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October 20, 2024

Kanboard for Legal Professionals: Simplify Case and Task Management #indroduction

I.            Introduction

In today’s legal industry, professionals seek tools to enhance productivity and efficiency. Kanboard, a free and open-source project management software, offers a simple and effective solution. Although widely used across industries for task tracking, its Kanban-style approach is particularly beneficial for law firms and legal departments.

By visualizing tasks, limiting work in progress, and allowing seamless drag-and-drop functionality, Kanboard helps streamline legal operations, track case progress, improve collaboration, and stay organized. Its user-friendly interface requires no extensive training, making it an ideal choice for legal professionals looking to thrive in a digitalized work environment.

This article explores Kanboard’s key features and its potential to improve daily legal operations by keeping teams focused, organized, and efficient.

II.            What is Kanboard? A General Overview and Key Features

Kanboard is adaptable tool which provides a streamlined approach to task management, making it an excellent solution for law firms and legal departments seeking to improve workflow visibility and team collaboration at zero to low cost. By leveraging its intuitive drag-and-drop functionality, task filtering, and workflow automation, Kanboard empowers legal teams to focus on their core responsibilities without getting bogged down by administrative overhead.

Below are key features of Kanboard that legal professionals can utilize when optimizing their day-to-day operations:

  • Task Management & Tracking: Legal teams can create, assign, and track cases or tasks using a visual Kanban board, enabling real-time monitoring of deadlines and tasks progress.
  • Visual Workflow: The drag-and-drop interface makes it easy to move tasks between customizable columns, helping legal professionals visualize the status of cases or tasks at a glance.
  • Work-In-Progress Limits: Kanboard lets teams set work-in-progress limits, ensuring tasks are completed before starting new ones, improving focus on priorities.
  • Automated Actions: Legal workflows can be automated to handle repetitive tasks, such as assigning tasks to specific team members or sending notifications when deadlines are approaching.
  • Search and Filter Functionality: Kanboard’s search and filtering tools enable quick access to tasks, cases, or documents, simplifying progress tracking across large volumes of legal work.
  • Task Subdivision: Tasks can be broken down into smaller subtasks, each with its own deadlines and assignees. This helps manage complex legal projects by keeping all subtasks organized and visible.
  • Permissions and Access Control: Legal teams can manage user permissions to control who can access sensitive legal documents or modify case details, ensuring confidentiality and data integrity.
  • Customizable Workflows: The platform’s simplicity allows for easy customization of workflows, enabling legal teams to adapt the tool to fit their unique processes and requirements.
  • Collaboration and Communication: By facilitating real-time task updates and comments, Kanboard enables effective collaboration among colleagues and external partners involved in a case.
  • Open-Source and Free: As an open-source software, Kanboard provides a cost-effective solution with the flexibility for legal professionals to customize it according to their needs.

III.            How Kanboard Helps Legal Teams Stay Organized: Use Cases

Kanban Boards

Kanboard’s core feature is its simple yet powerful Kanban board system, which helps legal teams visualize the status of their tasks and cases. Tasks are easily dragged and dropped between customizable columns that represent different stages of a case or project. This visual overview helps legal professionals monitor the progress of cases, review documents, and ensure deadlines are met efficiently.

  • Example: A legal department can create columns for different stages of a case, such as
    “Research” “Drafting” “Review” and “Submission”. As work progresses, tasks can
    be moved across these columns, providing a clear view of each case’s status.

Task Management & Tracking

Kanboard allows legal teams to create, assign, and track tasks related to cases, document review, compliance, or client requests. Each task can be broken down into subtasks, assigned to team members, and tracked until completion, ensuring all aspects of legal work are handled efficiently.

  • Example: A task can be created for reviewing a client’s contract. The subtasks could include checking specific clauses, ensuring compliance, and final approval by a senior lawyer. Each subtask can be tracked with deadlines to avoid delays.

Work-In-Progress (WIP) Limits

To prevent multitasking and improve efficiency, Kanboard allows users to set limits on the number of tasks that can be in progress at the same time. This feature helps legal teams stay focused on completing current tasks before taking on new ones.

  • Example: A legal team can set a limit on the number of active document review tasks, ensuring that team members do not get overwhelmed with too many simultaneous cases.

Automated Workflows

Kanboard allows legal professionals to automate repetitive tasks using its built-in automatic actions feature. Workflow automation reduces the need for manual intervention, ensuring tasks are delegated, deadlines are met, and updates are communicated without extra effort.

  • Example: Once a case reaches the “Submission” stage, Kanboard can automatically assign a task to a team member to send the required documents to the client, ensuring timely follow-up.

Task Subdivision & Custom Issue Types

Tasks can be broken down into smaller subtasks and customized to meet the specific needs of a legal project. This helps organize complex legal work, making it easier to track progress on individual components of a case.

  • Example: For a complex litigation case, tasks could be divided into subtasks for gathering evidence, drafting motions, and client communication, with each subtask assigned to a relevant team member.

Search and Filter Functions

Kanboard’s search and filter capabilities allow legal teams to quickly locate tasks or documents related to specific cases, deadlines, or team members. This feature saves time when managing multiple cases and large volumes of legal work.

  • Example: A lawyer can search for tasks related to a specific client or contract by filtering tasks based on client name, document type, or deadline.

Permissions and Access Control

Kanboard provides detailed permissions management, allowing legal professionals to control who can access sensitive case information and modify tasks. This ensures confidentiality and protects critical legal documents from unauthorized access.

  • Example: Only senior lawyers can access the “Client Confidential” column, while junior staff can be limited to accessing general task information.

Customizable Workflows

Legal teams can customize their Kanban boards to match their unique processes. Columns, tasks, and workflows can be tailored to reflect the legal department’s needs, such as contract lifecycle management or litigation stages.

  • Example: A legal team could set up a workflow specifically for contract management, with columns like “Draft”, “Internal Review”, “Client Review” and “Final Approval.”

Collaboration & Comments

Kanboard encourages real-time collaboration through task comments and updates. Team members can communicate directly on task cards, ensuring that everyone is up to date on the latest developments and decisions.

  • Example: A team member working on a legal contract can leave comments on the task card to update the team on progress or request input from a colleague.

Self-Hosted and Open-Source

Kanboard is self-hosted, providing legal teams with complete control over their data. As an open-source platform, it can be customized further based on specific needs.

  • Example: A legal department can install Kanboard on their own servers to maintain full control over client data and ensure compliance with regulatory standards.

V.            Conclusion

LegalTech can also be accessible at low cost. Kanboard is an ideal tool for legal teams seeking to maintain control over their operations, reduce manual administrative tasks, and enhance efficiency by streamlining task and case management through a visual, organized approach. Its simplicity, combined with features such as work-in-progress limits, automated actions, and detailed permissions control, allows legal teams to focus on substantive legal work while ensuring efficiency and compliance. By providing a self-hosted, open-source platform, Kanboard gives legal departments complete control over their data and operations, making it an ideal tool for managing complex cases, tracking progress, and improving overall productivity in a fast-paced legal environment.

Stay tuned for upcoming articles packed with practical tips and insights on optimizing your legal work with cutting-edge technology. Don’t miss out on how to take your practice to the next level!

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About José Antonio Cordeiro Jiménez
José Antonio Cordeiro is a Spanish attorney specializing in Public Law, Corporate Law, Taxation, and New Technologies. He has authored his firsts publications on AI-generated content and intellectual property. His work is driven by a passion for emerging technologies, IoT, data protection, and international law, aiming to make legal matters clear and accessible.