Podcast
Questions and Answers
Match the following appointment message types with their descriptions:
Match the following appointment message types with their descriptions:
Appointment Confirmation and Changes = Notify clients about any changes to their bookings Appointment Reminder = Send reminders to clients before their appointments Rebooking Reminder = Encourage clients to schedule another appointment Cancellation Notification = Inform clients that their appointment has been canceled
Match the following methods of communication with their characteristics:
Match the following methods of communication with their characteristics:
Phone Calls = Requires the recipient to be available to talk Emails = Can be checked at any time but may be overlooked SMS Text Messages = Fast and can be read without an internet connection In-Person Reminders = Allows for direct interaction but can be intrusive
Match the following benefits of SMS reminders with their advantages:
Match the following benefits of SMS reminders with their advantages:
Fast = Quickly delivers messages to clients Visual = Provides clear and agile information Interactive = Allows clients to respond and confirm appointments Adaptable = Can be customized for various needs
Match the following scheduling tools with their functionalities:
Match the following scheduling tools with their functionalities:
Match the following aspects of effective appointment management with their impacts:
Match the following aspects of effective appointment management with their impacts:
Match the following scheduling challenges with their solutions:
Match the following scheduling challenges with their solutions:
Match each type of appointment communication with its primary purpose:
Match each type of appointment communication with its primary purpose:
Match the following appointment management practices with their outcomes:
Match the following appointment management practices with their outcomes:
Match the following client emotions with appropriate responses:
Match the following client emotions with appropriate responses:
Match the following roles with their responsibilities in a law firm setting:
Match the following roles with their responsibilities in a law firm setting:
Match the types of individuals visiting a law firm with their treatment expectation:
Match the types of individuals visiting a law firm with their treatment expectation:
Match the following statements about meals and professional gatherings:
Match the following statements about meals and professional gatherings:
Match the reasons clients may feel discontent with their attorney:
Match the reasons clients may feel discontent with their attorney:
Match the advice for handling difficult clients:
Match the advice for handling difficult clients:
Match the terms related to client meetings and communication:
Match the terms related to client meetings and communication:
Match the follow-up actions after client concerns are addressed:
Match the follow-up actions after client concerns are addressed:
Match the following preparation tasks with their descriptions:
Match the following preparation tasks with their descriptions:
Match the following items with their relevance in a legal assistant's duties:
Match the following items with their relevance in a legal assistant's duties:
Match these terms with their definitions:
Match these terms with their definitions:
Match the following strategies with their expected outcomes:
Match the following strategies with their expected outcomes:
Match the following roles with their appropriate practices:
Match the following roles with their appropriate practices:
Match the following types of organization tools with their purposes:
Match the following types of organization tools with their purposes:
Match the following tasks with their timing:
Match the following tasks with their timing:
Match the following elements with their function in a court case:
Match the following elements with their function in a court case:
Match the following terms related to dockets with their descriptions:
Match the following terms related to dockets with their descriptions:
Match the following types of docket access with their characteristics:
Match the following types of docket access with their characteristics:
Match the following components typically found in a docket with their importance:
Match the following components typically found in a docket with their importance:
Match the following elements of case management with their purposes:
Match the following elements of case management with their purposes:
Match the following types of trials with their scheduling implications:
Match the following types of trials with their scheduling implications:
Match the following terms to their related actions in a docket:
Match the following terms to their related actions in a docket:
Match the following types of legal professionals with their roles in relation to dockets:
Match the following types of legal professionals with their roles in relation to dockets:
Match the following docket features with their types:
Match the following docket features with their types:
Match the resources with their primary focus:
Match the resources with their primary focus:
Match the article titles with their topics:
Match the article titles with their topics:
Match the publication date with the corresponding articles:
Match the publication date with the corresponding articles:
Match the blog sources with their content focus:
Match the blog sources with their content focus:
Match the tasks with their descriptions:
Match the tasks with their descriptions:
Match the article with its key takeaway:
Match the article with its key takeaway:
Match each website with its URL focus:
Match each website with its URL focus:
Match the legal writing elements with their importance:
Match the legal writing elements with their importance:
Match the following docket details with their descriptions:
Match the following docket details with their descriptions:
Match the effective calendar management practices with their purposes:
Match the effective calendar management practices with their purposes:
Match the following strategies to enhance calendar and docket management:
Match the following strategies to enhance calendar and docket management:
Match the concepts with their implications in legal practices:
Match the concepts with their implications in legal practices:
Match the following scheduling practices with their benefits:
Match the following scheduling practices with their benefits:
Match the following components of docket management with their definitions:
Match the following components of docket management with their definitions:
Match the terms related to docket preparation with their importance:
Match the terms related to docket preparation with their importance:
Match the following best practices for legal assistants with their outcomes:
Match the following best practices for legal assistants with their outcomes:
Flashcards
Professional Demeanor
Professional Demeanor
Personal emotions or problems should never influence how you communicate professionally. Treat every client with respect, regardless of their background or position.
Client Focus
Client Focus
Understand why a client is visiting and strive to fulfill their needs. A positive experience encourages repeat business.
Teamwork and Flexibility
Teamwork and Flexibility
Food arrangements are often essential for meetings or gatherings due to long working hours. It's a team effort, and even if you are uncomfortable with tasks like meal arrangements, it may indicate a mismatch in career goals.
Handling Difficult Clients
Handling Difficult Clients
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Effective Communication
Effective Communication
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Building Trust
Building Trust
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Managing Demanding Clients
Managing Demanding Clients
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Professionalism in Client Interactions
Professionalism in Client Interactions
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Appointment Management in Legal Offices
Appointment Management in Legal Offices
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Appointment Reminders via SMS
Appointment Reminders via SMS
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Appointment Confirmation Texts
Appointment Confirmation Texts
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Appointment Reminder Texts
Appointment Reminder Texts
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Rebooking Reminder Texts
Rebooking Reminder Texts
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Interactive Communication with Clients
Interactive Communication with Clients
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Client Convenience and Accessibility
Client Convenience and Accessibility
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Efficient Appointment Management
Efficient Appointment Management
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What is a Docket?
What is a Docket?
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Variations in Docket Content
Variations in Docket Content
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Types of Court Hearings
Types of Court Hearings
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Who Uses Dockets?
Who Uses Dockets?
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Information Found on Dockets
Information Found on Dockets
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What is a Motion?
What is a Motion?
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Trial Settings on Dockets
Trial Settings on Dockets
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Understanding Docket Structure
Understanding Docket Structure
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Preparing the attorney for court, meetings, and appointments
Preparing the attorney for court, meetings, and appointments
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Daily legal assistant preparation tasks
Daily legal assistant preparation tasks
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Confirming attendance for legal events
Confirming attendance for legal events
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Reminding clients about court appearances
Reminding clients about court appearances
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What is a court docket?
What is a court docket?
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How do court dockets work?
How do court dockets work?
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Transcription
Transcription
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Transcription Errors
Transcription Errors
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Proofreading and Editing
Proofreading and Editing
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Dictation Software
Dictation Software
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Transcriptionist
Transcriptionist
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Legal Document Management
Legal Document Management
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Legal Writing and Drafting
Legal Writing and Drafting
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Legal Secretary Duties
Legal Secretary Duties
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What information is crucial when reviewing a docket?
What information is crucial when reviewing a docket?
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What needs to be considered about dockets?
What needs to be considered about dockets?
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Why is syncing calendars across devices important?
Why is syncing calendars across devices important?
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How can digital tools be used to improve calendar management?
How can digital tools be used to improve calendar management?
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Why is it important to confirm with clients and courts?
Why is it important to confirm with clients and courts?
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What is the core benefit of effective calendar and docket management?
What is the core benefit of effective calendar and docket management?
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Who benefits from effective calendar and docket management?
Who benefits from effective calendar and docket management?
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What is a consequence of good calendar management?
What is a consequence of good calendar management?
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Study Notes
Chapter 3: Duties of the Legal Secretary
- Report presented to: The Faculty of the College of Business Administration, Department of Office Administration, Polytechnic University of the Philippines - Sta. Mesa Manila
- In Partial Fulfillment of: Requirements for OFAD 351 - Legal Office Procedures
- Prepared by: Limpao, Injellah A.; Manalo, Heriz Micah P.; Marilla, Faith Anne Nicolle D.; Monte, Jullian Kate A.
- Date: April 2024
Table of Contents
- Handling Visitors and Telephone Calls in Legal Office
- Dealing with Visitors and Clients
- How to Handle Difficult Clients
- Phone Etiquette in Legal Office
- Incoming Calls
- Outgoing Calls
- Handling Appointments and Reminders with Clients
- Develop Legal Office Calendars and Court Dockets
- Prepare and Process Legal Documents
- Handling Mails, Fax, or Arrange Delivery of Legal Correspondence to Clients, Witnesses, and Court Officials
- Handling Dictation and Transcription
- Dictation/Recording Methods
- Transcription Methods
- References
Handling Visitors and Telephone Calls in Legal Office
- Dealing with Visitors and Clients: Treat all visitors with courtesy and politeness, focusing on understanding their need and ensuring a positive experience. Maintain professional demeanor, regardless of visitor background.
- Handling Difficult Clients: Handle difficult clients with patience and composure, ensuring you are clear and concise. Explain reasons for delays or unavailability.
- Phone Etiquette (Incoming Calls): Answer promptly, using a standard greeting including your name and the office name. Avoid placing on hold unless necessary, and provide updates during extended wait times. Communicate clearly, concisely and confidently.
- Phone Etiquette (Outgoing Calls): Begin by identifying yourself and the attorney you represent. Explain the call’s purpose concisely and respectfully. Confirm the recipient’s name. Apologize if you dial the wrong number; avoid abruptly disconnecting.
Handling Appointments and Reminders with Clients
- Handling Appointments and Reminders: Scheduling is key, ensuring smooth management of meetings, consultations and deadlines. Avoiding conflicts and showing respect for clients' time.
Developing Legal Office Calendars and Court Dockets
- Keeping Attorney Prepared: Prepare necessary items for daily court appearances, meetings, and appointments. Utilize tools and date planners. Order paperwork chronologically.
- Ensure client file availability; provide legal pads and writing tools; collect previous notes.
- Call parties involved for attendance confirmation several days prior to scheduled events.
- Confirm court appearances with clients the day before, including time and location.
- Court Dockets: A court docket is an official record of proceedings, documenting relevant events. Key aspects include presiding judge, involved parties, case timeline, details and motions. Understanding case types and motions is critical.
- Trial Settings and Reviews: Dockets include trial settings, and details, review details such as case number, parties, judge, time and location of hearings.
- Noting Variability: Dockets vary depending upon jurisdiction, and specific court practices.
Handling Mails, Faxes, and Deliveries
- Correspondence: Sorting, prioritizing, and handling incoming/outgoing correspondence is essential, using organization and urgency/relevance as criteria.
- Attention to Detail: Handle correspondence with detail and accuracy, to ensure parties are correct and that documents include necessary attachments.
- Delivery Methods: Consider postal services, faxes or electronic means for different needs, balancing speed and reliability.
- Confirming Receipt: Confirm document receipt, ensuring parties understand content before finalizing communications.
Handling Dictation and Transcription
- Dictation/Recording Methods: Utilize digital recorders or computer-based systems.
- Transcription Methods: Employ manual transcription services or voice-to-text software.
Managing Legal Documents, Files, Financial Records, and Other Records
- Document Creation and Capture: Create and capture documents; utilise electronic tools for efficiency and streamlined processes.
- Organizing and Categorizing: Organize and categorize documents by case or client, enabling efficient retrieval. Use both digital and physical filing systems.
- Storage Solutions: Securely store physical/digital files, utilising storage systems and secure access controls.
- Access Control and Security: Implement protocols to safeguard sensitive information; restrict access to authorized personnel.
- Retention and Disposal Policies: Establish and adhere to formal policies defining record keeping and disposal timescales.
- Regular Audits and Reviews: Conduct regular audits of document management systems to maintain efficiency and comply with policies.
Additional Notes
- Client Trust and Satisfaction: Maintain professionalism and confidentiality when handling client information, fostering positive relationships.
- Facilitating Communication and Collaboration: Improve seamless communication by utilizing systems for file sharing, improving team coordination.
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