5 Ways Legal Teams Can Save Hours Weekly

If you're regularly requesting files from third parties, you know the pain: delays, phone tag, unanswered emails. It doesn't just slow you down, it drains your team's productivity.

What Is Trapped Time, and Why Should Your Team Care?

Think about it: requesting just one medical record or insurance file can take 10 to 15 minutes a day when you factor in writing the request, waiting for a response, calling back, and sending reminders. Requesting five files could take over an hour. 10 minutes here, 15 minutes there, before you know it, half your day is gone.

Below are five practical strategies to turn this admin-heavy workflow into a streamlined process so your team can reclaim time, reduce frustration, and focus on what really matters.

1. Use Templates and Quick Reminders to Boost Workflow Efficiency

Following up on document requests doesn't have to be time-consuming. Instead of crafting each message from scratch, create a set of short, reusable reminders that make following up quick, consistent, and low-effort.

Here's a sample you can copy and adapt for your own use:

Subject: Follow-Up on [Document Type] for [Client Name]

Body: Hi [Contact Name], just checking in on the [Document Type] request we submitted on [Date]. Please let us know if there's an update or if you need anything else from us. Thanks again!

These quick, low-pressure nudges help keep your request on their radar without adding stress. And by using pre-written templates, you reduce repetitive tasks and improve workflow productivity.

Templates also support better team delegation. Anyone can step in to follow up on a request without needing context or starting from scratch making your workflow smoother and more resilient.

2. Build a High-Response Organization List to Improve Productivity

Not all third-party organizations respond the same and tracking that difference can save you hours.. Some reply within hours, while others—like government agencies—can take weeks, creating workflow bottlenecks.

Track which organizations respond quickly and build a "high-response" list. Use it to prioritize urgent requests, set clear expectations, and better plan timelines.

Tag or rate each organization by response time and reliability. This improves document turnaround, reduces admin work, and keeps your team focused and productive.

3. Automate Your Workflow

If you're still managing document requests manually, you're spending more time (and money) than you need to. Manual document requests are one of the biggest time sinks in professional environments. From writing emails and tracking responses to organizing incoming files, the process can consume hours of admin time each week.

To boost productivity, use legal CRMs or case management systems like Clio , MyCase , or PracticePanther . These platforms help automate workflows by:

• Sending automatic follow-up reminders
• Centralizing communication and request logs
• Providing visibility into request statuses for your entire team

Pair that with reusable templates, automated dashboards, and scheduled check-ins to streamline your document tracking system.

Tools like Tracument go even further. Our platform automates document requests, tracks progress, and follows up—so you don't have to. We even offer Full-Service Requests, where our team handles the entire process for you. Tracument is purpose-built to reduce admin workload and maximize operational efficiency, giving your team time to focus on higher-value work.

If you send more than a few document requests each week, automating this process is one of the fastest ways to improve productivity and reclaim your workday.

Ready to Save Time and Improve Productivity?

We specialize in helping busy teams automate third-party document requests. With features like Request Automator and Full-Service Requests, our platform takes the manual work off your plate.

We've helped hundreds of Canadian firms cut up to 80% of the time spent requesting documents—and we can help your team too.

Book a 15-minute call to see if Tracument is the right fit for your workflow and start saving time, improving efficiency, and getting more done—every single week.