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What’s the Matter? How Matter Templates Can Work for You

Ab Saraswat

Ab Saraswat

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    What is a Matter Template & why are they valuable?

    Matter Templates, as the name suggests, are templates for your legal matters. They are the starting point. They contain all of the ingredients that make up a matter, such as tasks, documents, pins, (i.e., links to frequently used websites and reference material) and milestones (i.e., important dates and targets). Think of them like meal kits: all of the ingredients and instructions in a tidy package ready to ensure you prepare the best final result possible, except here the final result isn’t a tasty meal, its achieving the best legal outcome and satisfied clients!

    We know just how quickly legal work piles up and how it often involves lots of repetitive, routine tasks. A high volume of work combined with repetition can easily result in small oversights that have a big knock on effect; a missed deadline could result in a costly outcome, not working from the right version of a document could mean hours spent re-drafting. Matter Templates come packaged with everything your team needs to ensure that these sorts of simple mistakes are a thing of the past. For example, tasks lists ensure everyone knows what needs to be done and who’s taking care of it, and pre-supplied documents ensure everyone is working from the latest versions.

    Not only does Lupl come packaged with a suite of Matter Templates ready for you to use, but you can now easily build your own with just a few clicks. Take your expertise and make it work for you!

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    What makes a good Matter Template?

    Legal matters come in various shapes and sizes and are built from a range of components.  The best Matter Templates are best suited for legal matters that are repeatable, have a clear start and finish, contain a number of tasks that need to be carried out and are not be too broad or narrow in their focus. For example:

    • Conducting a Residential Purchase – Great! A repeatable procedure that contains a series of tasks that need to be completed in order to reach a goal.
    • Drafting a Share Purchase Agreement – Not so great… this is too narrow in its focus and likely forms part of a larger transaction. It would be better suited as a task within a Matter Template.

    A good Matter Template will contain well-structured tasks with supplementary notes, frequently used documents such as precedents and forms, a selection of pins to useful resources and milestones, to track important turning points and deadlines.

    Overall, when asking the question ‘Will this make a good Matter Template?’, consider how someone could use the knowledge and guidance contained within your potential Matter Template to assist with undertaking a legal matter.

    What makes a good task?

    Tasks are the cornerstone of any legal matter. In order to create useful tasks within Matter Templates, they should be clear, concise and most importantly actionable. Usually this means they should start with a verb.  Additionally, if the title of a task is not clear at a glance, it probably needs to be tweaked. For example, on completion of a sale of real estate, the Transfer Deed needs to be sent to the buyer’s solicitor and it is best practice to retain a copy. Consider the different ways this task could be worded.

    • Transfer –  this isn’t an actionable task and is not clear
    • Send Transfer – getting there… this is now an  actionable task, but is lacking in important detail
    • Send Transfer to buyer’s solicitor and retain a copy – a concise, actionable task that sets out the key information at a glance

    Once the title is perfected, any additional information can be added to the notes section. This could include reminders to carry out additional steps in specific circumstances, provide the reasoning for doing something in a certain way, or even provide links to third party resources.

    Finally, don’t forget to group your tasks to stay focused and organised.

    What are some examples of Matter Templates?

    For some choice examples of Matter Templates look no further than Lupl’s template library! We offer a broad range of templates, some of which have been created in partnership with industry leading knowledge providers, such as LexisNexis and Wolters Kluwer. Examples of some of the Matter Templates already on offer include:

    • Conduct a Legal Due Diligence Review in a Share Purchase Transaction.
    • Develop a Data Mapping Program.
    • Discipline Employees for Social Media Use.
    • Outsource Services to a Foreign Supplier.
    • Respond to a Whistleblower Complaint.

    And we’re constantly adding more!

    There’s no limit to what Matter Templates you could create, any matters your company has to tackle could potentially be turned into a template. If your company handles lots of litigation, you could create a Matter Template to ensure compliance with strict deadlines. If your company handles lots of personal data, you could create a Matter Template to ensure internal compliance procedures are followed to the letter.

    5 tips for making the most of Matter Templates

    There’s no right or wrong when it comes to Matter Templates, it’s all about making them work for you. That said; check out our 5 top tips for getting most out of templates you create.

    1. Make your tasks clear, concise and actionable – this ensures anyone using the template knows exactly what needs to be done at a glance.
    2. Add plenty of detail in the notes to your tasks – some tasks are complex, add detailed notes so team members have no doubts about what to do and how to go about it.
    3. Add frequently used documents – no more worrying if everyone is using the latest versions of forms and precedent.
    4. Add pins – Keep sources of additional knowledge and frequently used sites a single click away.
    5. Review and update Matter Templates regularly – matters are rarely static for long, come back to your templates at set intervals and see how they can be tweaked for maximum effectiveness.

    This all sounds great, how do I get started?

    Choose from our public template library or build your own templates using client or firm playbooks.

    Book a demo today to learn more!

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      # Lupl Workstream Design Principles: A Practical Guide to Legal Project Management for Lawyers Legal project management works when your setup is simple, ownership is clear, and statuses are unambiguous. This guide shows how to turn existing processes and checklists into a lean, reliable Workstream. Lupl is the legal project management platform for law firms, making it easy and intuitive to apply these principles. It also supports moving your work from Excel, Word tables, or if you are transitioning from Microsoft Planner, Smartsheet, or Monday. You will learn what belongs in a Workstream, a Task, or a Step, and which columns to use. If you want practical project management for lawyers, start here. **Excerpt:** Legal project management works when ownership, dates, and statuses are clear. This guide shows lawyers how to turn checklists into Lupl Workstreams with the right columns, Tasks, and Steps. Use it to standardize project management for lawyers, reduce follow ups, and move matters to done. --- ## How to organize your work with Workstreams, Tasks, and Steps Workstreams, Tasks, and Steps are three different types of objects in Lupl. They form a simple hierarchy. Workstreams contain Tasks. Tasks may contain optional Steps. This hierarchy aligns with standard project management. In project management, you break work into projects, deliverables, and subtasks. Lupl adapts this for lawyers by using Workstreams, Tasks, and Steps. This makes it easier to map legal processes to a structure that teams can track and manage. * **Workstream.** Use when you have many similar or related items to track over time. Think of the Workstream as the table. * Examples: closing checklist, court deadlines, pretrial preparation, regulatory obligations, due diligence, local counsel management. * **Task.** A high level unit of legal work. A key deliverable with an owner and a due date. Tasks are the rows. * Examples: File motion. Prepare Shareholder Agreement. Submit Q3 report. * **Step.** An optional short checklist inside a single Task. Steps roll up to the parent Task. * Examples: Draft. QC. Partner review. E file. Serve. ### Quick test * If it can be overdue by itself, make it a Task. * If it only helps complete a Task, make it a Step. * If you need different columns or owners, create a separate Workstream. --- ## Do you need to track everything in Lupl Not every detail needs to be tracked in a project management system. The principle is to capture what drives accountability and progress. In Lupl, that means focusing on deliverables, not every micro action. * Use the level of detail you would bring to a weekly team meeting agenda. * Position Tasks as key deliverables. Treat Steps as optional micro tasks to show progress. * Example: You need client instructions. Do not add a Task for "Email client to request a call." Just make the call. If the client approves a key deliverable on the call, mark that item Approved in Lupl so the team has visibility. --- ## Start with the Core 5 columns Columns are the backbone of a Workstream. They define what information is tracked for each Task. In project management terms, these are your core metadata fields. They keep everyone aligned without overcomplicating the table. Keep the table narrow. You can add later. These five work across most legal project management use cases. 1. **Title.** Start with a verb. Example: File answer to complaint. 2. **Status.** Five to seven clear choices. Example: Not started, In progress, For review, For approval, Done. 3. **Assignee.** One named owner per row. If you add multiple assignees for collaboration, still name a primary owner. 4. **Due date.** One date per row. 5. **Type or Category.** Show different kinds of work in one table. Example: Filing, Discovery, Signature, Approval. **Priority.** Add only if you actively triage by priority each week. If added, keep it simple: High, Medium, Low. --- ## Add up to three Helper columns Lupl includes a set of pre made columns you can use out of the box. These allow you to customize Workstreams around different phases or stages of a matter. They also let you map how you already track transactional work, litigation, or other processes. Helper columns are optional fields that add context. In task management, these are similar to tags or attributes you use to sort and filter work. The key is to only add what you will update and use. Pick only what you will use. Stop when you reach three. * Party or Counterparty * Jurisdiction or Court * Phase * Approver * Approval, status or yes or no * Signature status * Risk, RAG * Amount or Number * External ID or Client ID * Document or Link * Docket number * Client entity **Guidance** * For Task Workstreams, prefer Approver, Approval, Risk. The rest are more common in Custom Workstreams. * Aim for eight columns or fewer in your main table. Put detail in the Task description, attachments, or Steps. --- ## Simple rules that keep your table clean Consistency is critical in project management. A cluttered or inconsistent table slows teams down. These rules ensure your Workstream remains usable and clear. * Only add a column people will update during the matter. If it never changes, set a default at the Workstream level or set a default value in the column. * Only add a column you will sort or filter on. If you will not use it to find or group work, leave it out. * If a value changes inside one Task, use Steps. Steps show progress without widening the table. * Keep columns short and structured. Use Description for brief context or instructions. Use Task comments for discussion and decisions. Link to work product in your DMS as the source of truth. * One accountable owner per Task and one due date. You can add collaborators, but always name a primary owner who moves the Task. If different people or dates apply to different parts, split into separate Tasks or capture the handoff as Steps. * Add automations after you lock the design. Finalize columns and status definitions first. Then add simple reminders and escalations that read those fields. --- ## Status hygiene that everyone understands Status is the single most important column in project management. It tells the team where the work stands. Too many options cause confusion. Too few cause misalignment. In Lupl, keep it simple and consistent. * Five to seven statuses are enough. * Use one review gate, For review or For approval. Use both only if your process needs two gates. * One terminal status, Done. This is the end state of the Task. Use Archived only if you report on it or need it for retention workflows. --- ## When to split into multiple Workstreams In project management, it is best practice to separate workstreams when workflows, owners, or audiences diverge. Lupl makes this easy by letting you create multiple Workstreams for one matter. Create a new Workstream if any of the following are true. * You need a different set of columns for a chunk of work. * Ownership or cadence is different, for example daily docketing vs monthly reporting. * The audience or confidentiality needs are different. **Signal** * If half your rows leave several columns blank, you are mixing processes. Split the table. --- ## Decision tree, three quick questions Use this quick framework to decide where an item belongs. This is the same principle used in task management software, adapted for legal workflows. 1. Is this a list of similar items over time, or a discrete phase of the matter * Yes. Create a Workstream. 2. Can it be overdue by itself, and does it need an owner * Yes. Create a Task. 3. Is it a step to finish a Task and not tracked on its own * Yes. Create a Step. --- ## Common mistakes to avoid Many project management failures come from overdesigning or misusing the structure. Avoid these mistakes to keep your Workstreams lean and effective. * Wide tables with many optional columns. Keep it to eight or fewer. * Two columns for the same idea, for example Status and Phase that overlap. Merge or define clearly. * More than one approval gate when one would do. It slows work and confuses owners. * Mixing unrelated processes in one table, for example signatures and invoice approvals. --- ## Build your first Workstream Building a Workstream is like setting up a project board. Keep it light, pilot it, then refine. Lupl is designed to let you do this quickly without heavy admin work. 1. Write the Workstream purpose in one sentence. 2. Add the Core 5 columns. 3. Add at most three Helpers you will use. 4. Define clear Status meanings in plain words. 5. Set defaults for any value that repeats on most rows, for example Jurisdiction. 6. Add two light automations, a due soon reminder and an overdue nudge. 7. Pilot for one week and adjust. --- ## Where this fits in legal project management Use these principles to standardize project management for lawyers across matters. Keep structures consistent. Reuse column sets and status definitions. Your team will find work faster, reduce follow ups, and close loops on time. --- ### On page SEO helpers * Suggested title tag. Lupl Workstream Design Principles, Practical Legal Project Management for Lawyers * Suggested meta description. Learn how to design lean Lupl Workstreams for legal project management. Get clear rules for Tasks, Steps, statuses, and columns to run matters with confidence. * Suggested URL slug. legal-project-management-for-lawyers-workstream-design

      Lupl Workstream Design Principles: A Practical Guide to Legal Project Management for Lawyers

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