Speaker 1: are we excited? Yeah, having a good time. If you are here to learn a little bit more about Clio tasks, you're in the right place. I'm going to be giving you a bit of tips and tricks, some suggestions and hopefully some takeaways to bring back to your firm and improve your workflows. First of all, as you heard, my name is Tara. I'm a team lead in our customer onboarding department. I've been with Clio for six years, and my team handles the onboarding of our largest customers. Before Clio, I was a paralegal. I worked in commercial lending, did a few other things, moved into adult education and started doing training and mentoring specifically with our lawyers in a large law firm. When I'm not at work, which is a lot, but when I'm not at work, I have two boys, and I like to chauffeur them around. Notice I said like. I don't know. I like to chauffeur them around. See, I see that. Yeah. But, you know, we do what we got to do. He doesn't have a license yet. He's only eight. Also, we're going to do a bit of an overview. So we're going to start with a bit of an overview of the tasks. We're going to focus on how using task lists and task list templates in particular can make things a lot easier and a lot more reliable. I'm going to leave you with that bit of homework. So I'm looking around. Is everybody committed to doing homework before the after dark event, right? Maybe tomorrow, you're going to organize all of your whoops. There we go. You're going to organize all of your to do's and tasks, and you're going to group them together in lists with just a couple of clicks. Now, why tasks? I have a question. Does anybody here ever need to get something done? Go to your calendar and create an event? Yeah, yeah, you see that a lot, right? But the difference between tasks and an event is events typically need to happen at a particular time of day, you're going to do this thing from one to two o'clock from three to four o'clock with a task, you need to get it done by a specific date. But it doesn't matter when, right? It doesn't have to be at two o'clock in the afternoon. There's a big benefit with tasks. Now. See the picture? I wish I could lean over. See that picture? Does that look like your desk? Okay, I'm seeing a couple of nos, but I don't know. I also see some yeses. This reminded me of a story. So back in the day, when I was a paralegal, I had a lawyer call me up and he's like, Okay, I'm out of court. I don't want to come back to the office. I need you to tell me where I'm supposed to be and all the stuff I need to get done this afternoon, walk into the office. And that's what I see. Right? I got sticky notes that say point one on matter ABC. And you know, don't forget to do this. And I'm like, I don't know what you want. Like, exactly what it is. I see people pointing at each other over here. I don't know what that means. But what I did is I finally pulled it together, figured out what they wanted, took a picture, emailed it over. Not super efficient, right? It's not super efficient either for everybody else in the firm. Imagine you're the paralegal or a more junior associate and you don't know what's happening. You're like, did that happen? I don't know. Did it get done? Who did what? So instead of some sticky notes, what if you just create a task list, you create a single task that's due on a particular day, or you can create tasks that are due based on other tasks that you've already completed and using triggers. Consistency is key. Okay, so with standardized naming conventions, as you're looking at those lists, you'll see things like draft letter and then what you need to do, review email and what you need to do. Use some specific standardized naming conventions. So as you're reviewing your list, you get that muscle memory of knowing, oh, here's all of my research. Here's all of this. Here's all of those things I need to do. Okay. Not only will you know what to do, but your team is going to know what to expect. So when I get that phone call from that lawyer, I'm not going to have to go scrambling around with sticky notes. You can automatically establish the due dates and dependencies so that when you complete one task, another task is already going to be ready to go. So you know what's next. So as you can see here, we've got a nice organized task list. It's named nicely, and it has appropriate due dates when it's assigned. Instead of adding tasks one at a time, still good, at least you're keeping track. You can also add a group of tasks at the same time to speed things up, right? Make the process repeatable and scalable. So every time you open a file, there's these 10 things you have to do. Every time you close a file, here are these 10 things that you need to do. So looking at this, you've got a consolidated list. You're making sure that nothing is missed. And rather than your lawyer using their billable time to add them one at a time, and go, oh, right, what about this? Oh, I forgot about that one. You have this task list template that's already been set up. And anybody in your firm can add that any of the attorneys, any of the paralegals, any of your assistants, your receptionist, it doesn't matter who they just know, they just need to know which list template to add to which matter. And with a few clicks, they can add all of those tasks at the same time. So let's take a look. So as you can see, we're clicking on assign task list, you're going to pick the task list that you want to apply, choose who it's going to get assigned to. You're also going to let them know that you're creating some tasks and giving it to them, pick the date of the first task when that first task is going to be due. And then when you add it, they're all there. Right? You're not adding them one at a time. So every time you need to do 10 things, rather than adding 10 things, you add one, you get them all, you don't miss anything. It's reliable. Everything's accounted for you create those list templates, you know all of the things you need to do to complete that particular action. They're all added at the same time. And you don't run the risk of missing a step like Oh, was the conflict check conflict check done? I'd be surprised if anyone in here has not sent out that message to the firm going, somebody did that, right? Where is it? But this way, you see it checked off, you know who completed it. Okay, along the lines of consistency and reliability, what happens if you're not at the office? So on the left hand side, we've got the desktop app. So me as that as a paralegal at the office, I go to Clio, and I take a look at the desktop app, and I'm looking at the matter. And I can see all of the things that that lawyer needs to do. The lawyer, he wouldn't have had to call me, it's going to go to the iPad, he's going to open up his phone, he's going to go to that mobile app. And on the right hand side, he's going to see the same thing. So my old buddy, Bruce wouldn't have had to call me, he would have had it right in front of him before he even got to his car or out for his lunch. If you're assigning tasks to other people in the firm, you can also check on their work. Right? So in Clio, there's a few different ways to look at tasks. You've got the main task list. So you click on tasks, and you're automatically going to see all of the tasks that are assigned to you. Doesn't matter what matter, matter case, whatever, they're all going to be there. But they're only going to be yours. What happens if you want to see all of the tasks that you gave to john or Jane or Fred, I see this? Yeah, where are they? All you have to do is filter for them. I promise they're there. So as you can see, in the in the screenshot here, top right hand side, you've got a filter button, there is many, many things you can filter by one of them, though, is who the task is assigned to. So let's just say I'm, I'm my lawyer, Bruce, that really was his name, I'm not going to give you his last name. That would be bad. So I'm not lawyer Bruce. And I'm like, what do I need to do? I see my own? Oh, but what did I ask Tara to do? Did she do it? Did that get done? Is it overdue? He could hit filter, choose my name. And there's all my tasks doesn't matter what matter they're on doesn't matter what case, but that's everything that's assigned to me. Okay, the same thing would go to anybody else in the firm. Did I give a bunch of work to some associates in my firm? Is that done? I don't know. Just go take a look. Okay, there's many other things that you can filter for it just depends on what you want to find. So let's talk a little bit about your homework. Is everybody thinking about task list templates? Do you think you'd use them? Yeah. Are you like, I don't know. I don't know where to start. I get I can almost guarantee what was that? It's hard to hear. Okay, so what you're going to do is you're going to cut you're going to pause for a second, and you're going to grab your phone. You're going to pull out a note taking app, right? Maybe maybe your voice to text app, your voice memo. And you're thinking what's that thing that I do all the time? Right? I'm always opening files. I'm always closing files. Maybe, maybe I'm in a practice area that has the same list of repeatable things that happen on a regular basis, depending on the practice area you're in. And you're gonna, you're gonna make a list yourself. Here's the three or four things I need to do every single time. Start simple. If you've never done this before, you don't have to make it complicated. You don't have to start with the thing that's, that's going to have 30 or 40 tasks with a bunch of triggers. Start with something easy. What do we do? Somebody has to create a contact, create a matter, maybe set up some documents, engagement letter, whatever the case is. Make a list. What are all those things? Then when you get back to your office, right, you're going to sit down and you're going to review that list, you're going to go to your Clio account, and you're going to make the task list as a template. You're going to try that out, maybe just with a couple people in your firm, maybe it's just you and your assistant, or maybe you are the assistant, and you're going to take that back. And you're going to go to your lawyer and go, we're going to try something new, just trust me, somebody told me this would work. And they're going to go, I don't know, but get them to try it. And you're going to build that task list template, and you're going to start applying it to some matters and testing it out. And just like our development team does, you're going to iterate on the process. Maybe you created a trigger from a task and you're like, okay, it doesn't, it's not three days later, it should be four days later, or a week later, and you're going to tweak it. And you're going to keep trying it a few times. And once you're confident that it's doing what you want it to do, document it. Right? There's nothing worse than having someone leave your firm and taking all of their knowledge with them. And then everyone's sitting there going, oh, darn, only that person knew how to do that thing. Right? Document it. Go into Clio. Create a contact for your firm that's non billable. Create a matter called internal documentation. Store all of your documents there that explain your workflows. You got a new person starts, right? You want to tell them this is how we operate at this firm. Go take a look at these documents and let me know when you've read them. One of those can be documenting all of your task list templates. Once you're confident that it's doing what you want it to do, you're going to let everybody in the office know where to find that documentation. Or maybe you've documented for yourself because you know, you're going to forget in a couple of days what you did. You're going to use it. And you can always edit it anytime you like moving forward. You want to change it, you need to add a step. That's totally fine. So you're going to go live. Right? Just like when we roll out a new feature. And then you're going to save yourself some time and you're going to stop missing steps. doable? Yeah. Okay. What if you need help? Now we got two options. You either want to talk to somebody or you don't want to talk to anybody. I figured I think that's like how it defines right? You got people that want to call and want to have a conversation and that's cool. Or you don't. So if you want to talk to us, you can give our support team a call. They're available 24 hours a day, five days a week, Monday to Friday, you got phone and you got chat, or you can email them phone and chat are the best because that way you can hop on a screen sharing get some help. You can say I started this task list template, but I need a hand or you got yourself help. So if you don't want to talk to anybody, you can go and use our self help options, you can go into our go into our new and improved Help Center that you heard about the other day. And you can watch videos, you can look at step by step guides, and you can learn how to operate your task list. You can also chat with each other. If anybody here isn't in the law community, you should go join that. So it's our online community for all of our Clio customers, you can go in there and you could start a thread and you could say, Okay, I do civil litigation, I'm creating this template, here's the things that I like to do, what do you like to do? Or I'm estate planning, or I'm whatever and talk to your colleagues, maybe you're a small firm, maybe you only are one attorney at your firm, and you want to find out what other people are doing. It's a good resource. Lastly, I didn't see that many people leave. So I'm going to take that as a good sign. I appreciate you all hanging out with me for a few minutes. And I hope that you took something away, go back to your firm, and you feel like you can implement that, right? If you need any help, come on over to the Success Center. Right over there, you can see the big purple sign, hang out with us, and we'll give you a hand here at ClioCon. Thank you.