Practical Ways to Manage Heavy Legal Caseloads

markhope61
Aug 13
7 min read

Every solicitor and fee earner will experience periods of heavy caseloads during their career. This is part of the profession. At times, workloads can feel as though they are closing in from every side. Deadlines stack up, emails multiply faster than they can be read, concentration slips and it can seem as though progress on any case is impossible.

When that pressure builds, the instinct may be to work longer hours, sleep less and push harder. In reality, this approach rarely delivers results. The key lies in how you think about your caseload, how you manage your time and how you speak to yourself during demanding periods.

Below are practical strategies to help maintain focus and motivation until workloads return to a manageable level.

1. Check Assumptions About Deadlines

In legal work, there are genuine deadlines such as court filing times or urgent client advice. However, not every request requires immediate action. Some deadlines are manufactured, either by others or in your own mind.

Before committing to a timescale, ask the person requesting the work when it is genuinely needed. This helps prioritise effectively and prevents unnecessary stress.

If you want to know more on the manufactured urgency and what you can do about it, why not read our recent article on the subject: How Legal Practices Can Manage the Urgency Game.

2. Redefine Success

In law, details matter. A single misplaced word can change the meaning of a clause. This is why perfectionism is common among legal professionals. While high standards are important, chasing perfection in every task can slow progress and trap you in endless revisions.

Aim for work that is accurate and meets professional standards, rather than flawless in every detail. This shift in mindset can free up time for other pressing matters.

Want to know more on the subject, why not read our article: The Hidden Cost of Perfectionism

3. Track Your Time

When under pressure, it can feel as though you are working far longer than you actually are. Using a time tracking tool for one week gives a clear view of how your hours are spent. This allows you to spot inefficiencies and identify tasks that take longer than they should.

If typing is slowing you down, consider dictation. Speaking is significantly faster than typing and frees up valuable hours for more complex legal work.

We have a few articles on productivity which you might find interesting:

Timeboxing for Lawyers: How to Get More Done Without Working Longer Hours

From Busy to Productive: Personal Productivity Hacks for Legal Professionals

4. Use Outsourced Transcription to Save Time

Dictating attendance notes, letters, emails and legal documents can be up to four times faster than typing. The average person speaks at 140 to 160 words per minute compared to typing at around 38 to 40 words per minute.

For a fee earner, typing for just two hours each day can mean losing 1.5 hours of billable time. At a charge-out rate of £300 per hour, that equates to £450 lost each day or £96,000 each year. Outsourced transcription with OutSec Legal removes that loss, allowing more billable hours without the cost of in-house support staff.

This is not only a financial benefit. It also improves efficiency, reduces late nights and creates a better work-life balance.

5. Batch Similar Tasks Together

Switching between different types of work can cut productivity by up to 40 per cent. Instead of handling emails and calls throughout the day, set aside specific times to deal with them. Grouping similar tasks reduces mental fatigue and improves focus.

6. Schedule Short Breaks

Skipping breaks when workloads are heavy might seem efficient, but it often slows progress. Research shows that short breaks can boost focus and energy. Try working for 50 minutes, then taking a 10 minute break to stretch or step outside.

7. Challenge the Belief That You Must Always Be “On”

Many people find it difficult to stop thinking about unfinished work. This can make it harder to rest and recover. This phenomenon is known as the Zeigarnik effect and it plays a significant role in how we process work and manage priorities.

Want to know how to manage the Zeigarnik effect, why not read our article: Why Solicitors Struggle to Let Go of Unfinished Tasks.

8 . Practise Acceptance Skills And Healthy Self-Talk

When you have more work than hours in the day, there will be moments when you cannot do it all. Practising acceptance skills means recognising what is within your control and what is not.

Your self-talk matters here. The inner saboteur can make you believe you are failing even when you are achieving a great deal. Negative self-talk has been linked to increased stress and burnout in multiple workplace studies.

When you hear yourself saying “I am never going to get this done” or “I am hopeless at this,” stop and reframe it into something constructive such as “I will tackle this step by step” or “This is challenging but I have handled similar situations before.”

Want to know more on the subject why not read our article: How Legal Professionals Can Train Their Inner Saboteur.

Final Thoughts

Work overload is not only about the number of tasks. It is about your relationship with your caseload, your definition of success and the systems you use to manage workloads.

By challenging assumptions, tracking your time, using outsourced transcription, grouping similar tasks and taking short breaks, you can reduce pressure and improve productivity.

If heavy caseloads continue for an extended period, or if you experience symptoms of burnout such as constant fatigue or poor concentration, speak to your manager early. Protecting your wellbeing is essential for long-term performance.

About OutSec Legal

At Outsec Legal, our services are designed to support legal professionals by providing reliable and high-quality legal transcription, allowing your practice to focus on clients and fee production. Whether your practice needs help with day-to-day transcription or support during busy periods, our pay-as-you-go option enables legal practices of all shapes and sizes to access support as and when they need it.

So What Are The Benefits?

Sole Practitioners/Barristers/Small Law Practices:

OutSec Legal is the perfect solution for sole practitioners, small law firms or barristers who need typing assistance on a pay-as-you-go basis, as it provides a cheaper alternative to employment.

Medium to Large Law Practices:

Medium to large law firms use OutSec to:

Reduce secretarial staff (completely or partially). This reduces the need for expensive office space (or enables space to be utilised for more productive use/fee generation);
Allow fee earners to concentrate on chargeable hour targets, rather than typing emails or amending documents;
Provide an effective solution to enable your fee-earning staff to work remotely. Therefore providing further opportunities to reduce expensive office space or increase your fee earner headcount with less space. It enables flexible working and makes law firms more agile;
Provide a business continuity solution to enable law firms to access secretarial staff in times of absence.
Enable firms to upscale support as the firm grows or at times of high workloads, without the need for employing additional staff.

We hope you have enjoyed this blog post. Why not share this post with others on your favourite social media channels?

Want to know more, why not get in touch with us on 020 7112 7527.

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