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October 23, 2005
Efficiency and Quality Come From Small Details
A posting on the PatentLawPractice listserv asked a question about setting up a one person IP department inside a corporation. The writer asked for advice on how to set up various administrative functions.
The administrative function of an IP practice is one of those necessary evils that is not glamorous, but it tedious, time consuming, and prone to error. Most agents or attorneys find someone else to do it for them. While it may be tedious, it is no less important to the success of the clients and the practice than drafting quality applications. In many cases, it is more important.
When setting up my practice, I spent a considerable amount of time figuring out and streamlining my administrative processes. I do not like making files, generating letters, or filing applications, but each function is necessary to keep the business going.
I looked at each task and tried to identify how to do it as efficiently as possible. For example, I wrote an Application Data Sheet sample that was easy to navigate in Word so that data input was simple.
I spent a long time developing transmittal sheets that were easy to edit, but also contained every option that I may need when I am filing something with the PTO. The transmittal sheets contain checkboxes for everything that I might file, so that I can simply scan the transmittal sheet to determine if I was missing anything. As long as I have covered everything on the sheet, I know that the application is complete. I don’t need to lay awake at night wondering if there was something that I forgot. The transmittal sheet has become a repository for all the little details I need to file an application.
The beauty of having well thought out administrative procedures is that I can improve my quality and efficiency. It is easier for me to make sure each administrative function is complete and double checked, but it takes less time, less worry, and less headaches for each activity. Of course, I don’t charge by the hour, so my time is important to me.
When and if I ever hire a paralegal, it will be easy for me to train him/her, since the process is reasonably well defined and easy to pick up.
Posted by krajec at October 23, 2005 09:14 AM
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