all works. A case flow keeps everything consistent just like in a Starbucks.
Leveraging this system within your law firm makes your case handling process faster and much more orderly. Here’s the step-by-step procedure on how I manage my case flow in my law firm.
Step 1: Sign Up
Clients have to sign up with us for their case first. Both the virtual team and the office team are notified during sign-up.
After signing up, the client gets scheduled with someone to start on their case right away and the staff performs an interview.
Step 2: Virtual Questionnaire Meeting
There’s a virtual meeting to orient clients about answering questionnaires, filling out forms, and filing declarations. So the questionnaire meeting is going to hit all the important points.
Step 3: Form Preparation
We have someone in-charge of doing form prep. This is simply organizing and making the forms ready for the next step.
Step 4: Declaration Preparation
People also call this step declaration affidavit preparation and declaration writing.
We have someone to write the case and the client’s experience. This also works if you have a PI attorney or a family law attorney.
Step 5: Index Preparation
The next step is the index preparation. We have someone doing the work virtually who attaches information that describes a document of records.
Step 6: Cover Letter Preparation
Then there’s cover letter prep, which is the legal argument or cover letter filling in the template. Oftentimes the person responsible for preparing the declaration actually does this too, because they’re so similar.
Step 7: Case Assembly
In this stage, the forms, declarations, index, cover letters, and legal arguments are already done.
The case just needs to be printed, assembled, and mailed. You cannot send it by email or share it online.
Step 8: Paralegal Review
The paralegal is going to spot any problems and inaccuracies in the records. They make sure there’s no legal issue that was missed.
By the time it gets to an attorney for the final review, the record should be fine-tuned. There should be no reason for an attorney to have to correct simple mistakes.
Step 9: Attorney’s Final Review
The attorney’s final review makes sure the legal rights of the record are protected. When the attorney finalizes the record and signs it, the case will be ready for submission.
Step 10: Submission
This is the final step of the process. After the attorney’s final review, it’s time to submit the case.
Tip: It’s faster to have separate people perform their individual tasks in your case flow.
That’s your case assembly line. One person is responsible for each step, each person making sure the case moves to the next stage, and so on. I highly recommend that you have one person focus on one step within the case flow. Otherwise, you are going to get stuck somewhere along the line if you have the same person conducting the interview, filling out the forms, and the declarations at the same time.
That’s how most firms do things and that’s why the process is so slow.
With a case flow, you have the most efficient way of keeping the process moving in a very fluid motion.
If you can believe it, I have even more knowledge to share on this topic! If you’d like to learn more about how my case flow works, sign up for my Six Figure Solo program! Six-Figure Solo now comes in three tiers – Executive, Solopreneur, and CEO. Sign up here!