Using a Tickler Card System to Keep Track of Dates

If you are trying to stay abreast of important dates as well as statute of limitations on various matters that you are handling it is wise to use a tickler card system.

I’ve seen every type of tickler system you can imagine. I have seen systems done by simply writing dates on the outsides of files as well as paper tickler cards. Then there are the complex variety that are electronic and are available on many software packages today. It is impossible to practice law in today’s environment without some type of a tickler system.

One of the best systems I have found is a system created in 1978 by the Safeguard Business Systems, Inc. To this day, I have not seen anything I think is equally as effective as this very simple tickler system. The reason I’m writing about this system is that it is a paper system as opposed to an electronic system, and I think many offices need to understand the concept with regard to utilization of these paper systems before they turn to using the electronic systems. One of the concepts I have always used in my office is, if you don’t have a very good manual system that involves paper, trying to transfer it into an electronic system is probably not going to help you out very much because you will have the concept of junk in, junk out. A copy of the Safeguard Business Systems tickler card can be found below. As you can see, the card provides two dates on it to use as not only a due date but a reminder date too. It allows you to list the client and the matter, the names of the lawyers it goes to, any notes you want to include and below you will find a line calling for the statute of limitations date, who made the entry on the card and the date it was entered.

The Benefits

One of the nice things about this particular system — the cards come on a small pad that allows you to make up to six different copies by writing out the ticket one time. By making six different copies and having the reminder date and the due date on them, you are actually able to utilize this system efficiently by writing the card up one time and then up to six different cards can be utilized in different ways. No matter in our office can be opened until these cards, which we refer to as “blue cards,” are put with the New Matter Report. The New Matter Report needs to be signed off on by two lawyers, where possible, being sure you have checked items such as the fee arrangement, the conflicts of interest, who was responsible for bringing the matter into the office so compensation can be determined as well as any statute of limitations date or other important date with regard to the file.

After the blue cards are filled out and attached to the New Matter Report, the file can be opened and the blue cards then need to be filed in some type of a retrieval system. What we use in our office is quite simple. These blue cards measure 3x5, we place them in a 3x5 card index box, they are filed by month, date and year and they are then pulled out and put on the appropriate lawyer’s desk at the beginning of each week when the reminder date comes up and then again when the due date comes up. Every time a blue card is made out by someone in the office, it gets assigned to at least two different people, usually the lead lawyer as well as any assigned lawyer such as an associate or an assigned paralegal.

As you can see, when each of the lawyers who is assigned to a certain matter gets a copy of the card, which is posted as well, we have a fail-safe system that uses three different points of reminders to allow everyone to be sure we do things on a timely basis. Those three points, again as a re-cap are, the assigned lawyer, the additional assigned lawyer or paralegal and on the bulletin board that is available for everyone to see what is due on a particular date.

Another Tip

Here’s one other thing I’ve started doing recently, just simply because of the volume of work that seems to be coming across my desk: Ask at the time the cards are posted on the bulletin board in our office that someone make me a copy of all of those cards and with the appropriate colors on them just as a further fail safe to be sure we do not miss any due dates that would be coming up.

Marketing Opportunity

Often times we will get reminder dates that are anywhere from 3 to 10 or 30 days in advance to remind us of a particular task that needs to be done. And then, obviously on the due date, one last reminder to be sure the matter has actually been done. Then you get an additional reminder when the cards are posted that has both green and red magic marker on it, and it is amazing how you will stop what you are doing and pay attention to that particular piece of paper to be sure that everything is being handled on a timely basis. The utilization of this type of system in your office is a great way to not only do things on a timely basis but is also a great way to avoid malpractice and to make you feel you are on top of everything you need to be doing, which certainly helps your stress level more than you can imagine.

If you have been following these tips, you will probably know I am always trying to look for an additional way to utilize systems like this for marketing purposes. Remember the best way to keep your clients is to do what is called defensive marketing, and that is defined as: “contact, contact, contact.”

Believe it or not a tickler system can actually allow you to keep in touch with your clients. Each time a tickler card comes across your desk, you should look at it as an opportunity to contact your client and remind them you are on top of their matter and doing what you need to. It can also be a great way to project effort to your clients and let them know you are organized and have a system that helps you to take care of the business they have entrusted to you. Each time a reminder date comes up and each time a due date comes up, it is not a bad idea to call your client, tell them you are on top of it, and you will get everything done on a timely basis.

Here’s an added bonus with regard to this: When reminder cards come across your desk after a matter has been closed and you are no longer actually in need of being reminded of that particular date, write the client a letter telling them we have already handled the matter for them on a successful basis and just simply wanted to again write them and tell them we were happy to be able to do business for them. What a valuable marketing opportunity for you and your firm!

As you can see, there are many different ways to use a tickler card system, both in creating law office management and getting things done on a timely basis as well as reducing your stress and at the same time utilizing it to project your effort to your client. If you do not have a tickler card system of some kind in your office as of yet, you need to get one started immediately. These cards are printed with a pad as well as with replacement cards on it so it is very simple to train yourself to be able to use these cards and to be able to handle these reminders in a way that makes your law practice more efficient and more stress free.

Insurance Discounts

The Missouri Bar Plan malpractice insurance company offers a discount if you have such a tickler system in your office that has redundancy so you are constantly reminded of what you need to do on a timely basis. When you have both reminder dates and due dates and these cards are posted on a bulletin board in your office, this should comply with what the Missouri Bar Plan calls for, and you will get a percentage discount on your premiums for your malpractice insurance.

Conclusion

As you can see, the utilization of a tickler card system is another building block on the foundation you are going to create in your firm in order to be sure everything is on a solid basis. After you have all of these things organized in the proper fashion, you will have extra time to “be creative.” As I said last week, set up the systems, let the staff work the systems and then you can work the cases and practice law.

Next week we’re going to talk about a system for setting up a conflict of interest check. We call these “client information cards” or setting up a “database” of client information.

Talk to you next week!

SAMPLE TICKLER CARD

REMINDER DATE Month________ Day_______Year_______

DUE DATE Month________ Day_______Year______Time ______

Client/Matter _____________________________ File No. ______

To Lawyer(s)

Note(s)

Statute of Limitations Date __________ Completed Reschedule To

Entered By ________ Date __________

Jim Wirken is a civil trial attorney and the Chairman of the Board of The Wirken Law Group in Kansas City.