Risk management

Alphabet advent calendar

Archives - make sure you know how long files should be kept and that they are easily obtainable.

Business continuity - make sure proper disaster recovery procedures are in place.

Checklist - when a file is completed, check that everything has been done.

Diary - all staff must have access to the diary and be aware of deadlines.

E-mails - be careful when replying.

E-mails should be as professional as a letter.

Also ensure that somebody checks your e-mails if you are out of the office.

Filing - all files should be kept up to date and be easily accessible should another partner need to pick up on work.

Generation gap - older members of the firm need to be up to speed with all technology.

Holiday - make sure there is sufficient cover so that all work can continue in a seamless fashion, and inform clients of any partner absences.

Induction courses - new joiners should be trained on all risk management procedures.

Joint instructions - do not assume that another party will be doing what they have said they will do.

Keep checking that everything is going to plan.

Knowledge-based risk - do not take on a case if it is not within your area of expertise; dabbling in other disciplines can lead to negligence claims.

Learn - from a mistake and make plans to ensure it does not happen again.

Manager - appoint a risk management champion to co-ordinate all claims and circumstances and ensure proper risk checks are in place to prevent further problems.

Notifications - if you believe that a notification may be coming your way act accordingly, and make sure the necessary personnel are informed.

Open-door policy - all staff should feel able to talk about problems or mistakes.

Privacy - clients are entitled to confidentiality, make sure that all work is kept private.

Quoting fees and timings - be realistic when quoting probable expense and timing.

Do not underestimate to gain business.

If the client feels misled, a negligence claim may result.

Retainer letters - are one of the most important parts of risk management; outline everything that will be undertaken and all aspects of the case.

Sensitive time dates - make sure everything is completed on time; if there is going to be a delay, the client should be informed as soon as possible.

Trainees - should be treated responsibly.

Their work should always be checked by senior lawyers.

Unusual requests from clients - these should always be investigated properly; say no to work if you are at all unsure.

Vocabulary - documents may require legalese but speak to clients in a language they understand.

Workload - learn to delegate; too much work can result in missed deadlines and possible claims.

Yule-tide festivities - while important to enjoy yourselves, remember to make sure the client still receives professional service at all times.

This column was prepared by the Alexander Forbes Professions risk management team