Keeping Client Files Organized and Accessible

I cannot stress enough how critically important it is to take the time to build out systems that allow you to spend 0 time thinking about where your files are or how to access them. I have saved countless hours by taking more time upfront to set proper workflows and storage space for all my working and personal files. Some general principles to get you started: 1️⃣ Nothing is allowed to float - EVER. Don't let files float in your downloads folder or on your desktop. It will take you twice as long (if you are lucky) to find the file you need if things are allowed to float. Here is an example: Need to pull up a text editor to take notes during a meeting? The FIRST thing you are doing after that meeting is over is saving those notes (with a proper file name!) and storing it in the correct project location. Which brings me to point number 2: 2️⃣ Have a unique project location for every project. Projects of a similar type should all follow the same storage structure, but each project needs to have its own unique working space - no overlap. Example: Have two different projects for the same client? - each of those projects needs its own distinct working space to prevent misplacing items. 3️⃣ Have a specific system for each different file type you work with. Take and store meeting minutes the same way you do across all projects. Create, edit, and store deliverables the same way you do across all projects. Consistency is Key. 4️⃣ Last but not least - don't wait until the last minute to do these things - keep up with your notes and file saving as you work on these items. In the first example above where you pulled open a text editor to take meeting minutes - don't get in that situation in the first place. You should have your meeting minutes template opened and filled out with the meeting details already entered ahead of time. Work can be hard sometimes - no reason to make it harder on yourself - stay organized out there. Happy Sunday

So many agencies make this mistake in ClickUp... They use the hierarchy to organize client work into different teams. Sure, this makes sense when that work is and will always be siloed in that team or department. But when you're working on client work, you need to keep that client work in one place. Not in different spaces, or folders, or lists. If you do that, it's going to be extremely difficult to pass work across teams, understand how much time has been tracked for that client, and get a realistic overview of what you've actually done for that client. This is a big reason a lot of agencies are dealing with siloed departments and work slipping through the cracks. ➝ Put all client work in one space (we call this "Delivery") ➝ Put all of a client's work into one folder. ➝ Organize work in lists (typically matching contracts). ➝ Use a "Team" custom field to then help you create views of just your team (workload, dashboards, etc.). Now all client work is centralized to make it much easier to track and visualize. And your team leads can still build views for them to only see work assigned or needing to be assigned to their team. --------- What other custom fields are you using to improve visibility?

After my first year of practicing law, I realized how absurd it was having so many papers in my file cabinet. Every case folder weighed pounds. I was drowning in documents, contracts, and immigration forms. That's when I made the decision — we went paperless within the next year. Now when I walk into other law offices and see walls lined with paper files, I think about how inefficient that system really is. There's just so much paperwork in legal practice that traditional methods can't scale. The transformation wasn't just about saving office space. It was about: • Creating transparency for clients • Building efficiency into our processes • Preparing for a future where remote work would be essential A few years ago, we implemented a client portal through Monday.com where clients can see real-time updates on their cases. It shows all assignments for our attorneys, HR teams, and employees. Clients can log in anytime to see exactly where their case stands without calling us. This transparency is what sets us apart. I know there are other legal industries where if you call them, they don't even know your name or your case status. That's frustrating for clients who already feel anxious about their legal matters. In immigration law especially, clients need reassurance that their cases are progressing. Their futures literally depend on it. When COVID hit, we were already set up for remote work. While other firms scrambled to adapt, we continued operating seamlessly. Going paperless wasn't just an operational decision — it was a client service decision. The best part? In 13 years with over 1,000 cases handled, we've maintained an almost perfect success rate. Part of that comes from having organized, accessible files that help us never miss a deadline or detail. Sometimes the most important innovations aren't the flashiest — they're the practical ones that make everything else possible. #ImmigrationLaw #LegalTechnology #ClientExperience