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Do you use a file reviews at the conclusion of a matter? We look at why this can be helpful, what you can learn and how to conduct them
Work can be busy. We are often so focused on the next task that we forget to stop, and evaluate the work we have completed.
File reviews at this stage can be a useful tool. This can be particularly useful for something new or non-routine. It also helps as a way to check whether processes are as efficient as they could be. I also allows you to check that the costs structure used is working to its full potential.
The role of the file reviews are not to criticise but to evaluate and learn. Understanding what went well is as important as identifying areas for improvement. The aim of a review can be adjusted to suit your aims and objectives. They can focus on a wider firm basis or a single matter.
It can be a useful time to check on costs and efficiencies. As a way to identify whether the pricing structures are working correctly.
It can also be used to review whether potential problems are being identified at the correct stage. If problems are identified you can assess whether a process review is required or if there are additional training needs.
It is easier to compare your result to the initial aim if you identified a clear objective and scope at the start of the claim.
You can consider how close were you to the initial objective and review the reasons for any differences.
If the case went in a different direction can you identify why? Could this have path have been identified at the outset? If you feel that the problems should have been identified earlier you have the chance to consider whether your initial evaluation process needs to be amended?
Lawyers have a tendency to be perfectionists and with the benefit of hindsight, there are always things that can be done better. Identifying areas for improvement should not be considered as criticism but a way of learning, growing and developing.
It is always useful to identify any lessons learnt during a case, whether this is from a legal or a procedural perspective.
Communication is an important part of any claim. It can help or hinder the way a team works. A strong relationship with a client relies on good communication. Ask whether the relationship with the client, the team or other parties could have been improved. Would better communication have led to a better or faster resolution?
The initial evaluation is an important step. Getting that initial evaluation wrong can mean that the case progresses incorrectly and that unnecessary work is undertaken. A review gives you chance to assess whether the initial evaluation at the start of the case was correct. If it was not, what could be done to improve the process? Did you have all the information you needed at the time the evaluation was needed? Could this information have been obtained at an earlier stage? Could the evaluation have waited until the necessary information had been obtained?
The budget, whether an estimate or a fixed fee is an important part of a review process. It is a chance to check whether the final costs were within the estimate or fixed fee. Questions to consider include; was the overspend identified during the case? When was the point when the costs started to drift and exceed the budget? If the problem was identified, were the necessary changes easy to implement? If not what needs to be changed? Does the technology need to be adjusted? Should there be greater use of the features of the case management software? Do more regular cost reviews need to be implemented. Is more training needed?
It can be a good time to look at whether your costs structure worked.
If it was a fixed fee, were you able to identify the scope accurately and identify the work required to calculate a fixed fee?Once you have completed the case you can assess whether the plan was followed or whether there significant deviations from the scope.
If significant deviations were required you can consider whether the fee structure able to be easily adjusted to accommodate any changes. Were any re-negotiations in the process easy to achieve or did these have a negative impact on the relationship with the client?
Having considered the factors you can assess whether you would use this charging structure again with this type of case?
As lawyers, we are used to being critical. It is important to identify what went well. We need to remember to appreciate the positive outcomes and to ensure that these factors are also taken forwards. It is vital to ensure that the experience gained is used going forwards.
End of case reviews can be a useful tool to understand about your processes and fee structure.
Do you use end of case reviews, do you find them useful? Let us know in the comments below.