Order in the Court: How Kanban Boards Streamline Your Workflow

Using a visual representation of tasks and their progress, kanban boards help lawyers keep track of their caseload and stay on top of client work. Let’s explore how kanban boards streamline legal workflows, identify bottlenecks, manage deadlines, and facilitate teamwork.

What is a Kanban Board

A kanban board is a visual tool that tracks task progression through different stages. A simple kanban board might have columns labeled “To Do,” “Doing,” and “Done.” Tasks are represented by “cards” that move from one column to the next as they progress. This straightforward setup creates an overview of each task’s status and helps ensure that all tasks are accounted for.

The idea of “straightforward” is key. Indeed, before we “talk tech,” know that kanban boards long predate computers, smartphones, and the web. Your first kanban board need not have an app or monthly subscription. A whiteboard, dry erase markers, and Post-it notes could be your starting point. It’ll have fewer features, but the fundamentals work the same.

Kanban boards can be customized to fit the needs of a practice, or practice areas within a firm. A basic board might include columns for “Intake,” “Information Gathering,” “Drafting,” “Review,” and “Completed.” By moving tasks through these columns, lawyers can track the progress of each matter.

Part of the beauty of kanban’s simplicity is that tasks could move either left or right across the columns. For example, a document may cycle through “drafting” and “review,” or even “information gathering,” “drafting,” and “review” several times before being “completed.”

Practical Applications

Kanban boards also highlight workflow bottlenecks. If tasks pile up in a particular column, it may indicate an issue worth addressing. For instance, if tasks languish in the “review” column, perhaps you need more resources for reviewing documents or need to reexamine the review process itself. By identifying bottlenecks, you take the first steps towards resolving them.

Kanban boards also manage deadlines and priorities. You can assign tasks due dates and color-coding to indicate their priority. For example, high-priority tasks might be marked in red, medium-priority tasks in yellow, and low-priority tasks in green. Similarly, some systems support color coding for aging, meaning how long a task “resides” in one column. Such visual cues help lawyers stay atop their workload and not overlook commitments.

Collaboration and Customization

Kanban boards also aid teamwork and collaboration. A shared kanban board allows everyone to see the status of tasks and who is responsible for each one. For example, one team member might be assigned a task in the “Drafting” column, while another is responsible for a task in the “Review” column. By clearly defining responsibilities and tracking progress on the board, teams work together more effectively.

Moreover, you can customize kanban boards to fit your unique law practice. Create separate boards for different types of cases or projects, with columns and tasks tailored to match your workflows. For instance, an estate planning board might include columns for “Initial Consultation,” “Document Drafting,” “Client Review,” and “Execution,” while a litigation board might have columns for “Initial Pleadings,” “Discovery,” “Motions,” and “Trial Preparation.” Flexibility allows you to make a system that works well for your practice.

Choosing the Right Tool

Kanban software vendors range from “kanban first” programs (e.g., Trello) to traditional task management software within “kanban views” (e.g., Todoist). It’s a competitive market and each program offers unique features and integrations. Popular options include Asana, Microsoft Planner, Monday, Todoist, Teamwork, and Trello. Many of these tools provide free trials, for you to test them before committing. Choose a tool that integrates with your existing tech stack.

For those testing the waters, options like Todoist’s free tier or Microsoft Planner, included with many Microsoft 365 plans, serve as good starting points. They provide basic functionality for creating and managing kanban boards. As you become more comfortable with the system, explore their advanced features and integrations with other tools. Or realize they lack a desired “must have” feature, which narrows the which programs to try next.

Conclusion

With their visual representation of tasks, managing deadlines, and facilitating teamwork kanban boards improve your law firm’s efficiency and organization. Incorporating kanban boards into your practice can help ensure that nothing falls through the cracks. Visit our Healthy System page to learn more about how great firms are built on great processes.

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