In Part 1, we read about what a bottleneck is and how it affects execution. You were then asked to stop, assess, and identify your bottlenecks. 

Now we can go on to describe common bottlenecks in more detail. 

Common Bottlenecks That Break Law Firm Execution 

1. The “Only One Person Can Do It” Problem

 This is the classic bottleneck.

• Only one person knows how to e-file.
• Only one person knows the calendar system.
• Only one person knows how to prepare discovery responses.
• Only one person knows what the attorney actually means when they say “draft the thing.”

 This person becomes the firm’s unofficial gatekeeper. They’re not trying to be the bottleneck. They just become it.

 Result: Everything waits. Deadlines creep closer. Stress climbs. That person burns out.

2. Attorney Approval Delays

 If staff can’t move forward without attorney review, and attorney review happens… whenever it happens… the firm is guaranteed to bottleneck.

 Examples:

• Drafts sitting in limbo (clients constantly calling or emailing wanting to know when the documents will be ready)
• Discovery responses waiting for final sign-off (submitted for review 1 week ago, and now the deadline is tomorrow)
• Client communication waiting for approval (the client is getting frustrated)
• Invoices waiting for review (no income for the firm; clients aren’t being provided with a timely accounting of funds being kept in trust)

 Result: Work doesn’t move, clients feel ignored, staff feel powerless, and the firm becomes reactive instead of proactive.

3. Calendar Confusion 

Calendaring is either a smooth system or it’s chaos. 

Bottlenecks happen when:

• Deadlines are tracked in multiple places
• No one knows who “owns” the calendar
• Rules are assumed instead of verified
• People rely on memory (which is brave but not a strategy)

 Result: Missed deadlines, last-minute scrambles, unnecessary emergencies, and avoidable mistakes.

4. Intake and New Client Onboarding

 Intake is where revenue starts and where many firms accidentally slow it down.

Bottlenecks show up as:

• Calls not returned quickly
• Intake forms not being followed up on
• No clear system for conflict checks
• Clients waiting days to hear next steps

Result: Lost clients, inconsistent cash flow, potential conflicts, and staff constantly playing catch-up.

5. “We’re Busy” Communication

 A law firm can be filled with smart, hardworking people and still struggle because communication is inconsistent.

 Examples:

• No clear task assignments
• Too many “quick questions”
• Instructions given verbally, then forgotten
• Different people doing the same task (or nobody doing it)

 Result: Confusion, duplicated work, dropped tasks, and frustration.

How Bottlenecks Break Execution and Success

Here’s what bottlenecks really cost a law firm:

🔥 They create constant urgency.  Everything becomes “ASAP” because nothing moved when it should have.

😩 They increase burnout and turnover. Your best employees leave when they feel like they’re drowning in chaos that never changes.

💸 They reduce profitability. Time gets wasted, tasks get redone, and small mistakes become expensive.

🧨 They damage client experience. Clients don’t care what caused the delay. They only know they feel ignored.

🧱 They stop growth. A bottlenecked firm cannot grow because it can’t handle more volume.

Let this sink in. You have bottlenecks. Are you ready to fix the bottlenecks? 

We will discuss those remedies in the next post.

Until next time,

Mary Lou Floyd, CCLS, Sr. Paralegal

Founder & Instructor

LST - Legal Staff Training

Legal Staff Training (LST) is ready to help