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Are you using case management software? If so, you should be tasking everything for yourself and your paralegal. You should also prioritize. Not everything in PI has to be done right away. You can kind of manage your caseload by manipulating the timing of what you do.
I’m in family law right now and considering making the switch to PI…other than the workload that you mentioned, how are you liking the switch?
For pre lit- Get a Case Management software, I’d outsource Medical Requests and summarizing.
For litigation calendarize all deadlines in intervals of 30 days, so you can keep an eye 30 days during discovery. And to optimize our discovery I start workin on disclosures right after we file the complaint.
The idea is to touch things only once.
To do lists! It’s not that bad.
I’d consider a virtual assistant for organization, also bring in some contract attorneys - it will be worth the cost to stay above water.
I represent solo and small law firms as outside General Counsel, DM me if you ever want to chat.
I've been a PI paralegal for 15 years, it's the nature of the industry! Prioritize tasks by court deadlines first, then see what jobs/tasks can be batched for efficiency. Also suggest figuring out best practices/procedures, then chip away at the process to make them most efficient for your specifications. I found a lot of modifications I made as a result of navigating from in-office to remote/paperless work during the pandemic drastically improved my efficiency, organization, and capacity by "creating" more time. If there is a specific issue you'd like info/discussion on, feel free to reach out.
Pro
Pre-lit or lit or both?
I think we would need more info on what you’re finding that is keeping you from being able to run them in a more streamlined process.
Dealing with clients? Dealing with liens? Disbursals? Actual litigation? Marketing?
Do you have a good litigation paralegal? And or a legal assistant?