Excel is a tool for Wall Street, right?
Excel is a multi-dimensional tool that is useful in a variety of industries, from accounting to finance to law. Yes, that’s right, there are a plethora of reasons lawyers should use Excel in their practice.
Below are a few suggestions of everyday legal activity that could be made easier and accomplished more efficiently with Excel.
One of the more important tools in Excel is the PivotTable. Now, there’s a brand new feature—the PowerPivot—that brings PivotTables to a whole new level. First, let’s discuss the features of the regular PivotTable.
PivotTables help organize and analyze data. For example, let’s say you want to organize hot docs by key words in discovery. Or maybe you want to identify key concepts or key witnesses and sort them by priority or some other measure. Perhaps you have a long chain of correspondence for the case and you want to code it by sender, receiver, message subject, etc. PivotTables allow you to take each of these categories and sum, filter, or count their contents. You can take any complex dataset and reorganize it with your own ddesignated columns or rows.
How does this compare to PowerPivot? PowerPivot adds the following capabilities (read more at the Journal of Accountancy here):
- Multiple data sources (pull data from two or more sources into a single report)
- Many types of sources (pull data from just about anywhere into a PivotTable)
- Sets (advanced filtering)
- Large data sources (analyze data that exceeds Excel’s row limit)
- Expressions (advanced functions and time intelligence)
Basically PowerPivot is the new and vastly improved PivotTable. The extra filtering capabilities are exceptionally useful.
Does all this information sound like a foreign language? Take The Center For Competitive Management’s webinar, “Using PowerPivot to Pump-Up the Power of Microsoft Excel,” on Wednesday, March 30, 2016 from 2:00 PM to 3:15 PM Eastern time.
Case Status Updates
Law firms circulate internally, and to the client, a case status update.
Excel makes this easy by providing a manipulatable database sorted or filtered by client name, county, type of case, date filed, place filed, date settled, opposing attorney, case settlement amount, and attorney fees to date.
At the end of the year, the compilation of all case status spreadsheets will give managing partners the perfect overview of upcoming casework and trials, in addition to closed and settled matters (not to mention, incoming income!).
In a similar vein, Excel can expedite the process of assigning cases to attorneys. Excel can be used as a method to effectively organize case assignments and avoid duplication of work effort.
That way, when a senior attorney wants to know who is creating the timeline (in Excel, of course) for his case matter, the information, including the name of the assigned associate and the status of his or her work, is quickly and clearly accessible.
For internal reference and trial presentations, timelines are an essential weapon in a litigants quiver. Lawyers involved in complex litigation must have a clear understanding of the chronology of the case.
However, these timelines are also vital to a firm when the case goes to trial—jury members must understand case chronology, as well.
This means a timeline must be both functional and visually stimulating. Enter, Excel.
Excel has the ability to sort timelines by event and date in a meaningful and demonstrative way. Microsoft in Education even provides a tutorial to explain exactly how to achieve this in its article, “Create A Timeline In Microsoft Excel.”
Today, an increasing number of lawyers are using Mac computers and Apple software at the office. Just read the titles of new legal blogs on the web, including Mac Lawyer, Law Office Software For The Macintosh, and Criminal Defense With An Apple.
Even those lawyers, however, are keen on Microsoft products. Take, for example, Esquire Mac’s discussion of billable hour software versus Excel:
“Over the years, I’ve developed a fairly simple but flexible spreadsheet for tracking my billable time. For our firm, this represents the ideal solution at present. I have taken a liking to a few different Mac billing apps out there (like Billings, Involer, Invoice, GrandTotal, and iRatchet) but each of them falls short in one way or another for our purposes.”
No need to purchase expensive billing software when Microsoft Office is already uploaded to your office computers.
In addition, though some firms may have staff or consultants dedicated to case management analysis, for smaller firms, organizing timesheets in Excel can help trend your most significant cases over time.
For example, a legal administrator can organize attorney time by case matter, month, billable hours, or the billing attorney to discover which cases are the most active and which may need more attention, which attorney billed the most this month and which the least.
Access to this type of information will make a firm more attentive to any clients who might be falling through the cracks, and also increase its overall profitability, after it knows where to devote more billable hours.
In the end, Excel has applications in many industries. If Excel is not frequently used in law, it’s because lawyers tend to fear it.
But, help forums and tutorials for Excel are copious online. These days, attorneys have no valid claims to MS-Office ignorance.
So, start small and get familiar with Excel’s massive potential for your firm. After all, the best part about Excel is that you already own it.