How Pipedrive transformed GP Law Group’s workflow and allowed the firm to scale

GP Law Group’s search for a better system

David Gharakhanian Jr., Attorney and Co-founder of GP Law Group realized that the company’s reliance on spreadsheets and Word documents had become unsustainable as the firm grew, leading to limited scalability.

The firm tried implementing a CRM system widely used in the personal injury industry, but never got it fully off the ground due to challenges with the interface and customization process. The pricing model also had a lot of hidden built-in fees and it became too costly for the quality of the software.

After wasting time and money on a failed case management system, the team searched for software that was more user-friendly and candidly priced.

Streamlining GP Law Group’s case management

GP Law Group’s Pipedrive Elite Partner, SaaShop, has built out extensive workflows to encompass every stage of the law firm’s handling of a case. When a deal is created, a series of pinned notes are populated in the deal for maximum visibility of important case information, such as treatment plan, status of medical records, status of negotiations, etc.

Meaghan stresses the importance of deadlines in the legal practice. Unlike in other industries, you can’t just submit a document late. Missing an important deadline can result in losing a case. When important dates, such as the Statute of Limitations (SOLs), are entered into the deal, it triggers the creation of calendar events. Important activities are also pushed into a Slack channel where the team can hold each other accountable.

As a case moves through the potential client and active client pipelines, different team members are delegated unique tasks based on the case status. Activities are assigned to the associates based on conditions such as deal value, practice area and the path the deal has taken through the pipeline so far. For example, Meaghan handles all cases that skip pre-litigation negotiations and go directly to the litigation stage.

Since the completion of these various automated tasks determines the firm’s success, the team relies on a dashboard that analyzes every user’s activities. Activity reports include the total number of activities assigned per user, comparing the percentage of tasks completed out of the total assigned tasks and at what stages activities are being completed (or not). This data provides management with insights into the size of each area and team member’s workload, helping senior leaders analyze performance.

Example reports GP Law Group has set up in Pipedrive

• A pie chart for each user that tracks all activities assigned to open cases and segmented by to-do/done, giving management a quick comparison of individual performance, considering varying workloads.

• A graph report that looks at all users and open cases, as well as each stage in the active cases pipeline, and segments them by “to-do” and “done.”

• New clients by month – those that have moved from “potential clients” to “active clients” pipeline. There’s also an automated Slack notification when a deal makes this move.