Make your legal workflow go more smoothly by optimizing business processes and using business process mapping to select the right legal technology and save hundreds of hours.
A recent study by Clio found that, on average, a mere quarter of an attorney’s working hours are spent on billable tasks — and the percentage is even lower for solo practitioners. Technology can address this problem by modernizing every stage of your legal workflow. However, let’s face it: There are more technology solutions for lawyers than ever before, and the options can seem overwhelming. Every new legal tech vendor claims to be the cure for your practice woes, but how can you even determine which technology you need in the first place?
Understanding Your Workflow
Grasping the nuances of your workflow is essential for spotting areas that could use a little polish and for effectively implementing process mapping. Think of a workflow in a law firm as the journey a piece of work takes from start to finish, passing through various stages like a well-oiled machine. By really understanding your workflow, you can zero in on inefficiencies and identify where legal workflow automation can make a real difference. This not only helps cut down on non-billable hours but also frees up more time for billable tasks, ultimately giving your firm a productivity and profitability boost.
What is Process Mapping?
Process mapping is a technique used to visually map out workflows and processes. It involves creating a process map, also known as a process flowchart or workflow diagram. The purpose of process mapping is to communicate how a process works in a concise and straightforward way. By laying out the steps visually, team members—whether working in the office, remotely, or across hybrid schedules—can easily understand how to complete a given process without lengthy verbal explanations. This clarity is especially beneficial in a legal practice, where complex procedures can be broken down into manageable tasks, making it easier to identify areas for improvement and streamline operations.
Identifying Areas for Improvement
Identifying areas for improvement is crucial in process mapping. This means taking a closer look at the entire process to find bottlenecks, inefficiencies, and opportunities to automate. By examining each step, law firms can simplify their legal workflow, cut down on repetitive tasks, and boost overall productivity. For example, if a specific task routinely delays case progression, it might be worth automating or delegating it. By concentrating on these essential elements, law firms can ensure their processes are as smooth and effective as possible, leading to better results for both the firm and its clients.
How Lawyers Can Use Legal Workflow Automation
As an attorney and founder of a legal tech company, I use a concept known as “process mapping.” You can apply the same methodology to identify which areas of your legal practice are ripe for automation.
How to Create a Process Map
- Create a process map template: Start by creating a process map template that outlines the key elements of the process, including the inputs, outputs, and tasks involved.
- Identify a problem or process to map: Determine the specific process you’d like to map out and name it—from client intake to document preparation.
- List the activities involved: Document all tasks required to complete the process, including who is responsible for each step.
- Write out the sequence of steps: Arrange activities in logical sequence from beginning to end to understand the complete flow.
- Draw a flowchart using process mapping symbols: Select standard visual symbols (like rectangles for process steps and diamonds for decisions) to represent each step.
- Analyze the map to find areas of improvement: Identify bottlenecks and determine which steps can be eliminated, automated, or delegated.
By following these steps, law firms can create effective process maps that help them streamline their workflows, reduce repetitive tasks, and increase productivity. Process maps provide a clear visual representation of workflows, making it easier to identify and address inefficiencies, ultimately leading to a more efficient and profitable legal practice.
Is It Repetitive Tasks, Administrative or Substantive?
How do lawyers apply business process mapping to save hundreds of hours every year? Process mapping starts with a breakdown of every step a lawyer takes in performing a legal transaction. After identifying the steps, divide each step into separate tasks and categorize them into repetitive, administrative, and substantive items:
- Repetitive tasks do not require interpretation or decision-making. They are monotonous and ripe for automation. Modern document assembly software and automated intake tools handle these instantly.
- Administrative tasks require minimal legal interpretation. While they cannot be completely automated, they should be delegated to legal assistants, paralegals, or specialized operations support.
- Substantive tasks require interpretation, critical thinking, legal training, and strategic judgment. These tasks deliver the highest value to your clients and deserve the bulk of your focused attention.
The Process Improvement in Action
Let’s apply this methodology to a standard legal transaction across three main phases:
1. Collecting Client Information
- Repetitive: Software tools combined with automation platforms gather initial client inquiries, issue engagement letters, and collect retainers automatically.
- Administrative: Paralegals conduct initial conflict checks and collect necessary background documentation from the client.
- Substantive: The attorney reviews intake data to evaluate legal scope, identify key risks, and determine strategic direction.
2. Performing the Work
- Repetitive: Document assembly tools and AI-assisted drafting engines generate working drafts, standard agreements, and relevant research in minutes.
- Administrative: Support staff follow up with clients to collect specific evidence or required filings (such as trademark specimens or corporate governance records).
- Substantive: The lawyer analyzes client documents, tailors complex provisions, and executes substantive strategy.
3. Completing the Transaction
- Repetitive: Practice management platforms automatically log billable time, issue invoices, process payments, and update client portals with matter status.
- Administrative: Support staff organize digital client files and execute official filings with government or court portals.
- Substantive: The attorney conducts closing calls, advises on next steps, and outlines ongoing legal needs with the client.
More Ideas for Incorporating Technology into Your Workflow:
Illustration ©iStockPhoto.com
Nehal Madhani is the founder and CEO of Alt Legal, modern IP management software used globally to automate docketing. A former Kirkland & Ellis attorney, he has served on the USPTO Trademark Public Advisory Committee and holds degrees from Penn Law, Wharton, and Northwestern University.
