Ask Daliah: Ways to record, bill and save those minutes at work
Dear Daliah: Any tips for tracking time better?
Dear Readers: We have all faced the black-hole time warp. You worked 10 hours, but your billable hours only record 4½. Where did all the time go? You were so busy that you had a granola bar for lunch at 4 p.m. just to soak up all the coffee from the morning client marathon.
Keeping track of all your time often fails because you’re distracted by the hundred different things coming at you or because you can’t re-create your day at the end when you finally have time to breathe.
Here are three ways to capture your time effectively.
the AUTOMATIC way
Stay ahead of the game, and use practice management software that integrates your billing and has customizable workflows all in one. Not being able to consistently reconstruct time can bankrupt a practice.
I asked my friend Alvaro Arauz at 3a Law Management, a legal practice consulting firm in Atlanta, for some technology recommendations. He says cloud-based software you can access from anywhere with an internet connection, such as Clio, MyCase or Rocket Matter, is used by many firms. These platforms can automate standard billable tasks, such as basic discovery, emails, text messages to clients, court hearing confirmations or cover letters.
The 0.2 and 0.1 hours can add up in a day but can be easily lost. With the proper services, predefined tasks convert into time slips with a click of a mouse without having to remember if everything was billed in the scope of the assignment. Keep in mind, the time slips can always be adjusted in the prebill phase.
The two things any firm of any size can streamline, Arauz says, are phones and accounting. Not managing either effectively also can make or break your practice.
Part of the accounting headache is the chore of reminding and following up with clients about payments. Then there’s the actual collection of payments; in some firms, it’s a bookkeeper’s part-time job.
New options are available to the modern lawyer, and PaySimple is exactly what it says—a simple software program that lets you schedule payments and accept e-checks and credit cards while it automates your billing process. Even the established merchant services LawPay and QuickBooks allow you to send a link to clients via email for them to pay their invoices or retainers.
Arauz says to take it all a step further by using practice management software that syncs with LawPay and QuickBooks. If the structure of your website allows it, which most do these days, there also are payment portals that can be added for either potential clients scheduling a consult online or existing clients who received an automatic emailed invoice.
The second thing to delegate are the phones. There are a variety of live answering services that range from $99 to $800 per month—services such as Ruby Receptionists, My Receptionist and PATLive. They give your clients the impression that your practice has a front desk ambassador. Just remember the old adage that you get what you pay for, and try to stay in the $200 to $500 range.
Ruby Receptionists is a quality and tested company. Script how you want your phones answered—when they get transferred immediately, i.e., when a judge calls; when to email your staff—and monitor it all with monthly reporting logs.
If you have a high-volume practice or a large number of weekly potential intakes (personal injury, bankruptcy, med-mal), Legal Intake Professionals will handle your entire intake process. Equally customizable on how to prioritize calls, it adds the extra level of capturing details that most answering services do not provide.
Once the intakes come in, a paralegal or an attorney contacts the potential client to engage them formally. However, the monthly price is slightly higher than most services but still less than the salary and payroll liabilities of an intake specialist plus a receptionist.
For the ultra-high-volume intake firms, there are plug-ins for your website or case management software that will email intake forms to potential clients and then enter them into your internal system automatically. Capturing the case information and data entry is the bottleneck of the intake process. Delegate it to the potential client and technology, Arauz says, all from an iPad on a couch in your waiting room.
Daliah Saper opened Saper Law Offices, an intellectual property, digital media, entertainment and business law firm in Chicago, in 2005. Saper is regularly interviewed for national TV, radio and publications, including Fox News, CNN, CNBC, ABC News, 20/20, the
Daliah Saper opened Saper Law Offices, an intellectual property, digital media, entertainment and business law firm in Chicago, in 2005. Saper is regularly interviewed for national TV, radio and publications, including Fox News, CNN, CNBC, ABC News, 20/20, theNew York Times and the Chicago Tribune. She is an adjunct professor of entertainment law at Loyola University Chicago School of Law and can be reached at [email protected].
This article first appeared in the September 2017 ABA Journal with the headline “It’s About Time.”