Anyone who has ever worked in a law office knows how crazy it can get with court dates, discovery deadlines and the like. It’s a challenge to know exactly how to manage it all. I worked in one law firm that used an old-fashioned Rolodex and Post-It notes to remind themselves of deadlines (eek!). Fortunately, technology has made it much easier for attorneys and their staff to keep everything organized and on-time.
When I’m not doing work as a virtual assistant for Trusty Oak, I work as a paralegal for a sole practitioner. Recently, I introduced my attorney to Trello, and so far it has made a very positive impact. Trello is a system that allows you to make a virtual “Board” and fill it with lists of things to do. It’s extremely easy to learn and very collaborative.
Based on my experience so far, here is a list of just some of the ways Trello can help your law practice:
- Track a case throughout its lifecycle: You can create a board for each case/matter and list the steps taken as you move through the litigation. For example, Trello can help you track when you file the complaint, take depositions, answer discovery, etc.
- Keep track of deadlines and receive reminders: This is vital for timeliness and meeting the deadline for filing an Answer or responding to Requests for Admission. Trello can help you stay on top of things that if missed could derail the entire case.
- Assign tasks: Assigning a card or task to someone on Trello makes it easy to know which staff member is responsible for each item. They immediately receive a notification and can get started right away.
- Keep track of client interactions: Trello can help with customer relationship management. For example, you can record the date you first attempted contact, whether you left a message or spoke to the client, and what you discussed. This can be viewed by anyone who has access to the Trello board, so everyone knows what has been done and no steps are needlessly repeated.
- Share documents in real time: Simply “drop” or upload the document you are working on into the relevant Trello card and tag the person you wish to notify. This is useful for getting client input on drafts, collaborating with staff and brainstorming sessions.
I could go on—I honestly find new ways to use Trello every day! One of the ways I have found it to be extremely useful in my day-to-day routine is keeping track of requests for medical records. On any given day, I have dozens of pending requests and I found it very difficult to keep up with the deadlines for follow-up. Now I simply create a Trello card each time I send out a request and set the reminder up and I know exactly when to expect a response.
Trello is a simple—and free!—way to keep your practice running smoothly, especially if you are on your own or have limited staff.
Another cost effective way to grow your business is to hire a virtual assistant from Trusty Oak! Schedule your consultation today and learn about all the ways we can help you with marketing, administration, email/calendar management and more! (Bonus: We all already know how to use Trello!)