Fundamentals of Law Office Management

by Nollkamper, Pamela Everett

• ISBN13: 9781401824631
• ISBN10: 1401824633
• Edition: 3rd
• Format: Paperback
• Copyright: 2003-12-15
• Publisher: Cengage Learning

Summary

Readers immediately will be drawn into Fundamentals of Law Office Management by the introduction of a fictitious law firm and how the concepts addressed in each chapter play out in the firm?s various scenarios. This story format amuses the reader and reinforces the concept of each chapter. Readers will welcome this book as a learning and reference tool because it fully examines law office practices involving fees, billing, technology, records and file management and the organization of the law library. The book also paints a picture of the parameters and policies of the business of law, and addresses such important topics as paralegal ethics, the legal team and client relations. The use of technology for efficient operation in all of these areas receives particular attention in the book. Finally, the use of photos, charts, sidebars and chapter summaries enhance the reader?s comprehension of the wealth of the information presented.

Table of Contents

Preface	vii
The Legal Marketplace	1	(40)
Objectives	1	(1)
Introduction	1	(1)
Structure and Organization	2	(8)
Size	2	(1)
Specialities	3	(1)
Management Styles	4	(5)
Forms of Management	9	(1)
Private Law Firms	10	(13)
Sole Proprietorships	10	(2)
Partnerships	12	(2)
Professional Corporations	14	(3)
Limited Liability Corporation and Limited Liability Partnership	17	(1)
Boutique Firms	18	(1)
Office-Sharing Associations	18	(2)
Legal Clinics	20	(3)
Private Industry	23	(7)
Corporate Legal Departments	23	(3)
Private Companies	26	(2)
Attorney Service and Nonprofit Companies	28	(2)
Government Agencies	30	(4)
Federal Agencies	30	(3)
State Agencies	33	(1)
County Agencies	33	(1)
City Agencies	33	(1)
The Changing Marketplace	34	(2)
Multidisciplinary Practice	34	(1)
Nonlegal Subsidiaries	35	(1)
Law Firm Structure and Organization	35	(1)
Legal Insurance Plans	36	(1)
Summary	36	(1)
Chapter Illustration	37	(1)
Chapter Review	37	(1)
Examples for Discussion	38	(1)
Assignments	38	(1)
Self-Test	39	(1)
Key Words	40	(1)
The Legal Team	41	(31)
Objectives	41	(1)
Introduction	41	(1)
Historical Perspective	42	(1)
Legal Team Members	42	(26)
Attorney	43	(2)
Legal Administrator	45	(3)
Law Office Manager	48	(5)
Paralegal	53	(7)
Law Clerk	60	(1)
Legal Secretary	61	(1)
Receptionist	62	(1)
Other Personnel	63	(3)
Outsourcing	66	(2)
Summary	68	(1)
Chapter Illustration	68	(1)
Chapter Review	69	(1)
Examples for Discussion	69	(1)
Assignments	70	(1)
Self-Test	70	(1)
Key Words	71	(1)
Personnel Relations	72	(43)
Objectives	72	(1)
Introduction	72	(1)
Management Objectives and Employee Relations	73	(14)
The Manager's Role in Personnel Relations	74	(1)
Functions of a Personnel Manager	74	(4)
The Hiring Process	78	(9)
Employee Objectives and Management Relations	87	(11)
Communication	87	(1)
Education	88	(1)
Motivation	89	(2)
Evaluation	91	(2)
Compensation	93	(5)
The Team Approach	98	(7)
Commitment	100	(1)
Competency	100	(1)
Constructive Feedback	101	(1)
Creativity	101	(1)
Cooperation	102	(3)
Conclusion	105	(1)
Summary	106	(1)
Chapter Illustration	107	(2)
Chapter Review	109	(1)
Examples for Discussion	109	(3)
Assignments	112	(1)
Self-Test	113	(1)
Key Words	114	(1)
The Attorney-Client Relationship	115	(49)
Objectives	115	(1)
Introduction	115	(1)
Variables Affecting Client Relations	116	(4)
Role of Bar Associations	117	(1)
Role of the Lawyer	117	(2)
Role of the Paralegal	119	(1)
Role of the Client	119	(1)
Cultivating Clients	120	(21)
Marketing Activities	120	(2)
Advertising	122	(10)
Promotional Activities	132	(2)
Public Relations	134	(1)
Solicitation	135	(6)
The Attorney-Client Relationship	141	(9)
When Does the Attorney-Client Relationship Begin?	142	(1)
The Five Cs of Client Relations	142	(7)
When Does the Attorney-Client Relationship End?	149	(1)
Attorney Discipline	150	(5)
Admonition	151	(1)
Reprimand	151	(1)
Probation	151	(1)
Suspension	152	(1)
Disbarment	152	(1)
Other Forms of Discipline	153	(2)
Conclusion	155	(1)
Summary	155	(1)
Chapter Illustration	156	(2)
Chapter Review	158	(1)
Examples for Discussion	158	(1)
Assignments	159	(2)
Self-Test	161	(2)
Key Words	163	(1)
Paralegal Ethics and Client Relations	164	(34)
Objectives	164	(1)
Introduction	164	(1)
Evolvement of Paralegal Ethics	165	(3)
Role of Bar Associations	165	(2)
Role of Paralegal Associations	167	(1)
Paralegal Ethics and Client Relations	168	(10)
Competence	168	(2)
Commitment	170	(1)
Communication	170	(5)
Conflict of Interest	175	(1)
Confidentiality	176	(2)
The Unauthorized Practice of Law	178	(11)
Representing Clients in Court or Government Agency Proceedings	178	(1)
Preparing Legal Documents	179	(1)
Giving Legal Advice	180	(3)
Independent Paralegals	183	(2)
Abuses	185	(4)
Conclusion	189	(1)
Summary	190	(1)
Chapter Illustration	191	(1)
Chapter Review	192	(1)
Examples for Discussion	193	(2)
Assignments	195	(1)
Self-Test	195	(2)
Key Words	197	(1)
Legal Fees	198	(43)
Objectives	198	(1)
Introduction	198	(1)
Historical Perspective	199	(1)
Types of Fees	199	(13)
Retainer fees	199	(2)
Hourly Fees	201	(3)
Flat Fees	204	(1)
Task-Based Fees	205	(2)
Contingency Fees	207	(2)
Statutory Fees	209	(1)
Referral Fees	210	(1)
Premiums	210	(1)
Combination Fees	211	(1)
Division of Fees	212	(1)
Division of Fees Among Lawyers	212	(1)
Division of Fees with Nonlawyers	212	(1)
Other Fees and Charges	213	(6)
Other Law Firm Personnel	213	(1)
Hard Costs	214	(1)
Soft Costs	215	(4)
Statutory and Judicial Guidelines	219	(9)
Calculation of a Reasonable Fee	219	(4)
Lodestar and Multipliers	223	(1)
Liens	224	(1)
Paralegal Guidelines	224	(4)
Fee Agreements	228	(2)
Retainer Fee Agreements	228	(1)
Hourly Fee Agreements	228	(1)
Flat Fee Agreements (Fixed Fee)	228	(1)
Contingency Fee Agreements	229	(1)
Conclusion	230	(1)
Summary	231	(2)
Chapter Illustration	233	(1)
Chapter Review	234	(1)
Examples for Discussion	235	(2)
Assignments	237	(2)
Self-Test	239	(1)
Key Words	240	(1)
Timekeeping	241	(27)
Objectives	241	(1)
Introduction	241	(1)
Timekeeping Requirements	242	(5)
Billable and Nonbillable Hours	243	(1)
Calculation of a Billable Hour	244	(1)
Minimum Charges	245	(1)
Billable Hour versus Actual Hour	246	(1)
Timekeeping Records and Reports	247	(4)
Billing Clients	248	(1)
Compensating Hourly Employees	248	(1)
Calculating Employee Productivity	248	(1)
Planning	248	(2)
Monitoring Work in Progress	250	(1)
Projecting Profitability	250	(1)
Forecasting Income	250	(1)
Elements of Timekeeping	251	(4)
Coding	252	(1)
Contingency Fee Law Firms	253	(1)
Corporate Legal Departments	253	(2)
Government Legal Offices	255	(1)
Timekeeping Systems	255	(4)
Manual Systems	255	(2)
Automated Systems	257	(2)
Timekeeping Ethics	259	(3)
Common Problems	261	(1)
Timekeeping Tips	262	(2)
Keep the Time Sheet Handy	262	(1)
Record the Largest Amount of Time	262	(1)
Document the Time as a Project Is Finished	263	(1)
Do Not Estimate Time	263	(1)
Be Accurate	263	(1)
Be Descriptive and Concise	263	(1)
Record All Nonbillable Time	263	(1)
Develop To-Do Lists	263	(1)
Conclusion	264	(1)
Summary	264	(1)
Chapter Illustration	264	(1)
Chapter Review	265	(1)
Examples for Discussion	265	(1)
Assignments	266	(1)
Self-Test	267	(1)
Key Words	267	(1)
Billing and Financial Management	268	(34)
Objectives	268	(1)
Introduction	268	(1)
The Art of Billing	269	(5)
Communication	269	(2)
Documentation	271	(1)
Regular and Frequent Billing	271	(2)
Descriptive Bills	273	(1)
The Billing Process	274	(2)
Interest Charges	274	(1)
Credit and Credit Cards	275	(1)
Billing Systems	275	(1)
Billing Styles	276	(4)
Billing an Hourly Fee Case	276	(1)
Billing a Flat Fee Case	276	(1)
Billing a Contingency Fee Case	276	(1)
E-Billing	277	(3)
Collection	280	(4)
Sending Reminder Letters	280	(1)
Renegotiating and Withdrawing	281	(2)
Suing	283	(1)
Using a Collection Agency	284	(1)
Billing Ethics	284	(5)
Legal Auditors	284	(1)
Common Billing Problems	285	(2)
Client-Directed Billing Policies	287	(1)
Fee Disputes and Arbitration	288	(1)
Financial Management	289	(7)
Law Firm Profitability and Realization	289	(2)
The Realization Process	291	(2)
The Budgeting Process	293	(1)
Income Projection	293	(1)
Personnel Costs Projection	293	(1)
Operating Expense Projection	294	(1)
Calculating an Expense Percentage	294	(2)
Summary	296	(1)
Chapter Illustration	297	(1)
Chapter Review	298	(1)
Examples for Discussion	298	(1)
Assignments	299	(1)
Self-Test	300	(1)
Key Words	301	(1)
Managing the Client Funds Trust Account	302	(22)
Objectives	302	(1)
Introduction	302	(1)
Types of Funds Held in the Trust Account	303	(2)
Costs and Expenses	303	(1)
Estate Proceeds	303	(1)
Escrow Funds	303	(1)
Settlements	304	(1)
Judgments	304	(1)
Fee Advances	304	(1)
Funds in which a Third Party Has an Interest	305	(1)
Maintaining the Trust Account	305	(9)
Opening a Trust Account	305	(1)
Preparing the Client Ledger Sheet	306	(1)
Maintaining Journals	306	(3)
Communicating with Clients	309	(1)
Documenting Transactions	310	(1)
Disbursing Funds	310	(1)
Reconciling the Account	311	(1)
Preparing Monthly Statements	312	(1)
Closing an Account	312	(1)
Keeping Records	312	(2)
Interest on Lawyers' Client Funds Account	314	(2)
Trust Account Abuses	316	(2)
Conclusion	318	(1)
Summary	318	(1)
Chapter Illustration	319	(2)
Chapter Review	321	(1)
Examples for Discussion	321	(1)
Assignments	322	(1)
Self-Test	322	(1)
Key Words	322	(2)
Technology in the Law Office	324	(40)
Objectives	324	(1)
Introduction	324	(1)
Common Law Office Software	325	(6)
Word Processing	326	(1)
Spreadsheets	327	(1)
Database	327	(1)
Time and Billing	328	(1)
Case Management and Docket Control	328	(1)
Litigation Support	329	(1)
Substantive Software Applications	329	(2)
Court Forms Generating	331	(1)
Browser	331	(1)
The Internet	331	(8)
History of the Internet	331	(2)
Protocols	333	(1)
Domain Names	333	(1)
The World Wide Web	334	(2)
Locating Information on the Web	336	(3)
Reliability of Information on Web Sites	339	(1)
Intranets and Extranets	339	(7)
Intranets	339	(2)
Extranets	341	(5)
Electronic Mail	346	(7)
E-Mail Addresses	346	(1)
Listservs and Discussion Groups	347	(1)
Netiquette	348	(3)
Managing E-Mail	351	(1)
Keeping E-Mail Confidential	352	(1)
Technology Ethics	353	(3)
Advertising	353	(1)
Domain Names	354	(1)
E-Mail	354	(1)
Retention of Advertising Materials	355	(1)
Multistate Compliance	355	(1)
Unauthorized Practice of Law	355	(1)
Conclusion	356	(1)
Summary	356	(2)
Chapter Illustration	358	(2)
Chapter Review	360	(1)
Examples for Discussion	360	(1)
Assignments	360	(1)
Self-Test	361	(2)
Key Words	363	(1)
Law Office Systems	364	(26)
Objectives	364	(1)
Introduction	364	(1)
What Is a System?	364	(1)
Types of Systems	365	(5)
Macrosystems	366	(1)
Microsystems	367	(1)
Minisystems and Subsystems	368	(2)
Systems Development	370	(14)
Candidate Selection	370	(1)
Stage 1: Analysis	371	(3)
Stage 2: Synthesis	374	(1)
Stage 3: Organization	374	(3)
Stage 4: Finalization	377	(5)
Systems Storage	382	(1)
Essential Skills for Systems Development	382	(1)
Common Problems with Systems Development	383	(1)
Systems Evolvement	384	(1)
Third-Party Systems	384	(1)
Conclusion	385	(1)
Summary	385	(1)
Chapter Illustration	386	(1)
Chapter Review	387	(1)
Examples for Discussion	387	(1)
Assignments	388	(1)
Self-Test	388	(1)
Key Words	389	(1)
Docket Control Systems	390	(35)
Objectives	390	(1)
Introduction	390	(1)
Elements of a Docket Control System	391	(1)
Calendaring Systems	391	(6)
Master Calendar	391	(1)
Personal Calendar	392	(2)
Calendaring Procedures	394	(3)
Calendaring Ethics	397	(1)
Tickler Systems	397	(9)
Manual Tickler System	397	(1)
Tickler Procedures	398	(8)
Computerized Docketing Systems	406	(10)
Static Calendar Programs	406	(1)
Automated Docketing Programs	407	(9)
File Review System	416	(1)
Summary	417	(1)
Chapter Illustration	418	(2)
Chapter Review	420	(1)
Examples for Discussion	420	(1)
Assignments	421	(1)
Self-Test	422	(2)
Key Words	424	(1)
File and Records Management	425	(47)
Objectives	425	(1)
Introduction	425	(1)
Filing Systems	426	(13)
Types of Filing Systems	426	(1)
Filing System Classification	426	(1)
Coding Systems	427	(3)
Numeric Coding Systems	430	(3)
Alphanumeric Coding	433	(1)
Cross-Index	434	(1)
Color Coding	434	(1)
File Retrieval	434	(4)
Electronic Files	438	(1)
File Opening	439	(4)
Preclient Files	439	(1)
File-Opening Procedures	440	(3)
File Maintenance	443	(11)
Document Categories	443	(1)
Case Cover Sheets	444	(1)
Indexes	444	(2)
Document Management	446	(4)
Managing Electronic Records	450	(2)
Document Retrieval	452	(1)
Automated Document Management	452	(2)
File Closing, Retention, and Destruction	454	(6)
File-Closing Procedures	454	(2)
Inactive Records Storage	456	(2)
Records Retention	458	(2)
Records Destruction	460	(1)
File and Records Management Ethics	460	(2)
Preserve Client's Property	460	(1)
Perform Conflict-of-Interest Checks	461	(1)
Promptly Return File to the Client	461	(1)
Retain Records	461	(1)
Preserve Confidentiality	461	(1)
Conclusion	462	(1)
Summary	462	(2)
Chapter Illustration	464	(2)
Chapter Review	466	(1)
Examples for Discussion	466	(1)
Assignments	467	(1)
Self-Test	468	(3)
Key Words	471	(1)
Law Library Organization and Management	472	(31)
Objectives	472	(1)
Introduction	472	(1)
The Nature of Law	473	(2)
Law Classification	473	(2)
Classes and Authority of Law	475	(4)
Primary Authority	475	(2)
Secondary Authority	477	(1)
Search Tools and Form Books	478	(1)
Law Library Organization and Procedures	479	(3)
Library Size	479	(1)
Types of Library Organization	479	(2)
Library Checkout Systems	481	(1)
Law Library Technology	482	(5)
On-Line Legal and Nonlegal Databases	482	(1)
Microform	483	(1)
CD-ROM	483	(1)
E-Mail and Telefacsimile (Fax) Transmission	484	(1)
The Internet	485	(1)
Electronic Citation	485	(2)
Court Forms, Form Files, and Knowledge Banks	487	(4)
Court Forms	488	(1)
Form Files	489	(1)
Knowledge Banks	489	(2)
The Law Librarian	491	(1)
Conclusion	492	(1)
Summary	493	(2)
Chapter Illustration	495	(2)
Chapter Review	497	(1)
Examples for Discussion	497	(1)
Assignments	498	(1)
Self-Test	498	(3)
Key Words	501	(2)
Appendix A Answers to Self-Test Questions	503	(49)
Appendix B Associations for Paralegals, Legal Secretaries, and Managers	552	(7)
Appendix C Federal Employment Laws	559	(2)
Appendix D Definitions and Code of Ethics of National Paralegal Associations	561	(10)
Appendix E Docket Calculation Chart	571	(8)
Glossary	579	(7)
Bibliography	586	(17)
Index	603