The Gazette 1994

p R A c T i c E M A N A G E M E N T S y s t e ms in t h e O f f i c e . 1 0 No t - S o - E a sy T i ps

GAZETTE

JANUARY/FEBRUARY 1994

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track them, using a deed book or computer listing. 5. Undertakings Keep a list of all undertakings. Mark off those satisfied. Charge for giving and satisfying undertakings. 6. Accounts Solicitors accounts systems are infinite in variations of incompetence. A relatively large office may be run on the so-called accounts system originally in use when the senior partner's father was in practice. The success of an accounts system depends on the logic upon which it is based. The file relates to the client, therefore the account should do so. There is no reason why there should be a different ledger and file reference for the same client. The current logic is, "one matter/one ledger reference". A client should have the same filing and ledger reference. If there are many matters for the client, each matter should have a subsidiary filing (and ledger) reference. This enables proper accounts to be kept. There is no substitute for this procedure. All computer systems are based on this premise. 7. Financial Control There is little point in monitoring clients' accounts, if we do not manage our own. Control of expenditure, overheads, labour costs, billing, outlay for clients and other nominal matters is now essential. It is of little use to be told by your accountant (6 months later) that you have given too much credit to your clients. It is possible, even without computers, to monitor expenditure and catalogue it from month to month. See for example, Best Practice published by the English Law Society.

by Frank Lanigan*

Lawyers are intelligent people. They spend much of their time telling people what to do. They are anarchic, individualistic and hate organisation. Nobody, particularly bean-counting accountants will tell them how to run their offices. A solicitor setting up in practice will often adopt the system of the office in which he has served his apprenticeship, thereby, at one fell swoop, ensuring that bad habits pass seamlessly from one generation to the next! It you always wanted to have a good system in your office but were afraid to ask, here are 10 ways to start. First the bad news: 1. A Filing System You must have files in a condition and order that will make them available without delay. Files must be logically stored and correspondence filed daily. There is no short cut here, no computer system yet which can replace this essential chore. The most common filing systems are alphabetic and alphanumeric, ie files from a-z or 1-100 or a combination. Some firms divide the files into types of work and then into fee-earners with each fee earner's files in alphabetic or numeric order. Some simply number all files. It does not really matter, provided there is a system, backed up with a listing, card-index or some logical means of finding a file. A filing system does not allow for files on the floor, under the desk or on top of the press. Either you file . . . or you don't. If you have no filing system, stop reading now and start filing. For further details of filing systems see How to Manage your Law Office, Altman & Weil (Matthew Bender). 2. Putting Files Away When a file is finished, does it lie on the floor until it falls apart? What if the

Frank Lanigan

client comes back in five years time, looking for something? Can you put your hand on it? File storage (or "archiving", a superior buzz-word!) is very important. There must be a storage method for files, some needing docu- ments, some for professional indemnity purposes, others for internal record. Record the file out of your current filing system. Record the file into a closed system. Keep track by means of a book, card-index or computer database. When storing the file away, remove any unnecessary documents from it. Mark stored files for destruction, saving or otherwise. Review stored files from year to year. Destroy when the Statute of Limitations permits. 3. Wills A box of wills is worth its weight in gold. List them, put them on a card- index, put them on a computer data- base, but keep track of them . . . the owners will eventually die! Categorise them, on computer or otherwise, so that legislative changes may be notified to testators. 4. Deeds List all deeds in a book, card-index or computer system. Keep track of them. If they are released, get receipts and

Put a reference on every receipt, bill,

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