Hello,
Let’s discuss the core basic functions a legal assistant at JC Law must master to be proficient and successful. These are the big ones and do not necessarily include many other tasks that we will discuss in a different video. These are the largest and most important daily functions that must be performed every day over and over. These core functions are the backbone of how a legal assistant manages their lawyer’s case load, their daily practice, and all the tasks that are required. Many of these tasks are repetitive and mirror our Work Flow Sheet (WWP) that describes exactly what a legal assistant performs on a task-by-task basis.
This video is an overall aerial view of the top three basic functions a Legal assistant must master.
First, implement a diary system. There are two systems. The first is the old-fashioned date put on the actual paper file every time a lawyer touches the file. The lawyer records the date and puts the file in the outbox or the inbox of the legal assistant. The legal assistant then records the date that the paper file actually needs to be pulled from the file cabinet and physically puts it in the lawyer’s in-box or desk at a future time. Most days, the diary will consist of 3 to 8 files. These files must be put on the lawyer’s desk by 9 AM every day. A legal assistant must keep a “to-do” or “task” listing for the dates the files need to be pulled. This is called the lawyer’s diary. Every file should have a diary. If it does not, then something is wrong!
The legal assistant also keeps their own diary. This can be tasks, but the actual file needs to be pulled for review every time. This is separate and totally different from the lawyer’s diary. These diaries consist of essential tasks and dates. You must live and function with this system. It is mandatory.
Second, legal assistants must manage the lawyer’s calendar and emails completely. They run these components. They are in charge and responsible. Every few hours, you must review the email and have a marking system so that the lawyer can see what is urgent. If it is urgent, bring it to the attention of the lawyer. If a client reaches out and the lawyer is not available, send an email to them telling them that the lawyer is in court and will speak with them shortly, or simply call them, or both. Set up an appointment automatically later that day and put it on the calendar for the lawyer to meet or talk with the client. This should be done every day since it is a common occurrence.
As part of managing the calendar, the legal assistant should set up at least five client calls or in-person meetings per day. Lawyers and legal assistants should get used to having a minimum of 5 clients on their calendar between 3 PM and 8 PM each day. Preferences may be different, but generally after court hours, with exceptions.
Third, “tasking”. Legal assistants and lawyers will meet every morning for 10 minutes to prepare for the day or week. The lawyer will task the legal assistant with specific jobs to perform. When discussing these tasks, the paper file should be available for note-taking.
We will discuss the entire parameter of duties in another video, but if you master these basic top functions, all the other daily tasks and routines will fall into place. I cannot overemphasize how important these fundamental strategies are. If they are not implemented, you will not be successful!
Thank you for your attention.