How Lawyers Prepare for the End of the Year: PART 3

From the desk of Gert Nel Incorporated.

With your Christmas tree up, tinsel glistening in the light and your kitties looking at the tree decorations rather suspiciously, you view your kids Christmas list with a knowing look – they always shoot for the stars, don’t they?

Christmas lunch plans have been made and so the end of the year starts drawing to a close. Perhaps tea isn’t going to cut it this time around – some mulled wine perhaps?

The end of the year stresses creep ever so quietly further up your spine as you realise that yes – not only do you need to wrap things up at work, but you best get festive at home too. For who will ring in the Yuletide spirit if it isn’t for you?

So, you do what anyone would do in your situation, you light the expensive ginger and spice candle you just had to have, you put your best smile on and get your Christmas shopping done early to avoid the crowds. Early bird catches the worm? That’s one task done and dusted. Good on you.

But remember there’s a whole office to wrap up and that means that you will need to take certain steps to ensure that you end the year on the right note while still preparing for the new year with the same vigour and – let’s face it – festivity.

And that’s – as we have said before – a fine balance.

So, instead of giving you a generic list of the things you ought to do at this time of year, we thought we would approach some law firms who we believe are at the top of their legal tech games. Not only that, but they are law firms who we believe have leaders at their helms whom we should all sit up and take notice of.

The last in this three-part series is Charlo Roux from Gert Nel Incorporated.

From the Desk of Charlo Roux

When we decided to approach the law firms who have really made an impression on us at AJS, instead of randomly asking them “how do you prepare for the end of the year and start making plans for the new year?”, we thought we would be a little more specific, try and whittle down such an open ended question into something more laser focused.

So, we sent through 5 questions, and this was Charlo’s response:

1. Reflecting on the past year, what was the most important lesson learned that will directly influence your strategy for 2026? 

“The one thing that has been of the utmost importance this year has undoubtedly been the use of legal tech within my practice. It has taken what is ordinarily a busy practice and streamlined it in a way that ensures that everything runs smoothly and without hassle. Even monthly reporting is done at the press of a button. I’m able to work from anywhere, even whilst on the go, which means I never skip a beat. That’s crucial for me. Being able to work while on the go. It gives me the confidence to say to clients, I’ll get right back to you – and literally within a minute I can update them on exactly where we are down to the letter. And that saves our clients from needing to send “Please provide us with update emails”. I find that my practice is running perfectly, my clients are happy and I am soaring. What’s not to love? Going forward – and in 2026 – I will keep myself invested in legal tech, which is of course AJS, I will ensure everything is updated as and when things happen and will ensure that matters are updated with as much information as possible. Because when you have it this good, why would you go back?”

2. What’s one specific year-end ritual or process you’ve implemented that has significantly improved how your firm operates or plans for the new year? 

“Being one of many AJS users within Gert Nel Incorporated and because we still have physical files, I find it extremely useful to indicate on the AJS system where the physical file can be located – whether that’s in my office, in the library or at the medico-legal Department. Part of my function within the firm is the assessment and investigation of claims, and the quantification of damages. To do this, I often need access to medical records. Being able to easily locate those records within the files makes this task a cinch. So, properly preparing for this i.e. by understanding where each file I’m working on is, helps with this crucial task going forward. That’s my end of year ritual and it works like a charm.”

3. Beyond financial reconciliations, what are your ‘non-negotiables’ in the last quarter? This could include client check-ins, pricing reviews, matter triage etc. 

“Before reinventing the wheel and giving my team unnecessary work before the end of the year, I implore my team first to check the AJS system before sending a request for instructions or sending an update on a matter. 99% of the time they will see that the instruction has already been captured on the system, and the update has already been sent off. The beauty about the AJS system is that as and when things happen in a matter, whatever it is will appear in the notes or the document will already be uploaded to the system. There’s no guess work or need to send unnecessary emails. The key is spending some time in the quieter months, like between now and January when the courts are closed, to ensure that our reporting structures are properly set up, so that we can almost completely eliminate the need for our clients to request updates – because they can see exactly what has happened and when from the integrated client portal.”

4. How do you use the December period to set your team up for success in January, both in terms of morale and operational readiness? 

“I find that the December period offers a unique strategic opportunity to balance team morale with operational readiness, ensuring a smooth transition into January. Doing this involves acknowledging and celebrating the year’s accomplishments with my team. After all, without my team I wouldn’t get half of what I need to do done. I personally like to share highlights from the year that I have specifically taken note of and express appreciation for individual and collective contributions. Showing sincere appreciation for team contribution is key. I also think that it’s crucial at this time of year to recognise that while employees may be busy with personal holiday plans, it’s important from a mental health perspective to encourage them to use their paid time off to relax and unwind. Stressing the importance of rest and recharge helps prevent burnout and ensures a fresh return in January. I don’t take the December respite for granted and neither should they. I also take the time in early-to-mid December to finalise any strategic plans and key performance indicators (KPIs) I may have for the upcoming year. And I make a point of clearly communicating these goals to the entire team well before the new year begins to ensure alignment. Lastly, I prioritise wrapping up any outstanding tasks that can be completed before the end of the year. Clear the decks so to speak. This allows my team to return to work in January with a clean slate and clear focus on new initiatives.”

5. What is one experiment you’re running for the new year (e.g. a new staffing model, an AI tool, a pricing structure) and how will you judge its success by Q1 in 2026? 

“I have no one experiment in mind. My department’s continuous improvement is a constant, ongoing process rather than a single “new year” experiment with a specific Q1 deadline. I continuously am looking at ways to improve efficiency and effectiveness in my department and how I approach my work. Ultimately, my goal is to provide a more effective, reliable, and efficient experience for all my clients. And this is an ongoing thing. Something I am constantly improving on.”       

As we said at the outset – pearls of wisdom from leaders of law firms that you will want to sit up and take notice of.

Will you take a leaf out of Charlo’s book and embrace legal tech to the extent he has? Will you look at your service provider as a strategic partner and embrace what they have to offer?

Will you streamline your practice in a way that enables you to work whilst on the go, always ready to update your client at the drop of a hat – as you may be aware, this is an area where AJS can support your firm 100%.

How will you end 2025? And what plans will you start implementing for 2026?

We hope that Nicholas, Natalie and Charlo’s insights have provided some much-needed food for thought.

In the meantime, if you are in need of a service provider who has a proven track record or if you want to find out how to incorporate a new tool into your existing practice management suite – or if you simply want to get started with legal tech – feel free to get in touch with AJS. We have the right combination of systems, resources, and business partnerships to assist you with incorporating supportive legal technology into your practice. Effortlessly!

AJS is always here to help you, wherever and whenever possible!

– Written by Alicia Koch on behalf of AJS