File reviews must be routine and regular. In my experience this is one of the most-neglected areas in firms and many of us have seen that mad panic when an audit is due. Make it a rule that anyone who reviews files must log that work in a central record not less than once a month.

This may horrify some solicitors, but some reviewing of files can be done by non-lawyers. A percentage should still be done by qualified people but, given someone with some intelligence and a good checklist, it is perfectly possible to check much of the work. Rule 2 letter? Tick. File opening checklist completed? Tick. Conflict check? Tick. Risk assessment, including all its necessary elements? Tick, tick, tick..... The matter progressed without delay? Tick……..and so on.

Checklists will also boost productivity. When we have to think everything though, taking care to ensure that we have forgotten nothing, we inevitably slow down while we go through the necessary thought processes. If, however, we can simply follow a checklist it all becomes much quicker and easier. We relax and plough on with confidence and it also takes some of the stress out of our work; stress is caused at least in part by a fear of forgetting something.

You will also need to keep good records. Those checklists need keeping safely together, with a copy on the file and one in a central register, and that register needs its own review and summary doing at regular intervals. Only when you do this will you be able to build up a clear picture of how FEs are performing and what training needs might be identified. After all, we are only partly doing this to check on past work quality. We are also looking for things we can do to improve work in the future.