How to get your team recording time according to oneAdvanced
Time recording is a crucial process for law firms, especially as time increments is woven directly into the core of their billing and operations. Yet, many firms struggle with inefficient time recording practices that lead to lost billable hours and administrative headaches, leaving only one quarter of law firms actualising 70% or more of their targets.
The responsibility of time recording often falls on the shoulders of the lawyers themselves, who may see it as a low-priority task. However, with the right tools and strategies, law firms can streamline their time recording processes and improve overall efficiency:
Understanding the human element
Effective time capture starts with understanding human behaviour. Lawyers are often juggling multiple tasks and cases, making it easy to overlook or delay time entries. Encouraging prompt and accurate time recording is essential, as it ensures all billable hours are captured.
- Prioritise real-time recording
Our studies found that 222 hours, almost five hours of billable time each week, is left unrecorded and therefore unbilled per fee-earner. That adds up to tens of thousands of pounds left on the table.
Encourage your team to log time immediately after completing a task. This practice not only boosts accuracy but also helps identify any inefficiencies in the workflow. Implementing real-time recording as a standard practice can significantly enhance the effectiveness of time capture.
- Set up automated reminders
Use technology to set up reminders or alarms that prompt lawyers to take a moment to record their time. This helps turn time entry into a routine task rather than an afterthought, ensuring that no billable hours are missed.
- Educate on the importance of small tasks
Small tasks often go unrecorded, yet they add up to considerable billable time. Make it clear to your team that every little task—from quick client emails to brief phone calls—should be captured. These small entries, when accumulated, can make a significant difference to your firm’s revenue.
- Regular training and reinforcement
Conduct regular training sessions to underscore the importance of accurate time capture. Use these sessions to instil a sense of responsibility and to highlight the direct impact on the firm’s profitability. Continuous education ensures that the importance of time entry stays top-of-mind.
- Create a supportive environment
Build a culture where time entry is seen as a priority. This can be achieved by having open discussions about the challenges and solutions related to time tracking. Encourage a supportive environment where team members feel comfortable sharing their struggles and successes with time recording.
Leveraging technology for time capture
While human diligence is crucial, technology can provide the necessary support to streamline the process further. Implementing Time Capture software can help law firms automate and optimise their time recording practices.
Investing in robust time capture software can transform your time entry processes. These tools can automatically track time spent on various tasks, ensuring no billable hour is missed. By providing real-time data, these tools help in maintaining transparency and accuracy in time recording.
Administrative tasks related to time capture can be burdensome. Time Capture can automate many of these tasks, from tracking hours to generating comprehensive reports. This automation reduces the strain on fee earners, allowing them to focus on their primary responsibilities rather than administrative duties.
Implementing time recording software can result in a notable increase in billable hours. By automating time tracking and reducing administrative tasks, fee earners can reclaim an estimated 222 additional billable hours from previously missed time as well as recover 66 hours that can now be utilised for billable work.
Moreover, time recording software generates detailed, itemised, and accurate invoices for clients, leading to an average 10% increase in invoice payments once billed. To illustrate the financial benefits, we’ve developed a Time Capture calculator that highlights just how much revenue you could add to your bottom line without additional casework.
Even with diligent recording, some hours might still slip through the cracks. Time recording tools can identify gaps in recorded time and prompt users to fill them, ensuring that every billable minute is accounted for. This feature not only maximises revenue but also provides valuable insights into time management and productivity.
Improving time recording practices in your law firm requires a combination of human diligence and technological support. By fostering a culture that emphasises real-time recording and investing in advanced time capture software, you can enhance efficiency, reduce administrative burdens, and maximise revenue. Start implementing these strategies today and see the difference they can make.
