Group Management of Client Matters Policy

Every matter of every client must be assigned to a practice group at the time the new file is opened. The practice group leader is responsible for assigning the new matter to the appropriate team within the practice group. A team will include partners, associates and paralegals assigned to work on a matter. A team should not be limited to lawyers who work for the same client.

The management of client matters by group is beneficial to the client because it guarantees the best practices of the whole firm will be brought to bear on each client matter. It also ensures continuity in the handling of a matter if one of the team members leaves the firm or is otherwise unable to continue working on the matter. By assigning a matter to a team that is managed by the group manager, the client is assured that the matter will be supervised and will progress in a timely manner.

The group lawyers also benefit by this management structure because group management is an effective form of training and a constructive form of oversight (at every level). Lawyers also benefit because no one lawyer has the burden of being indispensable to the matter. This also results in an enhancement of the quality of life for firm lawyers by, for example, encouraging the taking of vacations, since there will always be another lawyer in the team or group to attend to the matter if one of the responsible lawyers is away.

The Firm benefits by this structure because it ensures quality in the handling of cases. Problems and errors will be caught at an early stage, before they reach the crisis stage. It is also an effective way to manage the human resources of the firm and distribute the work load among all lawyers. This structure should also enhance the firm’s profitability because it ensures that every file is being worked on regularly. Work on client matters should be completed on or ahead of schedule, making clients happy. Work will be billed promptly and bills will be paid promptly.

From a risk management point of view, this kind of supervisory system is vital. It ensures that lawyers will not act as lone wolves handling client matters without any oversight. It also provides the firm the ability to ensure independence of the legal advice given. It protects the firm from the damage that can be done by lawyers doing things in client matters that are inappropriate.

Practice groups are to meet regularly, the frequency to be a minimum of [number of times per week or month]. The frequency will vary depending on the area of practice. The meetings will be scheduled at appropriate times so that attendance will not interfere with other obligations of the members of the group.

At each group meeting, the attorney responsible for each pending matter will report on the status of the matter.

Attendance at the group meetings is mandatory. Unexcused absence will be grounds for disciplinary action up to and including termination for repeat offenders.