You must have Practice Management Software or PMS. This revises my previous opinion, wherein I waffled somewhat in fully recommending PMS for your firm.
Recently, I had the unpleasant experience of dealing with an issue outside of my legal work. I had to resolve the issue by examining my PMS for notes, memos, etc. By having quick and easy access to the information, I quickly resolved the issues and was able to focus fully on my legal work.
Again, MS Outlook is great for managing mundane items (like calendaring) and tasks (like finding contacts) (see here for my praises). However, if you're going to be serious about managing phone calls, tasks, calendaring, voice messages, documents, correspondence, emails, etc., you need a practice management system.
I've tried to use MS Outlook to keep track of client data, such as messages and communications. After awhile, and if the case grows complex, the information gets jumbled. Plus, you have to remember to notate the discussion in the "notes" section, or you'll forget or lose the conversation.
Sure, there are some similar restrictions and flaws with PMS, although I don't think they're as severe. I think it's a little easier because you're already reviewing the file information, and notations are just as easy. Moreover, because all of the information is in a centralized location, you're saving time by not having to open multiple folders to find the right documents.
Finally, and hopefully, if there's ever a need to "save your bacon", PMS may provide that one extra tidbit that your case file and it's 5,000,000 documents is missing.
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