Implementing Asana was a game-changer, providing the structure and visibility needed to enhance accountability across teams. It has allowed us to work smarter, improve internal coordination, and maintain the highest standards of client service while scaling our growth.

Shawn Kerendian

Managing Partner

Winner: 2026 Industry Transformation Award, AMER

This award recognized Keystone Law Group for re-engineering legacy legal processes into a predictable, auditable system. By treating probate workflows as structured architecture rather than individual habits, Keystone has set a new standard for operational efficiency in the professional services sector.

Use case 1: Standardizing case setup and execution

Previously, the firm relied on word of mouth and manual setup for every new matter, resulting in inconsistent execution. Keystone solved this by building a library of over 50 task templates that now power workflows across Legal, Operations, HR, Accounting, Marketing, and Tech. Each template standardizes complex probate workflows, including statutory deadlines and court requirements, ensuring every trust or estate matter is handled with uniform precision.

• Matter setup automation: Attorneys and their assistants launch a template in one click, instantly populating 10–30+ subtasks that capture every essential step of a case.

• Pre-defined sequencing: Dependencies ensure that legal assistants are notified the moment an attorney finishes a draft, eliminating status-chase emails.

• Audit-ready structures: Every template includes built-in quality controls, ensuring that specific approvals and court-driven requirements are never missed.

• Departmental handoffs: Forms trigger cross-department checklists for client closeouts, automatically notifying Accounting when a matter is ready for final billing.

The single most impactful mechanism is our Legal Template Library. It standardizes complex probate workflows with a single click and automatically sequences handoffs. We are saving 122 hours a month on creating tasks alone, allowing our attorneys to focus on high-value legal judgment.

Rebecca Nelson

Resource & Training Manager

Use case 2: Precision capacity and resource management

Before Asana, leadership lacked a reliable way to gauge attorney and legal assistant bandwidth, making it difficult to scale without causing burnout. By implementing estimated time into every template, Keystone transformed Workload into a strategic hiring tool. This workflow allows the firm to move from reactive staffing to proactive, data-supported resource allocation.

• Global workload visibility: The Resource & Capacity team uses Workload to identify overcapacity attorneys and legal assistants, and reassign tasks in real-time to prevent bottlenecks.

• Data-driven hiring: Accurate capacity data acts as an early warning system, alerting the firm when case volume requires hiring additional staff.

• Weekly task cleanup: A structured habit ensures outstanding tasks are reassessed every week, maintaining a realistic view of team capacity.

• Underutilization reporting: Dashboards surface which users aren't assigning tasks properly, allowing the firm to focus training where it's needed most.

Implementing estimated time into our tasks was a challenge, but it now powers our Global Workload feature. It allows us to re-assign tasks as needed and determine if we need to hire more staff based on actual demand, not just guesswork.

Rebecca Nelson

Resource & Training Manager

Use case 3: Self-optimizing oversight and reporting with AI Studio

Keystone is currently piloting AI Studio to address deadline drift, where pushed-out due dates disrupt the entire work chain. By automating the tracking of behavioral patterns and operational metrics, the Technology department is transforming Asana into a self-optimizing system that identifies systemic causes of delay without manual reporting.

• Deadline drift tracking: AI Studio automatically monitors the number of times a due date is moved, surfacing tasks that are continuously pushed out.

• Automated KPI creation: The system tracks first response time and total paused duration for technology tasks, eliminating 20 hours of manual data collection per month.

• Trend surfacing: AI identifies recurring bottlenecks across specific task types, allowing the firm to refine its templates and remove friction points.

• Strategic optimization: Reclaimed time is reinvested into service optimization and continuous improvement initiatives.

AI Studio is transforming our workflows into an insight-driven system. We can now quickly track tasks that are continuously pushed out, which will save our team approximately 884 hours a year on weekly case planning by minimizing disruptions.

Sako Kassabian

Director of Technology

Conclusion

Before Asana, Keystone Law Group's productivity was limited by manual logistics and fragmented communication. By converting complex legal judgments into repeatable, AI-augmented structures, the firm has successfully standardized best practices and automated work rather than relying on individual habits. This unified architecture provides the clarity needed to deliver superior results for clients while giving leadership the transparency to scale. As Keystone continues to innovate with AI, its operating structure remains strong, predictable, and audit-ready.