Divorce Board

The Divorce Board, created by Legalboards’ team, shows an example of automation applied in a Family Law matter.

It has often been discussed by lawyers the need to automate some processes of the legal routine to optimize their service. The Divorce Board, created by Legalboards’ team, shows an example of automation applied in a Family Law matter.

The goal is to avoid the waste of time creating an effective workflow that allows easy visualization of all steps of the process, as well as assisting to identify where the struggle occurs, and what can be done better.

The transparent overview of the workflow will allow the family lawyer to work with the critical subject of his/her practice: client experience, quick and high-quality service at a fair and reasonable cost.

You will find below some steps and tips used to build this Family Law board:

1) Determine your columns headings – the first thing is to decide the phases you’re going to use to track your matters and tasks. In our framework, we’d chosen 11 stages.

You don’t need to overthink and create a long-comprehensive board, i.e., you can create one or more separate boards for trial, trial preparation, judgment, and even appeal. Depending on how detailed you need a workflow, it’s better to divide the workflow into two or more boards. From a project management perspective, the key to deciding how your board needs to be structured is to (i) have clear goals for the matter or project, (ii) understand pivotal moments or phases in which several tasks would need to be monitored and accomplished, (iii) seek standardization in a sense that those participating in the project have a clear understanding of when and how they need to perform.

Tip: You can use the “note” card to describe for you and your team what to do in that particular column/phase, which documents should be used (maybe a link for a form), which type of billing, and indicate who is responsible to accomplish tasks:

2) Review your checklist – the second step is to review the checklist of your workflow. As a family lawyer, you probably have one checklist with all of the tasks associated with the process. It doesn’t matter if you have it in a paper note , excel, or on your mind. Keep this list with you to decide which automation within Legalboards can better help you. You may already know that with Legalboards, you can choose 3 different Actions for automation):

(i) Task creation – in this framework there are 9 automated tasks. To illustrate, let’s explain the first task named “Divorce Petition.” When a “Matter Card” drops in the column “File complaint” and stays in such column for more than 1 day, an automated task called “Divorce Petition” will be created for the paralegal, who shall complete the task in 2 days. Within the description of the task the paralegal will find all information he/she needs to know before drafting the “Divorce Petition”. Watch this Video

(ii) Send emails – an email is an essential tool for communication with clients and team members. Quick templates for standardized and periodical emails can make a considerable improvement in your workflow. Besides the advantage of time, with automated templates, you can make sure not to forget an important follow-up or a request for relevant information. Also, you can prepare emails effectively using lists, checking the spelling when you are editing this automation. Watch this Video

In this example, every time a card is dragged from the column “Serve complaint” and dropped to the column “Client’s directions for inventory,” the client will receive an email from the responsible attorney with a request of information.

(iii) Move cards – this last automation allows the user to automate the automatic movement of matter cards within the same board or to another board.

Tip: you can create a specific board for “Billing” and using the Move Card automation, every time a card moves to the column “Concluded”, a new card will be created in the Board “Billing”. 

General tips:

Legalboards allows you to customize each board such as using “Labels” to help you see your matters and quickly understand if it’s an urgent matter if it has some pending tasks, etc. The description of the board can be used to inform which team is responsible for that board, explain the process, or whatever might be essential for that process

After the creation of your board, test it with your team. Ask everyone to review the board and add tasks, automation, information that may be missing. Collaboration is one of the central goals of Legalboards.

Start using your board and enjoy keeping your cards moving towards the “Concluded” column! You’ll be stunned by how it’s great to create automation and see your progress. The improvement of your legal practice will bring efficiency and a better experience for you, your team, and your clients.

Written by Flavia Borges

Flavia is the Business Development Partner of Legalboards. She is a Lawyer, Legal Consultant and Legal Entrepreneur with over 16 years of professional experience in Civil Law, working mainly in the fields of Consumer Protection, Digital Law, Entertainment Law, and Privacy & Data Protection. She also has a solid background in managing and developing businesses in the legal industry.

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