Work-in-Progress (WIP) Best Practices in triConvey

Managing work-in-progress (WIP) efficiently is crucial for maintaining productivity and preventing bottlenecks in any legal practice. triConvey offers several tools and features to help you streamline and track your WIP.

Table of Contents

• Getting Started

• Step 1:  Use triConvey's Dashboard
• Step 2: Manage and monitor Tasks
• Step 3: Set Up Automated Alerts
• Step 4:  Leverage Reporting Tools
• Step 5:  Integrate with Calendar and Time Tracking
• Best Practices for Managing WIP

Getting Started

In this guide, we will demonstrate the best practices in triConvey for monitoring WIP and setting up alerts to ensure that your workload remains manageable

Step 1:  Use triConvey's Dashboard

Your triConvey Dashboard provides a real-time overview of your practice's activities, including WIP.

Configure your Dashboard to display widgets showing WIP metrics relevant to your role, such as the number of new matters, intake and billing hours.

Step 2: Manage and monitor Tasks

triConvey's task management system allows you to create and assign tasks with due dates and priority levels. Monitor the progress of these tasks to ensure they do not exceed your WIP limits. 

• Set up tasks and assign them to team members. 
  
  
• Use task categories and views to regularly monitor the status of all tasks. 
  
  
• Use Workflow to create a series of tasks based on matter types. Workflows save admin time on task creation and keep the team on track with matter-specific processes and deadlines. 

Learn more about creating a review process with tasks.

Step 3: Set Up Automated Alerts

triConvey can send automated alerts for fee estimates. Configure the alert to notify you when a matter’s WIP approaches and exceeds a certain threshold. 

• Open triConvey Settings and navigate to the Time & Billing section. 
  
  
• Tick the setting to Send Client Portal notification when matter approaches the estimate and then click Save.
  
• Set up default fee estimates based on matter type. You can also set up fee estimates on individual matters.

Step 4:  Leverage Reporting Tools

triConvey offers comprehensive reporting tools that allow you to generate reports on your WIP. Regularly reviewing these reports can help you identify trends and areas where WIP may be getting out of control. 

• Generate reports focusing on WIP metrics. 
  
  
• Use tasks to schedule these reports to be generated and reviewed at regular intervals, such as weekly or monthly. 

Learn more about WIP reporting in triConvey.

Step 5:  Integrate with Calendar and Time Tracking

Integrate your WIP monitoring with triConvey's calendar and AutoTime features. By tracking the time spent on each matter, you can get a clearer picture of your WIP. 

• Ensure all team members log their hours and update their calendars regularly. 
  
  
• Use AutoTime activity tracking for more accurate time recording. 
  
  
• Use the calendar sync to track events and see upcoming deadlines.

Best Practices for Managing WIP

• Set Realistic Limits 
  Define what constitutes an acceptable WIP level for your team. Consider factors like team size, matter complexity and available resources. 
  
  
• Regular Review
  Review your WIP metrics regularly and adjust your limits as needed. This helps you respond to changes in workload and resource availability. 
  
  
• Team Communication
  Foster a culture of open communication where team members can discuss their workloads and potential bottlenecks. This proactive approach can prevent WIP from exceeding manageable levels.