Organized chaos?

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In a busy litigation practice, order and organization are vital. If you looked at my desk and office right now, you would seriously question whether I understood this basic principal on any level. I promise, however, there is order beneath the chaos.

When I arrived at Bodie, Dolina, Smith & Hobbs, P.C., I took over for an associate who left the firm unexpectedly. I had dozens of active files that required my full and immediate attention. I realized early on that I had to get organized. Almost three years later, my system has evolved into something that really works for my team.

Each week, my staff and I review deadlines for the next two months. We discuss assigned tasks and department goals and objectives. It is also a time for everyone to come together and remember that we are the moving parts to a bigger unit.

We created an assembly line of sorts for our files. One person serves as the administrator of the file, monitoring what came in and went out, as well as monitoring deadlines. Another handles all discovery, another drafts pleadings and performs research, another reviews and abstracts medicals, etc., etc. I have a predominantly young and inexperienced staff, and allowing them to focus on one area of litigation and to develop task-specific skills has led to greater efficiency and better results.

We also set up a four-week diary system. We divided our active litigation files by four so each file is reviewed at least once every 30 days. Included is a space for my staff members and I to check-off we have reviewed each file that month.

We use TimeMatters to organize our files electronically. Having documents available electronically promotes efficiency, particularly with a lot of players working on a file. We have a clean desk policy — each Friday before we leave for the weekend, our desks have to be organized. This cuts down on lost papers and mis-filings.

Figuring out what system will work best for you as an individual and for the members of your team as a whole is critical. My staff and I are still working out the kinks and always aim to find and implement best practices to accomplish our objectives.

The key, I believe, is to include your staff in the process. Give them a voice and allow them to weigh in on the development of your organizational system. Give them a forum to discuss what is working and what is not. Remember to be flexible and to let your system evolve, particularly as technology continues to change the way we practice law.