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November 2008
Practice Management Strategies Part 21 Systems and Procedures; Series Summary
Systems and Procedures
When formulating systems and procedures, keep in mind the key components – Certain traits are the hallmark of success from an efficiency and professional liability standpoint. It is advisable to try and include all of these traits in every system and procedure you develop or institute:
- Centralized — used on a firm-wide basis by everyone
- Consistency
- User-Friendly — easy to understand and use
- Integrated fully with other related systems and procedures
- Provides built-in documentation of what has transpired
Make sure all your systems and procedures have built-in controls and safety nets – Many systems and procedures fail due to the fact that while they are well-intentioned, they may be poorly designed in the sense that they do not have failsafe, built-in controls that ensure that they desired result is obtained.
An example of a deadline control system that is well-intentioned but intrinsically deficient is one that has as its final step distribution to each lawyer a list of all the motions which time-wise must be filed during the next week. The reason the system is deficient is that it relies on each and every individual lawyer to follow through. If every lawyer does not follow through due to absence from the office or for any other reason, the system breaks down.
A better system would be one in which a designated deadline control system administrator tracks down each item, and follows up with each lawyer until the lawyer signs off that the motion has been filed. This type of system will have a much higher success rate.
Series Summary
Become a part of the professional liability solution — At this point in the Practice Management Strategies series, it should be clear that professional liability claims are not something that “just happen to you.”
On the contrary, professional liability claims are predisposed, if not preordained, to happen to law firms based largely on how they manage and operate their practices.
By having the necessary awareness and using the proper strategies on all levels, individual lawyers and law firm can exert a massive amount of control and influence over the likelihood of incurring professional liability claims. It is always more rewarding to be part of the solution rather than part of the problem.
This concludes our Practice Management Strategies series. We hope you have enjoyed it! Look for our next Perspectives e-newsletter for more articles of interest to attorneys and law firms.
Disclaimer: Perspectives is published as a service to lawyers. While the information contained herein is believed to be reliable, readers are advised to consult their own legal and insurance counsel for assistance in applying it to their unique situations.
2008 Risk Management Seminar Series
Cavignac & Associates FOCUS Room Bank of America Plaza 450 B Street, 18th Floor, San Diego, CA
- Sexual Harassment Prevention Training Satisfies requirements under AB 1825
Friday, December 5, 2008 — 9:00 AM – 11:00 PM
All training sessions available to our clients Reserve early / seating is limited! *
For more information about upcoming seminars: Visit our Web site at www.cavignac.com -Contact Darcee Nichols at dnichols@cavignac.com or 619-744-0596
HR Tidbits… I-9 Forms
Are you using the most current edition, which is Form I-9 (Rev. 06/05/07) N? (Look for this information at the bottom right hand side of the I-9.)
If not, you can download the latest version: www.uscis.gov/files/form/I-9.pdf The current version expires on 06/30/09 (the expiration date is located on the upper right hand corner of the I-9).
Note: You must always use the most current edition of this form.
Do you provide new hires with all 4 pages of the I-9, and allow them to select and produce for inspection the documents which will show their legal right to work in the USA?
For full and complete information about the I-9 and the employer’s responsibilities, download the Handbook for Employers online :
http://www.uscis.gov/files/nativedocuments/m-274.pdf
HR Tidbits are provided by Sandra W. Rugg, SPHR-CA, Director of Human Resources, Cavignac & Associates