Creating Workflows with Time Matters

Flowcharts can be incredibly effective at creating, streamlining and tweaking the series of steps needed to serve clients and run a law office. Here is an example I created for a law firm for handling voicemails from new, prospective clients:

https://www.activepractice.com/1234tips/2021/10/23/flowchart-for-prospect-voicemails

Law practice management applications typically support one half or the other of workflow automation. They either:

1. Visually diagram the process with branching, loops, end points and links with the capability to visually modify the flowchart template of each process, or

2. Automate the steps of a process without a visual flowchart and typically without branching. The Kanban method, where the process moves in linear fashion from Stage 1 to Stage 2 to Stage 3 to Done, has a visual metaphor, but little flexibility.

The Time Matters Outline feature comes the closest. It incorporates some great automation, but the interface is seriously awkward. That said, the Time Matters outline has the flexibility to automate the creation of ToDo's, Events, Emails, Documents and other records. That sort of automation blends the visual representation of the work process - the outline - with the actual creation of records and files.

The Time Matters Outlines, especially when they incorporate associated ToDo's, Events and Merge Templates, combine the two halves, but leave much to be desired in terms of the interface and the tools for creating the workflow. You need to learn to use these features to make a workflow template:

• The Outline editing methods

• AutoEntry Form creation

• Multiple-click routines to create associated records

A compromise, but still effective approach uses workflow charts to map out procedures using key components such as:

• Choice points (branching):  Yes / No - Children / No Children - Sole Proprietor / LLC / C Corp.

• Loops:  Request records -> Records received -> Complete / Incomplete (if incomplete, loop back to Request records)

• Transfer to co-worker:  ... Records received -> Complete? Yes -> Transfer to responsible attorney

• Links:

  • Link to another workflow

  • Link to documentation

  • Link to form document

While it would be great to have a polished workflow that uses technology to link from the workflow chart to the practice management system, the compromise is to include directives and documentation in the chart explaining what to do in the practice management system.

To map your workflows, you can use a truly free, non-annoying flowchart editor: (https://diagrams.net What an excellent, free product! It does what other flowchart programs do, as well as Organizations Charts and various graphics and diagrams.

Law practice management applications typically support one half or the other of workflow automation. They either:

1. Visually diagram the process with branching, loops, end points and links with the capability to visually modify the flowchart template of each process, or

2. Automate the steps of a process without a visual flowchart and typically without branching. The Kanban method, where the process moves in linear fashion from Stage 1 to Stage 2 to Stage 3 to Done, has a visual metaphor, but little flexibility.

The Time Matters Outlines, especially when they incorporate associated ToDo's, Events and Merge Templates, combine the two halves, but leave much to be desired in terms of the interface and the tools for creating the workflow. You need to learn to use these features to make a workflow template:

• The Outline editing methods

• AutoEntry Form creation

• Multiple-click routines to create associated records

A compromise, but still effective approach uses workflow charts to map out procedures using key components such as:

• Choice points (branching):  Yes / No - Children / No Children - Sole Proprietor / LLC / C Corp.

• Loops:  Request records -> Records received -> Complete / Incomplete (if incomplete, loop back to Request records)

• Transfer to co-worker:  ... Records received -> Complete? Yes -> Transfer to responsible attorney

• Links:

  • Link to another workflow

  • Link to documentation

  • Link to form document

To map your workflows, you can use a truly free, non-annoying flowchart editor: https://diagrams.net. What an excellent, free product! It does what other flowchart programs do, as well as Organizations Charts and various graphics and diagrams.