Proudly featured in
Better Matter Management in 7 Steps (Plus 3 More for Extra Credit!)
For busy law firms, the ability to manage matters efficiently can mean the difference between a thriving practice and a stagnant one. Particularly for small and solo practices that must perform administrative tasks while juggling multiple cases, the intricacies of matter management can make or break your business—and threaten even the most diligent attorneys with a case of burnout.
But fear not! With the right strategies in place, you can transform the complex task of matter management into a streamlined process, ensuring every case detail, deadline, and document is right at your fingertips.
You can elevate your matter management game with 7 basic steps—plus a few more if you’re willing to go the extra mile. These tips are designed to set you on the path to unparalleled client satisfaction and practice success (and who knows, maybe even a bit of free time at the end of the day!).
What is matter management for law firms?
Matter management is the process by which law firms oversee their cases. It's the system they use to keep track of all matters, from first client contact to the final invoice.
Matter management covers a broad range of tasks, including:
- Case intake and triage
- Issue and task management
- Document management and storage
- Knowledge management
- Reporting and analytics
Effective matter management is about coordination and transparency. It requires having all the information at your fingertips, knowing what each person is working on, and being able to see the status or progress of a matter in real time.
When handled correctly, matter management allows your firm to operate more efficiently and deliver better service to your clients.
Why is matter management critical for small and solo law firms?
Whether you're a solo practitioner managing all aspects of your practice or part of a small firm, proper matter management enables you to:
Stay organized
With numerous cases in the works, keeping track of all the details can be daunting. A good matter management system ensures that all case details, including court dates and deadlines, are easily accessible.
Prioritize work
Not all tasks are created equal. Some require immediate attention, while others can wait. Your matter management strategies can help you prioritize your work effectively.
Boost communication
Clear communication is the key to productivity in any team setting, but when you’re doing matter management right, everyone knows their role and what they need to do next. In turn, this fosters better collaboration.
Improve efficiency
You can focus on higher-value activities by identifying repetitive tasks that can be automated or delegated. This boosts your firm's productivity and bottom line.
Our 7 essential steps for effective matter management
Are you still managing cases the old-fashioned way? Enhancing your matter management system can seem daunting, but not if you break it down into these basic steps.
1. Prioritize open communication and teamwork
Miscommunications can lead to delays and even malpractice suits. By creating an environment of open communication, teams can work cohesively and avoid inefficiencies. This does wonders for client satisfaction.
Recommendation: Use unified communication platforms to keep everyone in the loop.
2. Centralize document organization
Time wasted searching for documents can be detrimental. Centralizing document storage ensures that everyone has access to the latest versions of necessary files—and can find them when they need them.
Recommendation: Make sure that your team implements clear file-naming conventions to ensure that you also know what your files are called in addition to where to find them.
3. Create consistent workflow protocols
A standardized workflow ensures that everyone approaches tasks with a unified methodology, making workload management more straightforward. Regularly analyze and adapt your procedures based on how well they’re working for your team.
Recommendation: Embrace automations and templates for routine processes to enhance efficiency.
Streamline Cash Flows and Get Paid Faster with Rocket Matter Pay
Law firms have plenty of good reasons to offer online credit card processing:
- Faster, more reliable payments
- Less administrative time spent processing checks and reconciling books
- Offering clients the payment options they actually prefer
- But why have so many firms chosen not to take advantage of all the benefits of credit card processing?
4. Account for each task consistently
Identifying each step in a process and managing them systematically prevents oversights and ensures timely completion.
Recommendation: Make sure your notifications are set up correctly so that all collaborators on a task get flagged when deadlines are approaching (or past due).
5. Leverage data for key case Insights
Data analysis isn’t just for big law outfits that can afford all the perks. Any firm with the right software can gather data-driven insights to guide decision-making, helping them understand trends and make informed choices.
Recommendation: Regularly analyze matter management metrics through reports and dashboards to identify improvement areas.
6. Prioritize information security
Protecting sensitive client information and ensuring compliance with data privacy regulations is crucial to avoid costly mistakes. Small firms are particularly vulnerable to bar association sanctions or malpractice allegations. It takes a bit of planning to get your security policies dialed in, but it’s worth it.
Recommendation: Collaborate with IT teams to implement robust security measures and stay updated on relevant laws. Consider offering team training on cybersecurity and privacy best practices so everyone feels comfortable with this important topic.
7. Monitor time and costs
Accurate time and expense tracking ensures transparency, which your clients will appreciate. It also helps in budgeting and resource allocation, so your firm stands to benefit, too!
Recommendation: Use advanced tracking systems to monitor work hours, expenses, and other relevant metrics.
Ready to do more? 3 ways to level up your law firm’s matter management
If you’re truly ready to improve your matter management, take these three crucial steps.
1. Clarify your current process
Improving your matter management requires a clear understanding of your current process. Review your workflows, identify bottlenecks and areas of confusion, and determine what works and what doesn't.
For instance, if you're struggling to find files because of inconsistent naming conventions, it's time to standardize your filing system. Make sure everyone on your team knows and follows the agreed-upon process.
2. Increase visibility
Visibility is crucial in matter management. Everyone on your team should have access to the information they need to do their job effectively. This fosters collaboration and ensures everyone is on the same page, minimizing miscommunication and errors.
Use a centralized system where all matters are stored and updated in real time. This way, everyone can see what's going on, who's working on what, and what needs to be done next (and by what date).
3. Leverage technology
Today's technology offers a plethora of tools to streamline matter management. From automating repetitive tasks to providing a centralized platform for collaboration, technology can significantly improve your firm's efficiency and by extension, your profitability.
Consider using a matter management software like Rocket Matter. Our robust platform provides a range of features, including document management, automated cost recording, workflows and task management, file management, and much more.
By leveraging technology, you can spend less time on administrative tasks and more time on what truly matters: providing excellent legal services to your clients.
Rocket Matter: Your partner in effective matter management
Rocket Matter offers a comprehensive matter management solution designed to equip solo and small law firms with the essential tools they need to streamline operations. With its intuitive and scalable platform, you can manage all aspects of your practice from one central location.
Rocket Matter offers:
- Case management
- Document management
- Task management
- Time and expense tracking
- And more
Improving your matter management means delivering better client service, fostering team collaboration, and, ultimately, running a more efficient and profitable firm.
Don't let poor matter management overwhelm you or prevent you from reaching your firm’s goals. Start optimizing your processes with Rocket Matter today and see the difference it can make for your firm. Sign up for a demo today.
Streamline Cash Flows and Get Paid Faster with Rocket Matter Pay
Law firms have plenty of good reasons to offer online credit card processing:
- Faster, more reliable payments
- Less administrative time spent processing checks and reconciling books
- Offering clients the payment options they actually prefer
- But why have so many firms chosen not to take advantage of all the benefits of credit card processing?
Related Resources
How to Increase Your Profits with Rocket Matter
Lawyers in firms of all sizes struggle to finish the work for the day in a reasonable amount of time. With document creation, non-billable tasks, and time spent following up with current and potential clients, the workday quickly turns from a planned eight-hour day into a twelve-hour one.
How to Master Your Law Firm’s Time and Billing
Lawyers have a heavy workload. With so many clients and their various needs, it’s easy to put tedious administrative tasks like time tracking and billing on the back burner.
6 Billing Strategies to Grow Your Law Firm
Scaling your law firm doesn’t just mean adding more lawyers or increasing your number of clients. The best way to boost your law firm’s finances is to minimize your non-billable hours and make sure that every hour of your day is accounted for.
Share post: