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

1. Enter the final deadline on your calendar, on the staff person’s calendar, and onthe central docket.2. Determine a reasonable time line for completing the various tasks before thedeadline and ensure that those dates are entered.3. Have a staff person enter reminder and follow-up dates for each task and thefinal deadline. For example, if the event is sending a complaint out for service,create a follow-up entry to verify that the process server actually served thecomplaint. If the event is to mail notice by certified mail, create a follow-up entryto verify that the certified card was returned. Indicate final reminders in red orboldface, or use the attention-getting features of your calendaring or casemanagement program.4. As the case proceeds, have the staff person bring the reminders and follow-upsto your attention and marks off tasks when they are completed.Without reminder and follow-up dates, you can miss a critical date. Failing to respond toa critical date is a common type of malpractice. Use reminder and follow-up dates.Calendaring All New Dates ImmediatelyImmediate calendaring of new dates is critical for an effective calendaring system. Thefollowing are some techniques to shorten the time between the receipt of a new date and itsplacement on the main calendar.1. Intake Sheets. Give each new client an intake sheet at the first appointment.The client completes the top half while waiting, and you complete the bottom halfduring the interview. The portion you fill out should include entries for importantlegal deadlines such as statute of limitations, file review frequency, and the firsttickle date. Place the client information sheet in the new file folder and enter thedates on the calendar immediately.Client information sheets provide a permanent record of every client interview. Ifno file is opened, place the intake sheet in a miscellaneous prospective client fileor notebook for storage and be sure to enter the prospective client informationinto your conflict of interest checking system.2. Mail Handling. In a small firm, have the person opening the mail enter all newdates as the mail is opened. Besides date stamping, that person should indicateon each item that the date has been docketed, either by highlighting the docketdate or placing a checkmark next to it.3. Synchronizing Calendars. If you have a manual calendaring system, keep asupply of brightly colored calendar slips and carry these with you when outsidethe office. This allows you or a staff member to make note of new datesimmediately and to give the note to the person in charge of the main calendar. Ifyou use a PDA or smart phone, get into the habit of synchronizing it to your maincalendar on your office computer at the start of each day.[17-Aug-07 Rev 6/07] 6 Professional Liability Fund (Calendaring and File Tickling Systems.doc)