Who Does What in the Office

In smaller firms staff may of course combine one or more of these roles; in larger firms secretaries may be restricted to making enquiries only, with the database maintenance function being performed by specified staff. The choice is entirely under the firm's control by allocation of access levels.

The fact that the information on the database is accessible to and used by so many people encourages a sense of ownership and responsibility in those who enter the various sections of the data, which leads to it being maintained to a high standard. Data entry becomes not just a chore but a positive contribution to the efficient running of the practice.

Reception - quickly handle incoming telephone enquiries, identify incoming post even without a reference, record incidental expenses (eg. fax and photocopying charges)

Fee-earners - review client and file financial status, obtain billing guides, record time, maintain diaries, search for precedents, experts, contractors, produce documents quickly in WordLAW and Hot Docs forms

Secretaries -maintain client and matter file records, enquire on client and matter status, produce printouts for fee-earners, enter time sheets, produce documents quickly in WordLAW and Hot Docs forms

Filing -record when and where files are put into store, booked out or destroyed		Strongroom -maintain a register of wills, deeds and securities held in the strongroom
Library -record details of library books and periodicals, maintain a key word index of articles and law reports, control the library of precedents and other reference documents

Accounts -maintain ledgers, print cheques, check bills and print VAT invoices, check files before they can be put into store, exercise credit control. Supervisors may also have access to the management accounts
Quality Control -carry out and record quality reviews, handle and record complaints and their outcome

Practice Manager -supervise the database, produce management reports for Partners and Fee-Earners

Partners -set budgets and targets, review fee-earners and departmental performance, review financial reports such as cash flow, budgeting, profit & loss, balance sheet