Applying TOC to Law Firms
I wrote earlier about the Theory of Constraints. Assuming we buy into the theory and want to increase efficiency by getting rid of the largest bottlenecks. What are the bottlenecks in a law firm? Here are the ones that immediately come to mind.
1. The lawyer - As a sole practitioner, there is only so many items I can review, or tasks I can perform in a day. Regardless of how efficient I am, there are only so many 'touches' the lawyer can have.
The solution: minimize the amount of things the lawyer needs to do. This involves standardized letters and forms, checklists for the employees and standardized questionnaires for screening and client intake.
It also means standardizing the best of your work, so that your paralegal knows where it is without interrupting you.
2. Generating paperwork - Regardless of how efficient and productive your paralegal is, there is only so much paperwork she can crank in a day.
The solution: A good document generation system can help ease this constraint (or bottleneck). When filing a complaint, typically the same procedure is followed. The computer should be able to generate the Complaint, Civil Court cover sheet, standard discovery requests for the type of case, plus a letter to the Clerk of Court requesting the Complaint be filed and a copy returned to you. Even with an efficient paralegal, the computer can generate these forms quicker.
3. Medical records and expert reports - We can't do anything on a file until the medical records are in and summarized. We can't complete the file without the expert reports we need on a file.
The solution: A good system that will generate the requests quickly and easy, plus a tracking system to know what is outstanding. This will also require diligent follow up to get the records in as soon as possible.
While computers and software help the situation, I think a lot of the solution is not computer related. For example, having your best language for demand letters regarding punitive damages, UIM insurance, Tyger River, trucking cases.... gathering these together and having your paralegal know where they are doesn't rely on a computer.
If you can think of any other bottlenecks (constraints) or solutions, please let me know.
