Elevate your legal writing and general practice by exploring the Kanban method.
- Introduction
Legal writing is one of the most time-consuming and mentally demanding parts of modern law practice. Drafting a persuasive motion, composing client communications, or refining internal memoranda all require sustained focus, strategic organization, and frequent revisions. Yet in today’s fast-paced legal environment—where attorneys juggle multiple matters across teams and deadlines—maintaining a clear writing workflow can quickly become a challenge.
The Kanban method, originally developed to improve efficiency in Japanese manufacturing, has quietly become a powerful tool for professionals far beyond its industrial roots. At its core, Kanban offers a simple but flexible visual system for managing tasks as they move from start to finish. For attorneys, it can transform how legal writing projects are planned, tracked, and completed by turning an abstract process into a visible flow of progress.
This month, we explore how you can apply the Kanban framework to streamline your writing process, from research and drafting to review and final delivery. Whether you are managing a team of associates or handling client work solo, adopting a structured workflow like Kanban can help you reduce bottlenecks, maintain quality, and meet deadlines with greater confidence.
- What Is the Kanban Method?
The Kanban method began in the mid-twentieth century as part of Toyota’s approach to lean manufacturing. The term “kanban” literally means “visual sign” or “card” in Japanese, referring to a system that uses visual cues to signal work stages and manage production flow. Over time, the underlying principles (visualizing tasks, limiting work in progress, and focusing on continuous improvement) have been adapted across industries, including law.
At its heart, Kanban is a visual workflow management tool. It helps teams see the status of each task and understand what needs attention next. For attorneys handling multiple writing projects, this visibility can be transformative. Rather than relying solely on lists, reminders, or inboxes, Kanban organizes work into a clear sequence from start to finish.
A traditional Kanban board is divided into columns that represent different stages of a process. For legal writing, these stages might include “To Research,” “Outlining,” “Drafting,” “Review,” and “Finalized.” Each writing task, such as a client memo, motion, or contract clause, moves across the board as progress is made.
Another key concept is the limit on work in progress, often shortened to WIP. This simple rule encourages attorneys to focus on completing current drafts before starting new ones, preventing the pile-up of half-finished work. The result is a smoother, more predictable workflow.
Kanban is not about adding complexity, it is about reducing friction. By providing a tangible view of projects and progress, it allows law firms and individual practitioners to manage writing tasks efficiently while maintaining the high standards of clarity and precision that legal writing demands.
It was popularized for use in the Legal field by John Grant from the “Agile Attorney” podcast (linked below).
III. Applying Kanban to Legal Writing
Implementing the Kanban method for legal writing begins with designing a workflow that reflects how writing projects naturally progress in your practice. The goal is to make each stage of work visible and manageable so that you can easily track what has been completed and what still needs attention.
Start by setting up a simple Kanban board. This can be done physically with sticky notes on a whiteboard or digitally using tools like Trello, Notion, Clio Manage, or similar platforms that allow drag-and-drop task cards. Each column represents a stage in the writing process, and each card represents a specific piece of writing—whether that’s a client memorandum, a motion, a research summary, or a section of a brief.
A typical workflow might include the following columns:
- Research: Initial ideas, legal questions, or issues that require further study.
- Outline or Draft: Tasks actively being drafted or structured.
- Peer Review: Work ready for review by colleagues, associates, or supervisors.
- Client or Partner Review: Drafts sent to a partner or client for feedback.
- Finalized and Filed: Completed and approved work.
You can customize these categories to fit your specific practice area. For example, transactional attorneys might include “Document Assembly” or “Contract Redlining,” while litigators may include “Cite Checking” or “Formatting for Filing.”
It is also helpful to establish a limit on how many tasks can be active in each stage at once. For instance, if you set a rule that no more than three items can be in the “Drafting” column at one time, you will maintain focus and prevent over commitment. This encourages better pacing and ensures that tasks move through the process rather than stagnating in mid-draft.
By using Kanban in daily legal writing routines, attorneys gain a visual snapshot of progress across all matters. It becomes easier to spot bottlenecks—such as when too many items are awaiting review, or identify opportunities to reallocate workload. Over time, this visibility helps teams refine their processes and balance workloads more effectively.
Most importantly, the Kanban system supports a calmer, more intentional writing environment. Seeing work move across the board provides a sense of accomplishment while reinforcing discipline and focus, qualities that are invaluable in producing persuasive, well-reasoned legal writing.
- Benefits for Attorneys
Adopting the Kanban method in legal writing offers measurable benefits for both individual attorneys and larger legal teams. Its visual, structured approach helps turn writing from a reactive process into a predictable, manageable workflow. Over time, this reduces stress, improves quality, and increases overall productivity.
One of the most immediate advantages is improved visibility. Attorneys can see exactly where each piece of writing stands—from early research through to final approval, making it easier to prioritize deadlines and balance competing demands. When a team shares a Kanban board, everyone gains transparency into workload distribution. This helps supervising attorneys delegate more effectively and ensures that key projects do not stall unnoticed.
Kanban also promotes focus and discipline. By limiting how much work is in progress at any given time, attorneys are encouraged to complete drafts before jumping into new assignments. This helps combat one of the biggest challenges in legal practice: juggling too many partial documents at once. Concentrating on fewer tasks at a time leads to higher-quality writing and fewer overlooked details.
Another crucial benefit is the ability to identify and address workflow bottlenecks. If drafts repeatedly pile up waiting for review, the team can adjust by reallocating time or responsibilities. Over successive weeks, attorneys can refine their process to ensure a steady, efficient flow of writing projects, an approach well-suited to firms handling high volumes of briefs, contracts, or client communications.
Kanban also enhances collaboration. When team members or departments use a shared board, everyone can track progress, make comments, and assign tasks without endless email threads. Junior associates gain clarity about expectations, while partners or supervising attorneys can quickly identify where their review is needed most.
Finally, Kanban supports continuous improvement. By periodically reviewing completed boards, attorneys can reflect on what worked well and what caused delays. This feedback loop enables ongoing refinement of writing habits, time management, and communication—key skills in maintaining a consistent, high-quality legal writing standard.
- Common Pitfalls and How to Avoid Them
While the Kanban method is straightforward in concept, it can lose effectiveness if not implemented thoughtfully. Attorneys who adopt it without clear intent may find that their boards become cluttered or disengaged from day-to-day practice. Recognizing and avoiding common pitfalls helps ensure the system remains helpful and sustainable.
One frequent mistake is overloading the board with too many tasks or unnecessary categories. When every minor detail gets its own card or when the workflow includes too many columns, the system becomes a visual burden rather than a tool for clarity. The goal is simplicity—only track tasks that truly benefit from visibility and progress tracking. Start small and expand your board gradually as your familiarity with the system grows.
Another pitfall involves failing to update the board consistently. A Kanban board only reflects reality if users actively move tasks as they progress. If updates are postponed, the board quickly becomes inaccurate, leading to confusion and reduced accountability. Treat the board as part of your daily routine, just as you would check your calendar or email.
Some attorneys misuse the Kanban method as a static checklist rather than a dynamic process management tool. Kanban is most valuable when it shows how work moves and where it slows down. Simply marking completed items misses the insight gained from watching tasks transition through stages. Regularly review the flow and look for recurring blockers, such as documents that linger too long in review or revisions delayed by unclear feedback loops.
A subtler but important risk is neglecting limits on work in progress. Without boundaries, the pressure to multitask can erode the discipline that makes Kanban effective. Setting a reasonable cap—such as two or three active writing projects—encourages completion before new work begins, helping maintain attention and quality.
Finally, some attorneys overlook the value of post-project reflection. Kanban’s greatest long-term benefit comes from continuous improvement. After completing a major writing project or closing a board, take a few minutes to review what caused slowdowns and what improved efficiency. Over time, these reflections can reshape broader habits across your practice, from writing cadence to team communication.
When applied thoughtfully, Kanban remains lightweight but powerful. Avoiding these pitfalls ensures it enhances your workflow rather than adding complexity, making legal writing more deliberate, transparent, and productive.
- Examples and Practical Tips
Once attorneys understand the core principles of the Kanban method, the next challenge is applying them in real-world legal writing scenarios. Each law practice is unique, but the flexibility of Kanban makes it easy to adapt to different workflows, from litigation teams managing filings to solo practitioners balancing multiple client matters.
Consider a litigation team preparing motions, briefs, and discovery responses for several active cases. Using a shared Kanban board, the team can assign each document as an individual task card and move it through stages such as “Research,” “Draft,” “Peer Review,” “Partner Review,” and “Filed.” As tasks progress, partners can instantly see which projects are nearing completion, where drafts are delayed, and whether new filings must take priority. This visibility helps prevent duplicate efforts, missed deadlines, and last-minute scrambling.
A solo practitioner can benefit just as much. For example, an attorney handling estate planning or business contracts might maintain a personal Kanban board to track writing tasks such as client letters, agreement drafts, and internal templates. Having a visual system creates accountability and helps the attorney allocate time efficiently across different writing responsibilities, including marketing materials or professional blogs.
To make Kanban sustainable in daily practice, it helps to follow a few practical guidelines:
- Start simple. Begin with three to five columns that reflect your current writing process, and expand only as needed.
- Set realistic work limits. Focus on completing tasks before adding new ones, which encourages finishing drafts without distraction.
- Review regularly. At the end of each week or month, examine your board to identify recurring bottlenecks or overcommitments.
- Incorporate feedback. If certain stages slow down repeatedly, adjust responsibilities or add clearer deadlines.
- Use digital tools wisely. Platforms like Trello, ClickUp, or Clio Manage integrate easily into law firm systems and can automate due dates or reminders.
Beyond efficiency, Kanban introduces an element of motivation into legal writing. Watching tasks move from “In Progress” to “Completed” can boost morale and emphasize progress, especially in lengthy or complex matters. It also encourages mindfulness about how time and attention are spent, qualities that lead to stronger, more consistent writing.
Whether implemented in a small practice or a large firm, Kanban gives attorneys a framework for managing writing with structure and intent. By making work visible and progress measurable, it turns a traditionally solitary task into a process that promotes steady improvement and collaboration.
VII. Conclusion
Legal writing demands clarity, structure, and precision, qualities that align perfectly with the principles of the Kanban method. By introducing a visual and process-oriented approach to managing writing projects, attorneys can transform what often feels like an overwhelming workload into a steady, organized flow of progress.
Kanban helps bring order to the complexity of legal work. It offers a transparent view of where each task stands, ensures that priorities remain visible, and encourages focus on completing one piece of writing before starting the next. Whether you are a managing partner supervising multiple drafts or an individual practitioner balancing research, drafting, and client communication, Kanban provides the structure to handle writing with greater confidence and less stress.
Consistent use of the method creates long-term benefits. Lawyers learn to identify recurring bottlenecks, improve collaboration, and refine their writing processes with each new project. The mindset of continuous improvement (the heart of Kanban) mirrors the professional pursuit of excellence that defines effective legal writing itself.
In an era where legal services are increasingly digital and fast-moving, adopting a technique like Kanban is not merely a productivity tactic; it is a way to bring clarity, focus, and consistency to one of the most critical skills in law. By making your writing process visible and intentional, you position yourself and your firm to deliver higher-quality work with greater reliability and purpose.
Notable LinkedIn Posts and Comments
- Matt Sullivan on brevity in briefs.
- Nick Bullard on the em dash.
- Joseph Ketsenburg on Bluebook-accurate introductory signals.
- Ryan McCarl on avoiding the California Style Manual.
- Cedric Bond on starting an opinion with a quote.
October’s Cool (and Not Necessarily New) Tech Tool and Recommend
X-Pilot is an open-source pilot client built for the X-Plane flight simulator, enabling users to connect seamlessly to the VATSIM network for highly realistic online flying experiences, where live air traffic control and other pilots are present. It features integrated voice communication, CSL model support for proper aircraft visualization, and a straightforward setup process; all designed exclusively for X-Plane users participating in VATSIM’s global virtual aviation community. With stability and ease of use as core priorities, X-Pilot offers virtual pilots the chance to interact with real-time air traffic controllers and immerse themselves in collaborative, multiplayer flight operations.
Podcast/Media of the Month
Teaching Justices to Write: Cherise Bacalski | The California Appellate Law Podcast
Appellate expert Cherise Bacalski, who teaches at NYU Law’s New Appellate Judges Program, emphasizes making judicial opinions and legal briefs more readable through strong organization and a focus on clear, human-centered advocacy. In interviews, she explains that every argument in a brief should be anchored around the central rule of the case, and cautions that legal writers should always assume their audience is a busy, sometimes reluctant reader—making clarity, conciseness, and structure paramount. Cherise also advises beginning each point with familiar information to help move the reader smoothly through the argument, and views the law as fundamentally human, urging advocates to remember they are persuading people rather than solving a mechanical puzzle. While she utilizes AI to test arguments and spot weaknesses, Bacalski stresses that only human review reliably detects critical nuances in cases, keeping technology a powerful but secondary tool.
The Most Exciting Opportunities AI is Creating for Lawyers | Reinventing Professionals Podcast
Ari Kaplan speaks with Tom Martin, the founder and CEO of LawDroid, an Adjunct Professor teaching Generative AI and the Delivery of Legal Services at Suffolk University Law School, and a co-founder of the American Legal Technology Awards. They discuss the most exciting opportunities AI is creating for lawyers, best practices for persuading AI skeptics, the ethical and practical guardrails lawyers should consider, and the objective of the American Legal Technology Awards.
The Four Ds of Productivity: Removing Bottlenecks & Managing Capacity | The Agile Attorney Podcast
The Four Ds of productivity—do it, delegate it, defer it, or drop it—are a common framework, but in the context of legal practice management, only two are reliably beneficial: doing and dropping tasks. Delegation can backfire when it creates a cycle of quality assurance issues that require even more oversight from the original delegator, while deferring work is often just procrastination disguised as productivity because it shifts the burden to “future you,” an untrustworthy resource. Practical strategies from consulting include developing negotiated working agreements for clearer delegation, using structured deferral methods like a “nightclub policy” that ties new tasks to completed ones, and recognizing that sometimes dropping clients or projects is a sign of wise capacity management rather than failure. Ultimately, deliberately managing work intake and prioritizing tasks—for example, by focusing on “closing the closable”—helps avoid bottlenecks and supports a genuinely productive law practice.
Law Journal Articles
The Evolving Role of Artificial Intelligence in Law
The Role of “Light Plagiarism” in Legal Writing, from a Recent Practitioner’s Perspective
