Relevant procedures
Experience has shown that while lawyers are very good at the client care side of their work, they are still not fully aware of areas of risk within their practice and the day-to-day aspects of their job.
One of the main reasons for this is that firms often develop an all-encompassing risk management programme for everyone within the firm.
This is then implemented, regardless of the different work undertaken by various departments.
While it is obviously better to have some risk management procedures in place than none, it is important to remember that it will benefit the firm far more if these procedures are tailored appropriately.
It is easier for people to understand their specific areas of risk, as well as the more general areas, if they can relate it to their day-to-day work.
A broad-blanket approach to risk management can often alienate employees, as they cannot see the specific relevance to their areas.
One area where this is particularly pertinent is when new staff are trained.
Many firms have a lengthy risk procedures manual that is handed out to all staff members when they start their jobs.
Realistically though, the likelihood of anyone reading an in-depth A4 lever arch file on office procedures is minimal.
With the pressure of completing fee-paying work and the daily demands from clients, it is far more likely that new employees will simply skim the manual and take on only the minimal amount of information.
Our main advice can be broken down into the following points:
- Firstly, appoint a risk management supervisor;
- Tailor your office procedures and risk management manuals to each department, and the type of work undertaken by the employees;
- Keep the manuals as short and to the point as is necessary;
- Make sure all new employees have a full and comprehensive business description and know their areas of responsibility;
- Keep abreast of training needs - training also needs to be specific and to the point;
- Review claims made against the practice regularly to pinpoint where the risk procedures are failing;
- Have regular, six-monthly/yearly update meetings with all departments and revise procedures as and when necessary.
Keeping risk management procedures specific and to the point will help all employees understand fully where their areas of responsibility lie.
It is only with this understanding that employees can effectively implement the procedures a firm has in place, and help to minimise the risk of claims being brought against the practice.
This column was prepared by the Alexander Forbes Professions risk management team
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