Use Meghan Zavieh’s year-end checklist to quickly assess your firm’s practice systems and ethics risks — and plan to improve them for the new year.
The post A Pre-Year-End Checklist for Solos and Small Firms appeared first on Articles, Tips and Tech for Law Firms and Lawyers.

Use this small law firm year-end checklist to quickly assess your firm’s practice systems and ethics risks — and plan to improve them for the new year.

Preparing for Your End-of-Year Ethics Audit

As we approach the end of the year, it is a great time to run through your practice’s systems to see which ones may be ethics risks in their current state. From calendaring to communications to technology use, this will help you prepare for an end-of-year ethics audit of your biggest risks — and plan how to fix them in the new year.

The purpose of evaluating risks before the end of the year is to narrow your focus, so you can set priorities and zero in on bigger projects ahead. It seems we spend a lot of time in self-reflection at the tail end of the year. How great would it be to head into the new year with a clearer idea of where to focus?

Think of this year-end checklist as a syllabus for your year-end coursework.

Small Law Firm Year-End Checklist

1. List Key Areas of Your Law Firm’s Business

To begin this process, list the key components of your practice. For most of us, this will include at least the following:

Advertising
Client intake
Maintenance of client files
Calendaring of key dates
Closing/destroying client files
Trust accounting
Operating account bookkeeping
CLE
Insurance
Billing
Time tracking
Client communication

You may also have:

Employees
Office space/sharing
Contractors
Virtual assistance (receptionists, assistants, paralegals)

Each practice will differ, but these are some common components of a solo and small firm practice.

2. What Keeps You Up at Night? Write It Down

With your list in hand, separate the components of your practice into those that keep you up at night and those that do not. Use a yellow pad or simple spreadsheet with three columns labeled “Concern,” “Worry,” and “Not Worry,” respectively.

Or download our worksheet for the small law firm year-end checklist here.

Do you ever awaken in the middle of the night worrying about a CLE deadline? Put that in the “Worry” column. Know that you have a kick-ass paralegal who keeps excellent track of all client deadlines? Put calendaring in the “Not Worry” column.

The items that keep you up at night will be the first-tier items to tackle when you begin your year-end audit. These may not actually be your biggest areas of risk, but if they raise your stress level, they need to be fixed straight away.

3. Evaluate Your Systems and Processes Honestly

Beyond the late-night heartburn, are there systems and processes where you really do not have it all together? Be honest with yourself — you know how to spot them.

Perhaps you operate with spotty client files, yet always manage to find what you need. If you look closely at your systems, you might realize there is not one single complete client file in either electronic or paper form. Put maintenance of client files on your tier-two list for your year-end audit.
Or maybe you know your malpractice insurance is not adequately protecting you. Are you overpaying because you never shopped around? Are you under- or over-insured? If you updated your practice areas, did you tell your carrier that you expanded into a new area of law? Or, do you just copy last year’s renewal application and send in a check each year?
Perhaps your technology stack and subscriptions are overlapping, or you’ve put off developing an artificial intelligence use policy for your staff and clients — even though you’ve all been experimenting with generative AI platforms. (Read “How to Use ChatGPT to Audit Your Tech Stack.”)

Any part of your practice where you know you need to do better — even if it doesn’t bother you on an emotional level — needs to be identified as something to improve this year-end.

Remind Yourself Why Good Systems Matter

It is easy to get swept up in holiday festivities and enjoy a slower time of year for law practice. But remind yourself why it is worth investing time and energy in improving your systems.

Being investigated by the state bar over an ethics complaint is a major stress and serious time drain. Plus, the consequences of a bar complaint can range from private admonishment all the way to disbarment.

You might think that ensuring your calendar is syncing to your phone or practice management software is helpful, but not critical, for ethics compliance. In truth, simple systems that help you keep on top of deadlines and return client calls might save you from a major headache with the state bar.

It is well worth the time and effort to shore up weaknesses in your systems.

Begin Looking for Resources

Once you identify your practice’s main pain points, take the next couple of weeks before the year’s end to gather resources for making improvements. Get a handle on where you can turn when you actually sit down at the start of the new year to make some serious improvements.

Reading Karen and David Skinner’s “Process Improvement Tips” column is a good start.

Laying this groundwork will make that precious year-end time more productive and valuable. Use this small law firm year-end checklist and make this the year your practice runs more smoothly than ever before.

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A Pre-Year-End Checklist for Solos and Small Firms

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