Smarter Week

How to automate it

How to automate “run consultations with potential clients and write them up”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min
typically, a few times a week
45%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Turn the consultation into an intake memo with AI

With the prospective client's consent, a firm-approved notetaker records the consultation and AI drafts the intake memo: facts, issues, key dates, parties to run conflicts on and next steps. A lawyer checks it, especially any deadlines.

Typically saves about 45% of the time15 min to set up
  1. 1Use a firm-approved notetaker or your practice management system's AI; tell the person and get consent before recording.
  2. 2After the consult, run the prompt below on the transcript or your notes.
  3. 3Run the conflict check on every party name listed.
  4. 4A lawyer verifies the facts and any limitation dates before relying on the memo.
Prompt to copy
From this consultation transcript or notes, draft an intake memo with: 1) the client's goals in their words, 2) key facts in date order, 3) every person and company mentioned (for the conflict check), 4) possible legal issues to research (do not conclude), 5) any dates that could affect deadlines, flagged [LAWYER TO VERIFY], 6) documents to request, 7) next steps. Do not give legal conclusions or invent facts.

[PASTE TRANSCRIPT OR NOTES]

Tools: Firm-approved AI notetaker · Clio Manage AI · Microsoft Copilot in Teams

Fix 2 of 2

Automation

Use an online intake form that creates the contact and runs the conflict search

Clio Grow, Lawmatics, MyCase or a form tool connected to your system collect intake details once and feed the conflict check, so nobody retypes them.

Typically saves about 50% of the time2 h to set up
  1. 1Turn your intake questionnaire into an online form (Clio Grow, Lawmatics, MyCase, TaxDome organizer, or Microsoft or Google Forms).
  2. 2Connect it so submissions create the contact or lead in your system.
  3. 3Run the conflict search from the created record.
  4. 4Send the engagement letter from the same record once cleared.

Tools: Clio Grow · Lawmatics · MyCase · TaxDome · Zapier or Power Automate

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Attorney / Lawyer (firm)

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Other common tasks for Attorney / Lawyers (firm)