General Practice, Solo & Small Firm DivisionTechnology & Practice Guide

New Employee Orientation Checklist

BY ROBERT WOODKE

Robert Woodke is the managing partner of the Bemidji, Minnesota, office of the law firm of Brouse, Woodke & Meyer P.L.L.P. His practice emphasizes litigation, real estate, and corporate and commercial transactions. He is a member of the Council of the General Practice Section.

When a solo lawyer or small firm adds or replaces a support staff person, there often is no formalized training program to assimilate the new employee. During the transition process, productivity may be impaired, the new employee may become frustrated and confused, and deadlines may be missed.

This checklist is designed to alleviate the burden of staff orientation and training in small offices. Go over this checklist, adding your own personal touches, with new employees during their first day of work at your law firm, and you will not neglect to cover any important topic. Follow up by going back over the checklist again after the first week of employment to cover any questions or problems that may have developed. Be sure to provide a copy of the checklist to employees so that they can make appropriate notes and have it as a guide for their work.

Payroll and employment

paydays
time cards
evaluation standards
hours of operation
holidays
sick leave and vacation policy
pay review policy
time keeping
employee benefits
staff training and education

Incoming mail

date stamped
personal or confidential
junk mail
calendaring and ticklers

Outgoing mail

certified
fax
express mail
signing on behalf of the firm

Opening new files

new matter report
fee agreement/engagement letter
file folders and labels
file numbers
index cards/cross reference cards
organization of contents
general principles of filing

Letters

standard salutation and close
standard number of copies
use of letterhead
signature in absence of attorney

Incoming telephone calls

listening readiness
first impression
response when in conference
response when out of office
judges
priority of messages and content
call return form

Outgoing telephone calls

long-distance record log
time and charges
personal calls

Ethics/Confidentiality

the rules of ethics that bind staff
Rule 1.3--diligence
Rule 1.4--communication
Rule 1.6--confidentiality of information
Rule 1.7--conflicts of interest
Rule 1.15--safekeeping property
Rule 7--advertising/solicitation

Photocopier and fax machines

posting to client account
personal use
repairs/maintenance
use of copy services
fax cover sheets
ethical problems in fax usage

Filing court papers

signatures/notarization
service on parties/opposing counsel/co-counsel
proof of service--by mail, in person, by fax (where permitted), published
copy in file
certified copies (when required)
appropriate fees paid

Filing at the county recorder's office (register of deeds)

signatures/notarized
drafting statement
appropriate fees paid
well disclosure/waiver
certificate of real estate value
review against document checklist
copies distributed

Filings with the secretary of state

signatures/notarization
street address for organization office
appropriate fee enclosed
return envelope and copy
copies distributed

Financial record keeping--receipt of funds

match to client bill
post to journal and client ledger
endorsement of checks
prepare deposit slip/deposit procedures
cash receipts and receipt book
trust funds--recoveries for client, retainers, contingent fees earned, and costs procedures

Financial record keeping--disbursement of funds

costs account/advanced expenses
petty cash transactions
retainers
office expenses
fund balances
checking account reconciliation

Library

updates
loaning or borrowing books
shelving books
new purchases

Files/abstracts/client originals

intake record
outgoing record
storage/safekeeping