UTBMS Code A101 — Plan and Prepare For
Planning, strategizing, and preparing for specific tasks, events, or proceedings. This activity code describes time spent getting ready for a defined upcoming event or deliverable.
schedule When This Code Is Used
When an attorney is preparing for a specific upcoming event such as a hearing, deposition, meeting, or filing deadline. This code should always reference what is being prepared for.
warning Common Billing Violations
Using A101 as a generic filler code for time that does not have a clear activity description
Billing 'prepare for call' at full attorney rates for routine status calls that require no preparation
Over-billing preparation time relative to the event itself, such as 3 hours of preparation for a 15-minute status conference
Block billing A101 with A106 (Court Attendance) to obscure the preparation-to-event ratio
timer Typical Hours
Varies by event: 0.5-2 hours for routine meetings, 3-8 hours for depositions, 5-15 hours for hearings.
flag Red Flags to Watch For
A101 entries that do not specify what is being prepared for
Preparation time consistently exceeding the duration of the event being prepared for
A101 billing for events that were canceled or postponed without corresponding credit
Multiple attorneys billing A101 preparation for the same event without differentiated roles
check_circle Best Practices for Review
Require that every A101 entry specify the event or task being prepared for
Establish preparation-to-event time ratios as guidelines for different types of proceedings
Mandate that canceled event preparation be credited or significantly reduced
Track A101 hours as a percentage of total billing and flag firms exceeding 15%
link Related Codes
analytics Key Statistics
Planning and preparation activities account for 8-12% of total billed hours in litigation matters
Source: Thomson Reuters Legal Department Benchmarking Report, 2024
Firms that require detailed A-code activity coding reduce billing disputes by 35% compared to those using phase codes alone
Source: CLOC State of the Industry Report, 2023
Frequently Asked Questions
What does UTBMS activity code A101 cover? expand_more
UTBMS activity code A101 covers Plan and Prepare For activities, including developing work plans, preparing for meetings and hearings, and organizing case management tasks. It captures the planning and preparation work that precedes substantive legal activities.
How do you prevent overbilling on planning activities under A101? expand_more
Set expectations that A101 preparation time should be proportional to the activity being prepared for. A two-hour meeting should not generate four hours of preparation time. Require detailed descriptions of what was planned or prepared and cross-reference with the activity that followed.
What is the difference between A101 and other UTBMS activity codes? expand_more
A101 specifically covers planning and preparation. A102 covers research and analysis, A103 covers drafting and revision, A104 covers document review, A105 covers in-firm communication, and A106 covers court attendance. Each code should be used for its designated activity type.