Knowledge management saves time, maximizes efficiency

When lawyers start a new case, it’s common to use the paperwork from a similar matter as a starting point. After all, with the billable hour clock always ticking, clients prefer that lawyers are as resourceful as possible and don’t “recreate the wheel” unless necessary. A Law Practice Today article, “Don’t be a Legal Hamster,” by Ed Poll, provides tips on how to organize a firm’s work product for maximum efficiency.

An organized system is critical. Without one, rummaging through file cabinets is both time consuming and costly for the client.

A unified database is best for firms interested in filing all of its work product—every brief, pleading, contract and form prepared—since computerized systems can make information quickly available. According to Poll, consistent categorization and classification of information is critical with such a system. “Knowledge management only works when all knowledge is shared in a way that all lawyers can access it,” he says.

Firms using a single, unified database should also have a system to flag precedent documents, so when they are used for future matters, they are easily identified and accessed.

Instead of organizing all of its paperwork, a firm may consider building a library of just the documents it intends to use as case models. Start by having each practice area identify which documents to add. Poll suggests having all members participate in the process of identification, review and approval of the precedent documents.

When reviewing the documents, have younger associates speak first so they are not intimidated by the opinions of their seniors, suggests Poll. Including all members of the practice area gives everyone an understanding of why a certain document is selected and what elements make it a model to follow. Moreover, by specifically including associates in the process, a firm can help them gain in-depth knowledge of the firm, making them better external marketers.

A library of approved precedent documents offers lawyers beginning a case time savings. Additionally, creating such a library is an opportunity to develop a consistent look and feel for the firm’s documents, helping to establish a brand, says Poll.

Law Practice Today is a magazine of the Section of Law Practice Management. Ed Poll’s article is available here.

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