If you are starting a law firm or have owned a law firm for any significant amount of time, you’ve probably considered using project management software to help make managing your law firm easier.
I know I have.
The hard thing is, when you look around, there are a ton of different options out there, and it’s difficult to know which is good and which is bad.
I can’t speak to all of the other options out there, but today I’m going to tell you not just what I use - insightly - but how I use it.
Law Firm Project Management Needs
There is one thing you need to know about me when it comes to technology - I hate using stuff build specifically for law firms.
I think it’s too complicated.
I think it’s too cumbersome.
And I think it’s designed with too many features - they are trying to be everything to everyone, and it doesn’t work.
So I look outside of the legal world for my technology, and that’s where I found insightly.
Insightly meets the three basic needs I have:
Contact management;
Lead management;
Case management.
Here’s how I use it for each.
Law Firm Contact Management with Insightly
Contact management for me isn’t just about keeping people’s information up to date.
It’s about documenting each and every contact.
It’s about keeping detailed notes on their interests, family, and work.
It’s about making sure I am intentional about keeping in touch with the people that are important to my personal and professional life.
Insightly allows me to do that.
First, there is a space in each contact for all of your basic information.
Second, you can create custom questions that you can see within their basic profile information. I use this section to ask basic estate planning questions:
Do you currently have a will?
Are you married?
Do you have kids?
Do you have property out of state?
What is your approximate net worth?
Third, I can tag all of my contacts with a tag that allows me to organize and quickly see at a glance certain people. These are the tags I use:
Prospect
Financial planner
Family attorney
Personal injury attorney
Client-Potential
Client-Current
Client-Closed
Happy Hour
Database
Pro-Newsletter
Family-Appreciation
Fourth, and finally, there is a notes section and an easy email integration so I can keep everything that happens related to that contact a couple of mouse clicks away.
Law Firm Lead Management
I bet if you took the time to really look at how many leads you have come into your office that slip through the cracks it would blow your mind.
I know because I’ve started using insightly to track all of our leads and it’s mind blowing how many I would have forgotten if not for them being in the system.
For me, when a lead comes in, whether it is a referral from someone, a cold call, or anything else, it gets entered in the system as an opportunity.
Within opportunities we have four states:
white
red
yellow
green
A white opportunity is one that we’ve had no contact with yet. Our goal is to have as few white contacts as possible. They are just floating out there in the ether. We want a response.
A red contact has declined our help.
A yellow opportunity has made contact with us and set a meeting.
A green opportunity is one that has a fee agreement out waiting for it to be returned.
Can you see how easy this makes managing your leads?
We know every day we need to contact every white opportunity until we get in touch with that person to change it’s state.
We know every week we need to reach out to yellow and gre...