Best Time Tracking Practices for NY Lawyers

Written by Asim Qureshi
By Asim Qureshi, CEO Jibble

Hi, I’m Asim Qureshi, the CEO and co-founder of Jibble, a cloud-based time and attendance software. I have several years of experience building and scaling software products and teams across various industries and markets. Before I started Jibble, I worked as a VP at Morgan Stanley for six years. I’m passionate about helping businesses improve productivity and performance through smart time management practices.

The expression ‘time is money’ certainly applies to New York’s fast-paced legal environment, where time tracking practices for NY lawyers is a differentiating factor. This article covers some of the best time tracking practices for NY lawyers, equipping you and your practice with the tools and knowledge to optimize your time tracking efforts and achieve better success.

This Article Covers:


Benefits of Time Tracking for New York Lawyers

With the highest concentration of lawyers compared to any other state in the US, it’s tough competition for lawyers in New York.  Accurately tracking and documenting your time is not just an administrative task, but rather a critical skill that delivers a strategic advantage. By implementing best practices in time tracking, you can maximize productivity and build stronger relationships with your clients.

Time tracking offers several benefits for New York lawyers, some of which are:

  • Accurate Billing. By diligently tracking the time spent on client matters, New York lawyers can provide precise invoices that reflect the work performed. Accurate and transparent billing for legal services fosters trust and credibility with clients and reduces the risk of billing disputes.
  • Increased Efficiency. Time tracking helps you determine your time and resource allocation. By analyzing time data, lawyers can gain insights into their productivity, identify bottlenecks, and make informed decisions on workflow optimization for increased efficiency and better time management.
  • Improved Client Communication. Accurate time tracking enables lawyers to communicate effectively with their clients regarding the progress of their matters. By providing detailed time entries and regular updates, you can demonstrate the value you bring to the client’s case, enhance transparency, and maintain open lines of communication.
  • Efficient Practice Management. Analyzing historical time tracking data provides lawyers with a comprehensive view of their workload, allowing for effective resource allocation and balancing of workload. Data insights can help you identify areas of high demand, manage deadlines efficiently, and make informed decisions on staffing and case management.
  • Compliance with Ethical Guidelines. Time tracking plays a crucial role in compliance with ethical guidelines set by the New York State Bar Association. Accurate timekeeping ensures lawyers fulfill their professional obligations, such as billing clients fairly, maintaining records for a specified period, and avoiding over-billing or under-billing.

  • Evaluation of Matter Profitability. By tracking time spent on different matters, lawyers can assess the profitability of each case or engagement. This information helps you to make informed decisions regarding pricing, fee structures, and client selection. It enables you to focus on matters that provide the most value to your practice.
  • Data for Performance Analysis. Time tracking data gathered from timesheet trackers can help you analyze performances at individual and firm levels. Lawyers can identify areas for improvement and then set goals for professional growth. Similarly, law firms can study aggregate time data to evaluate the overall efficiency of their operations and make data-driven decisions.
  • Compliance with Legal Requirements. Time tracking helps lawyers comply with legal requirements, such as documenting billable hours for tax purposes or to present as supporting documentation during audits or legal proceedings.

In short, time tracking is a valuable tool that can prove highly beneficial for New York lawyers. You will observe a positive impact on billing, efficiency, client communication, and practice management, all of which will contribute to your successful reputation.

“With 187,246 lawyers, New York tops the list of the US states with the most number of lawyers per capita, that translates to 9.3 lawyers per 1,000 residents.” – ABA National Lawyer Population Survey

10 Best Practices in Timekeeping for New York Lawyers

Achieving a healthier work-life balance is a goal most professionals work towards, and it begins with recognizing which tasks take up most of your time. Here are some best lawyer time tracking practices for NY lawyers to put in place to maximize efficiencies:

  1. Understand Ethical Guidelines. Firstly, familiarize yourself with the New York Rules of Professional Conduct, specifically Rule 1.5, regarding fees, billing, and recordkeeping. Secondly, ensure that your time tracking practices align with the ethical guidelines set forth by the New York State Bar Association.
  2. Track Time in Increments. Track your time in reasonable increments, such as tenths of an hour (6-minute intervals). This approach allows for more accurate billing and provides transparency to clients regarding the time spent on their matters.
  3. Record Time Promptly. Get into the habit of recording your time entries promptly and while the work is being completed. Waiting too long to record your time can result in inaccurate or incomplete entries, leading to complications down the line.
  4. Note the Details. Provide clear and specific descriptions for each time entry. Include details about the completed task, the matter involved, and any significant developments or milestones. This level of detail helps clients understand the value of your services and aids in effective communication.
  5. Use Matter or Client Codes. Implement a system of matter or client codes to associate time entries with specific cases or clients. Coding allows for easy identification and categorization of time spent on different matters, simplifying the billing process and facilitating accurate reporting.
  6. Regularly Review and Edit Time Entries. Set aside time to review and edit your time entries regularly. Double-check for accuracy, ensure proper categorization, and make necessary adjustments or additions. Periodic checks help maintain billing integrity and minimize the risk of billing disputes.
  7. Leverage Technology. Utilize time tracking software or tools specifically designed for legal professionals. Time tracking tools offer features such as timers, task categorization, and integration with billing systems, streamlining the time tracking process and improving accuracy.
  8. Monitor Time and Budgets. Keep a close eye on the time spent on each matter and compare it to the established budgets or fee arrangements. Monitoring time against budgets helps manage client expectations, identify potential issues, and allows for proactive communication regarding scope and costs. Best Time Tracking Practices for NY Lawyers
  9. Train and Educate Staff. If you have a team, train all staff members on the best practices for time tracking. Provide guidance and ongoing education to maintain consistency and accuracy across the firm.
  10. Regularly Analyze Time Data. Analyze your time tracking data to gain insights into your billing patterns, practice areas, or client profitability. This analysis can inform pricing strategies, resource allocation decisions and identify areas for improvement or increased efficiency.

Final Thoughts: Time Tracking Best Practices for Lawyers in New York

New York is one of the best cities in the US for lawyers to practice given the high demand. However, due to the demanding nature of their work, New York lawyers also face various challenges in managing their time. By embracing these best time tracking practices for NY lawyers, you can navigate the complexities of time tracking professionally and confidently, contributing client satisfaction and success. Good time tracking practices can help lawyers stand out and build a commendable reputation in New York.