Calendaring, Docketing, and File Tickling Systems - Professional ...

Computer CalendarMany small firms and sole practitioners are shifting their central calendars over tocomputerized calendars, case management software, or a combination of computerized andmanual calendars. Calendaring or case management programs have many advantages overdesktop calendars and are ideal for the sole practitioner or firm with networked computers. Youcan print up-to-date calendars at any time and set up recurring events as described above. Thisfeature is ideal for matters that require periodic review, such as wills or corporations.You can maintain different calendars in the same system, allowing each lawyer and staffmember to have a personal calendar. If you need a firm-wide calendar, most programs cancombine the individual calendars into one main calendar. Also, you can move or modify entrieseasily. The more sophisticated programs allow for entry of predetermined reminders for cases.Some law firms choose to create a separate central docket calendar that is shared onthe server. Lawyers and staff members can update this central docket with important dates.Maintaining a shared central docket can be very helpful when a lawyer or key staff member isunexpectedly out of the office.Individual CalendarsMost lawyers prefer to carry a calendar with them when they are out of the office. Atraditional “day planner” can be handy, but works well only if you remember to transfer all newappointments or scheduling changes to your central calendar at the office. By contrast, you caneasily synchronize a personal digital assistant (PDA) or smart phone to the central calendar onyour computer. These devices can also store client contacts, documents, and e-mail. PDAsand smart phones have become more affordable, and with wireless capability, they allow thelawyer-on-the-go to stay in touch with the office. The key to making the system work is tosynchronize all new or changed events from your personal calendar device to the maincalendaring system. If an event appears only on your personal calendar and you are ill, onvacation, or lose your calendar, you may miss the deadline. When all events are synchronizedto the main calendaring system, everyone in the office can monitor and respond to deadlines.Setting Reminder and Follow-Up DatesUsing a Docket Calendar SystemNo matter what type of calendaring system you use, certain procedures are necessary toprevent error. It is essential that you enter all deadlines as soon as you are notified of them andthat you create sufficient reminder entries. The number of reminder dates depends on theparticular calendared item, but every item should have at least one reminder date. Threereminders are ideal: a month, a week, and a few days before the event date or deadline.Follow-up reminders are also important, but they are often overlooked. If you are relyingon someone else to do something, a follow-up entry date will remind you to verify that the actionwas taken. For example, if you sent the complaint to a process server, enter a follow-up date toverify that the process server effected timely service. If necessary, create a follow-up log for aparticular matter. Include each important action, when it was accomplished, and by whom.Without a follow-up system, you may not discover that a critical action was not takenuntil it is too late. Establish a policy stating what action should be taken if final reminders andfollow-ups are ignored or you are unavailable.Take the following steps to ensure that all important events are properly calendared:[17-Aug-07 Rev 6/07] 5 Professional Liability Fund (Calendaring and File Tickling Systems.doc)