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How to create a roadmap (roadmap editor)
How to create a roadmap (roadmap editor)
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Written by Ash Kelso
Updated over 5 months ago

Key principles for roadmaps

Roadmaps will save you a ton of data entry, and are very quick to create once you understand just a few key principles about relative due dates.

We use relative due dates in roadmaps so that when you load a roadmap to a matter Hivelight can calculate all the due dates for you based on the 'start date' you provide (which you can edit at any time after that to conform to the actual deadlines in the matter).

Roadmaps are structured to mimic the way that attorneys and their teams typically think about the work on a matter. For example:

  1. Identify the key events and deadlines in a matter;

  2. Workout how much time you have before each of them falls due;

  3. Start assigning work based on what needs to be done before each deadline arrives.

Hivelight roadmaps mimic this:

  • We use milestones to mark out the key events and deadlines in a matter (or stage of a matter) that the roadmap covers;

  • We specify the due date of each milestone by reference to how many days we have between now (the 'roadmap start date') and when the milestone is due;

  • For each milestone we have a due date and a target date. The target date is the soft deadline and the due date is the hard deadline. We specify the target date as how many days before the due date we aim to have all the tasks completed for that milestone (i.e. how many days' buffer we want between the soft and hard deadline);

  • We specify the due date of each task by how many days before the milestone target date (which can be equal to or earlier than the due date) we need to have it done by.

Oddly, this looks more complicated when put into a diagram, but we provide it here anyway as a (hopefully) useful reference point.

Diagram: Relative due dates in Hivelight roadmaps

Note: A key reason we make all the due dates for each milestone dependant on the roadmap start date rather than each other is that this makes the roadmaps very robust. One milestone can be affected without it

Modular approach to keep it simple

Remember that you can create roadmaps for an entire matter lifecycle, or just a stage of a matter, of even just for single deadlines or deliverables (i.e. single milestone with some tasks). You can then chain these roadmaps together at any time.

Another strategy is that you can have a core roadmap, and some supplementary roadmaps for when additional actions are needed on a matter that aren't always required.

Diagram: Chaining roadmaps together

3 ways to make a new roadmap

There are three ways to get started when creating a roadmap

  1. Create a fresh roadmap via the '+ Create roadmap' option;

  2. Use the 'save as roadmap' feature to turn an existing matter into a draft roadmap that you can edit;

  3. Make a copy of an existing roadmap and edit it.

Many people like to start by picking out a template roadmap for the type of matter they want to run, making a copy of it, and editing it to make it their own.

Others find the 'save as roadmap' option useful for when they did not have time to throw a roadmap together when they started the matter, but would now like copy the milestones and tasks they created and turn it into a roadmap for future use.

However, for teaching purposes, we think it is best to start with the blank page "+ Create roadmap" option.

Start by clicking on the roadmap icon in the lefthand menu. Then click on '+ Create roadmap'.

Enter a roadmap name and then click 'Create'.

You'll then be presented with the following view where you can start creating your roadmap.

Out recommended approach to creating a new roadmap

Our recommended approach is:

  1. Get the milestones down to create an outline;

  2. Add tasks to each milestone;

  3. Edit the tasks to add assignees and instructions;

  4. Edit the milestones to fine tune the due dates;

We recommend starting by creating the main milestones and using large generic milestone due dates which you can edit later. The idea at the start is just to get an outline down.

Note in the image below how each milestone is 20 days after roadmap start date, 50 days after roadmap start date, 100 days after roadmap start date.

After getting an outline down, start to populate the milestones with the tasks that relate to each.

Click on the 'Edit task...' button for any to enter more detail. The more that you enter the more that Hivelight can do for you. Make sure to at least select an assignee and reviewer (which can be the same person you like) so that Hivelight can automatically assign this task for you when you use the roadmap on a matter.

Tip: Adding links to useful resources can be very helpful. Some firms like to add links to example documents, webapps, and instructional videos (e.g. Loom videos).

Next you can go back and fine tune the milestones and add some description as to what each is about (Roadmaps can be a very helpful tool for teaching your team).

Now edit the roadmap description and, optionally, the jurisdiction and matter types that this roadmap applies to. Click on the options button next to the roadmap name.

Edit the roadmap name, short and long descriptions, jurisdictions and matter types. Note that entering a jurisdiction or matter type does not restrict your ability to use this roadmap on any type of matter. This is merely to help you filter and find your roadmaps as your library expands.

Then publish your roadmap.

Click on the options button next to the roadmap name and select 'Publish roadmap...'

Enter some notes about this version and select who will have access to this roadmap.

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