Case Management Best Practices for Solo Attorneys
Case Organization Framework
File Naming Convention
Format: [Year]-[Client Last Name]-[Case Type]-[Matter Number]
Example: 2025-Smith-Divorce-001
Benefits:
- • Chronological organization
- • Easy client identification
- • Practice area grouping
- • Unique matter tracking
Folder Structure
Main Case Folder:
- • 01-Client Communications
- • 02-Pleadings & Motions
- • 03-Discovery
- • 04-Correspondence
- • 05-Research & Memos
- • 06-Financial Documents
- • 07-Administrative
Digital File Management Tips
- • Use cloud storage with automatic backup
- • Implement version control for documents
- • Create searchable PDF files
- • Tag files with relevant keywords
- • Maintain both digital and physical copies
- • Regularly archive closed cases
- • Use consistent date formats (YYYY-MM-DD)
- • Create shortcuts for active cases
Standardized Case Intake Process
Initial Client Contact
Step 1: Information Gathering
- • Client contact information
- • Basic case details
- • Urgency assessment
- • Conflict check
- • Initial consultation scheduling
Step 2: Consultation
- • Detailed fact gathering
- • Legal issue identification
- • Strategy discussion
- • Fee structure explanation
- • Engagement letter review
Step 3: Engagement
- • Signed engagement letter
- • Retainer collection
- • Case file creation
- • Calendar entries
- • Initial case strategy
Intake Checklist Template
Client Information:
- □ Full legal name
- □ Address and contact details
- □ Emergency contact
- □ Preferred communication method
- □ ID verification completed
Case Details:
- □ Nature of legal matter
- □ Key dates and deadlines
- □ Opposing party information
- □ Previous legal representation
- □ Relevant documents collected
Task & Deadline Management
Deadline Tracking System
Three-Tier Alert System
- • Red Alert: 24-48 hours before deadline
- • Yellow Alert: 1 week before deadline
- • Green Alert: 2-4 weeks before deadline
Critical Deadlines
- • Statute of limitations
- • Court filing deadlines
- • Discovery cutoff dates
- • Appeal deadlines
- • Contract performance dates
Task Prioritization Matrix
Priority Categories
Urgent + Important: Do immediately
Important + Not Urgent: Schedule
Urgent + Not Important: Delegate
Neither: Eliminate
Daily Task Management
- • Review all cases daily
- • Update task status regularly
- • Block time for deep work
- • Set realistic daily goals
Client Communication Management
Communication Schedule
- • Weekly updates: Active litigation cases
- • Bi-weekly updates: Transactional matters
- • Monthly updates: Long-term planning
- • Immediate: Urgent developments
- • As-needed: Client-initiated contact
Documentation Standards
- • Log all client interactions
- • Time stamp all communications
- • Record action items and decisions
- • Confirm important discussions in writing
- • Maintain professional tone
Response Standards
- • Emergency: Same day
- • Urgent: Within 24 hours
- • Important: Within 48 hours
- • Routine: Within 1 week
- • Always acknowledge receipt
Document Management System
Document Categories
Core Documents
- • Engagement letters and fee agreements
- • Court pleadings and filings
- • Contracts and agreements
- • Evidence and exhibits
- • Expert reports and depositions
Supporting Documents
- • Research memos and case law
- • Client correspondence
- • Administrative documents
- • Billing and payment records
- • Internal notes and strategies
Version Control
Naming Convention
Format: [Document Type]_[Date]_v[Version]
Example: Motion_Summary_Judgment_2025-01-15_v3
Final: Add "_FINAL" to completed documents
Change Tracking
- • Use track changes for revisions
- • Maintain revision logs
- • Archive previous versions
- • Document approval processes
Security & Confidentiality
Data Protection
- • Encrypted file storage
- • Secure cloud backup
- • Two-factor authentication
- • Regular security updates
- • Strong password policies
- • VPN for remote access
Access Control
- • Role-based permissions
- • Client-specific access
- • Audit trails for file access
- • Secure client portals
- • Regular access reviews
- • Employee training
Compliance
- • Attorney-client privilege
- • Professional conduct rules
- • Data breach protocols
- • Retention schedules
- • Destruction procedures
- • Regular compliance audits
Performance Monitoring & Analytics
Key Performance Indicators
Case Metrics:
- • Average case duration
- • Case resolution rate
- • Client satisfaction scores
- • Case value and profitability
Efficiency Metrics:
- • Time to case resolution
- • Deadline compliance rate
- • Document turnaround time
- • Client response time
Monthly Review Process
Week 1: Case status review and updates
Week 2: Client satisfaction assessment
Week 3: Financial performance analysis
Week 4: Process improvement planning
Quarterly: Comprehensive system audit
Technology Integration
Essential Software
- • Practice management system
- • Document management
- • Time tracking software
- • Calendar and scheduling
- • Communication tools
- • Accounting software
Integration Benefits
- • Centralized case information
- • Automated workflows
- • Real-time collaboration
- • Consistent data entry
- • Comprehensive reporting
- • Reduced duplication
Implementation Tips
- • Start with core systems
- • Train staff thoroughly
- • Migrate data carefully
- • Test integrations
- • Monitor performance
- • Regular software updates
Quality Control Checklist
Weekly Quality Review
- □ All deadlines identified and calendared
- □ Client communications up to date
- □ Time entries recorded and accurate
- □ Documents properly filed and named
- □ Case status updated in system
- □ Financial records current
- □ Follow-up actions identified
- □ Risk assessment completed
Case Closure Checklist
- □ All objectives completed or resolved
- □ Final bill prepared and sent
- □ Client satisfaction survey conducted
- □ All documents properly archived
- □ Trust account reconciled
- □ Client property returned
- □ Retention schedule established
- □ Closure letter sent to client