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LegalReview

New matter intake and conflicts review

20 minutes 5 blocks Free template

Clear conflicts and client risk before opening a matter: review parties, search results and probity checks, then accept or decline.

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Opens in the builder. No sign-up to try it; 14 days free to run it live.

By the end of this meetingThe matter is accepted or declined with conflicts cleared, the check is documented and the file is opened or a letter sent.

20 min · 5 blocks, drawn to scale Fits exactly
  1. Client and matter details: area of law, adverse parties, opposing counsel, 3 minutesInfo 3
  2. Conflict search results, 6 minutesDiscuss 6
  3. Client identity, beneficial owners, sanctions, commercial conflicts, 5 minutesDiscuss 5
  4. Accept or decline the matter, 3 minutesVote 3
  5. Record the check and open the matter, 3 minutesWrap-up 3
05101520 min
  1. +0′Client and matter details: area of law, adverse parties, opposing counsel3 minInfo
  2. +3′Conflict search resultsTip: Check spelling variants and every related party, not just the main names.6 minDiscuss
  3. +9′Client identity, beneficial owners, sanctions, commercial conflicts5 minDiscuss
  4. +14′Accept or decline the matterShould we take on this matter?Tip: Accepted matters get an engagement letter; declined ones a non-engagement letter.3 minVote
  5. +17′Record the check and open the matter3 minWrap-up

Why it works

Built so the new matter intake and conflicts review ends on time, with everyone in it.

  • Updates stay short

    3 minutes of updates with a visible clock. In a video call the speaker is spotlighted and the room is muted, so nobody talks over them.

  • Discussion with a clock

    11 minutes of open floor with a countdown everyone can see, and a talk-balance meter so the loudest voice doesn't take all of it.

  • A vote the whole room sees

    One tap each on a phone, live bars on the screen. A tick shows who has voted, never what they chose.

  • Wraps up on time

    Decisions and actions are read back, the summary is already written, and a finish on time earns the confetti.

How to run it

  1. 1Batch new matters into the practice group meeting if there's no separate intake slot.
  2. 2Enter every related party, including spelling variants, before running the conflict search.
  3. 3Check client identity and beneficial owners, sanctions, and commercial or strategic conflicts with existing clients.
  4. 4Decide to accept or decline, and send an engagement or non-engagement letter.
  5. 5Document the check before opening the file, and re-run it when a new party enters the case.

Questions about the new matter intake and conflicts review

When should a conflict check be run?
The Oregon State Bar PLF says at three points: before the initial consultation, before opening a file, and when a new party enters the case.
What should a new matter intake review cover?
Client and matter details, conflict search results, client identity and probity checks, the accept or decline decision, and recording the check before opening the matter.
What makes a conflict system fail?
The sources point to undocumented checks, not entering every related party, and not updating matters when new parties appear. A poor system is as bad as none.

Built from

The structure, timings and tips on this page come from these sources.

  • assets.osbplf.org
  • knowledgebase.fulcrumgt.com
  • solicitorsjournal.com

Run it with your team

  • A countdown for every block on the shared screen
  • A video call that changes with each block
  • Check-ins and votes from every phone, no app
  • Decisions and actions in a scored summary

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