Tasks managed

Tasks managed
24 May 2021

Tom has woken up in a sweat. He has had another premonition. He decides then and there he will visit Esmerelda one last time, just to check if there is a chance he could be right in his search for notifications.

He arrives at Esmerelda, the all-knowing, all powerful medium and psychic. “Tom I am so happy to see you,” she exclaims. “I had a dream about you the other night. You were sitting at your desk.  You clicked a button and your candidate attorney brought you a cup of coffee. This happened a few times. And each time you said the same thing – ‘Tasks Managed’. And laughed. I wasn’t sure what it meant”.

“Well, that’s what I came to talk to you about Esmerelda.”

She looks utterly perplexed. “You want someone to bring you coffee and for you to laugh at them?”

“No. I dreamt that you could assign a task to someone via a type of ‘management system’, a task manager, if you will. It would be assigned to a person, who would then have to accept the task and its deadline, take on the responsibility of that task, complete it and report back by the deadline date. Everything would automatically be updated on the matter notes, allowing you to update your client once the task had been completed. And then to top it off, your client would be billed for the work that had been assigned. All automatically,” Tom explains.

Esmerelda just laughs. “Come on Tom, that’s nothing new. It’s just telling someone what to do.” Tom replies, “No Esmerelda. That’s called Task Management.” With that he leaves, hops into his car and sets out to find it!

Finding Never Land

Back at the office, Tom realises that his premonition did seem a little lackluster. But task management is so much more than that. He considers a typical day in the life of a lawyer.

A senior partner delegates a task to his candidate attorney – to produce a lease contract for one of his clients. He sets the deadline for 31 May 2021. He does this within a task management system, which is itself housed within a prescribed workflow system. The candidate attorney opens the assigned task and accepts the responsibility and the deadline with a click. This process of accepting the task is then fed back to the senior partner, whose diary is automatically updated with the acceptance. Now the senior partner knows that the task is in hand.

The candidate attorney opens the client’s account on the workflow system and calls up the relevant template. The workflow system draws data from the various supporting systems (making up the practice management software suite) to produce the document. The candidate attorney completes the contract with absolute ease and accuracy and emails it back to his senior partner. The candidate then attaches it to the client’s account and raises a fee for the task. All done in one easy step and everything housed in one easily found place.

This is referred to as the automated task. The task is then updated to ‘completed’ and the senior partner’s diary is updated with this info. The task is managed. Easy Peasy.

Esmerelda’s dream about the coffee? Well, this type of example would just be a single task and not necessarily connected to the other automated systems within the practice management suite. For example, you assign someone the task of bringing through paginated documents once completed. When they bring you the paginated documents by the deadline, the task is completed. No need for automation or extracting data from the other supporting systems. Just one task.

Putting it all that way, it does seem a bit like the impossible.

Never say Never

At AJS, we believe that most things are achievable.

Back to the beginning of this article where Tom asks himself whether it could all be done? A good question. And all we can do is assure you that task automation is the next logical step in the evolution of automated software. The very purpose for which AJS’s product suites exists is to make your work life easier and to enable employees to complete their work more efficiently and accurately, all from one automated system, from wherever they are. Keeping everyone in the team on the same page.

And while we work to ensure that we produce the best task management system out there, we ask you to have faith and be patient. Watch this space and Never Say Never! Because most things are achievable, including task management.

See also:

(This article is provided for informational purposes only and not for the purpose of providing legal advice. For more information on the topic, please contact the author/s or the relevant provider.)
Alicia Koch
Alicia Koch

Alicia Koch is an admitted attorney with over 10 years PQE. She has worked in law firms, has had her own legal consulting company and has been an in-house legal... Read more about Alicia Koch


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