Welcome to Legal Ops Briefs—inspired by the mot-r mindset, this blog series of 3-minute reads gives in-house Legal Ops quick, operational insights. Each post will explore the tech, trends, and tactics that boost operational effectiveness and ease legal team stress—without adding to the noise.
Eliminate Legal Workflow Waste with the DOWNTIME Framework: A Lean Approach for In-House Counsel
In-house legal teams are expected to do more than provide legal advice—they’re now essential business partners. But with growing demands and limited resources, even high-performing teams risk losing efficiency due to hidden workflow waste. That's where DOWNTIME comes in.
Adapted from Lean thinking and the Toyota Production System, DOWNTIME is a powerful framework to identify and eliminate the eight core types of waste slowing down legal operations: Defects, Overproduction, Waiting, Non-Utilized Talent, Transportation, Inventory, Motion, and Excess Processing. When these forms of waste go unchecked, they sap productivity, frustrate business clients, and block strategic progress.
Legal Defects: How Errors and Rework Damage Credibility
Defects in legal work—like typos, incorrect legal interpretations, or missed deadlines—lead to rework, delays, and reputational risk. They often result from unclear processes, poor version control, or the absence of quality checks.
How to reduce defects in legal output:
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Use standardized templates, checklists, and playbooks.
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Build in review steps, like peer or supervisory oversight.
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Centralize matter and document management to avoid version confusion.
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Apply quality control tools like automation and error-prevention techniques.
Overproduction in Legal Work: Doing More Than What’s Needed
Legal teams often over-deliver—responding with 10-page memos when clients wanted one paragraph. This wastes valuable time and can obscure the core message.
How to curb overproduction:
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Confirm expectations with clients up front.
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Match effort to risk using a tiered service model.
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Trim or eliminate reports that go unused.
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Focus on directly answering what was asked—no more, no less.
Reducing Legal Delays: How to Eliminate Waiting Waste
Delays in approvals, incomplete requests, or overloaded team members create bottlenecks. When waiting becomes routine, legal loses credibility and business partners seek workarounds.
Strategies to reduce waiting:
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Streamline approval processes and eliminate unnecessary layers.
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Use structured intake to capture complete, actionable requests.
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Implement matter management systems for workload visibility.
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Set clear SLAs and hold efficient, outcome-focused meetings.
Maximizing Legal Talent: Stop Wasting Skills and Experience
Non-utilized talent occurs when experienced lawyers handle low-value tasks or when team ideas go unheard. The result: disengagement and diminished performance.
Ways to better utilize your team:
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Align work to skills through resource mapping.
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Delegate effectively to paralegals or junior lawyers.
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Create forums for staff to suggest process improvements.
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Offer ongoing training and cross-functional exposure.
Legal Transportation Waste: Fix Inefficient Handoffs and Workflows
Unnecessary movement—like emailing back-and-forth edits or manually re-entering data—adds risk and slows things down.
How to streamline legal information flow:
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Integrate software to reduce duplicate entry.
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Centralize resources with document hubs and CLM tools.
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Adopt collaboration platforms with real-time co-editing.
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Digitize physical processes to save time and reduce friction.
Legal Inventory Waste: Managing Work-in-Progress and Backlogs
Inventory includes stalled matters, outdated templates, or unprioritized queues. Too much WIP hides true capacity and hurts turnaround time.
How to manage legal backlogs:
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Triage requests based on risk and urgency.
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Use workflow software, or Kanban boards, to track progress and highlight delays.
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Set WIP limits to improve focus and throughput.
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Regularly clean out obsolete files and templates.
Reducing Motion Waste: Simplify Legal Workflows
Motion waste comes from unnecessary clicking, searching, or walking—especially common in fragmented digital environments.
Tips to reduce motion:
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Organize digital tools using 5S principles.
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Standardize file structures and naming conventions.
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Implement intuitive tech interfaces and integrations.
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Design ergonomic workspaces for ease and speed.
Excess Processing in Legal Ops: When Too Much Work Adds No Value
Excess processing waste stems from over-researching, excessive formatting, or multi-layered approvals for routine matters.
How to simplify processes:
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Use value stream mapping to identify and cut non-essential steps.
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Right-size processes based on matter risk.
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Automate recurring low-risk tasks.
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Eliminate unnecessary polishing and redundant reviews.
Chime In. Be Heard.
Have you spotted DOWNTIME waste in your legal workflows? What strategies have helped your team reclaim time and deliver better service? We’d love to hear how you’re tackling inefficiency—or where you're getting stuck. Share your insights and experience to benefit others in the Legal Ops community.
mot-r is the next-generation Enterprise Legal Management software. As a trusted supplier to general counsel teams in financial services, healthcare, real estate, sports management (and more) it reduces overwork and elevates legal service quality of legal teams of all sizes. With workflows, dashboards and granular reporting, it improves operational effectiveness and client service quality. Created by a team of enterprise software experts—who have a passion for reducing the human cost of legal work. When you're ready to modernize how your in-house team works, we're ready to help.
Mike Tobias: Jul 22, 2025 8:45:00 AM