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

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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)
NAME APPOINTMENTDATE AT OFFICETIME REQUIREDCOMMENTS:CALENDAR NOTE COURT APPEARANCE AT OTHER LOCATION4. Access to the Calendar. Keep the docketing calendar in a central location soeveryone in the office has access to it. If the main calendar is manual, color codeentries. Use different colors for each lawyer or type of entry (e.g., red for trials,orange for depositions, green for motions, purple for filing deadlines, etc.).5. Daily Conferences with Staff. Meet with staff daily to confirm new calendaritems and discuss tickled cases. This is an excellent time to review new mail,report on the progress of work, and assign tasks to staff. Good communicationcan prevent calendaring errors.[17-Aug-07 Rev 6/07] 7 Professional Liability Fund (Calendaring and File Tickling Systems.doc)
Page 1 and 2: Calendaring, Docketing, andFile Tic
Page 3 and 4: CALENDARING AND FILE TICKLING SYSTE
Page 5 and 6: this meeting to review the day’s
Page 7: Computer CalendarMany small firms a
Page 11 and 12: Your program may also allow you to
Page 13 and 14: FOLLOW-UPOne of the most important
Page 15 and 16: DOCKET SHEETToday's Date ENTER CA
Page 17 and 18: Calendaring,Docketing, and FileTick
Page 19 and 20: Most malpractice claims involvemiss
Page 21 and 22: ABA 2003 Profile of Legal Malpracti
Page 23 and 24: Calendar Control• Do you have a r
Page 25 and 26: Calendar important dates• Adminis
Page 27 and 28: Docket Control• Do you have a for
Page 29 and 30: Docket items• All deadlines as th
Page 31 and 32: File Tickling Control• Do you hav
Page 33 and 34: Tickling• Don’t let files stack
Page 35 and 36: Resources forcalendaring, docketing
Page 37: Questions?Thanks for listening!Shei

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