Running a small law firm: clients, cases and hearings in one place

A small practice is built on memory: the senior advocate remembers every client, the clerk remembers every date, and the files are in the cupboard. It works until someone is on leave, a date is missed or a client calls asking for an order nobody can find. A simple system protects the practice and frees up time for legal work.

1. One record per client

For each client, keep one record with:

• Name, phone, email and address, or company details for a business client.
• Copies of ID proof and address proof, collected at the start.
• How they came to you and what they need (consultation, a potential matter, or an existing case).
• Every consultation, call and meeting, with what was promised next.

When a client calls, anyone in the office should be able to open the record and answer.

2. One record per case

Each case should hold its court, case type, case number, CNR, filing date, parties and opposing counsel, plus the stage it has reached. Linking each case to its client means you never mix up two matters for the same person.

3. A board of stages

Arrange cases by stage: consultation, pre-litigation, filing and registration, trial and judgement. A quick look at the board tells you where your work is piling up.

4. Hearing dates you can't miss

Record the next date for every case, with notes from each hearing. A shared calendar for the firm means juniors and clerks see the same dates as partners. Better still, track cases by CNR so the next date and new orders come from eCourts automatically.

5. Documents with the case

Pleadings, orders, client documents and drafts should sit inside the case, not in a personal email inbox. Keep court orders separate from your own drafts so they are easy to find.

6. Clear ownership

Every case needs a lead lawyer and, if needed, a team. Every client can have a relationship manager. When the firm grows, give people roles (partner, associate, clerk) so each person sees and does only what they should.

7. Keep clients informed

Most client calls are about the next date. Letting clients see the title, stage and next date of their own case, and nothing more, saves hours a week.

Getting started

Start with your active cases. Add each one with its CNR, then add clients as they call. Within a month the system holds everything that matters.

April's law practice management software and legal CRM were built for exactly this, for an advocate on their own or a whole firm.