Case study · ShodhRaksha
When your practice outgrows your reminder system
How Kavita Singla moved from four parallel tracking tools to one deadlines view — and stopped dreading Monday mornings.
The challenge
Four systems, four failure points — and one near-miss that changed everything.
Kavita ran a meticulous practice. Every new matter got an entry in a shared Google Sheet, a calendar event for key dates, and a WhatsApp note to the relevant associate. For years, this worked — until the practice grew large enough that no single person held the full picture.
The near-miss came on a Form 18 (Request for Examination) — a non-extendable 48-month deadline from the filing date. The date was in the sheet but hadn't made it into the associate's calendar after a matter was reassigned. They caught it with three working days to spare.
That near-miss wasn't caused by carelessness. It was caused by a system that depended on every person remembering to update every tool every time. With 78 active matters, that dependency was always one reassignment away from breaking.
“I wasn't missing deadlines — I was spending enormous energy making sure I wouldn't. That's a different problem, and a worse one. The moment I had one place to look, I got that energy back.”
Company overview
ShodhRaksha
ShodhRaksha is a Pune-based boutique patent practice handling Indian prosecution and PCT national-phase filings for technology and life-sciences clients. Founded by Kavita Singla, a registered patent agent with over eight years of practice, the firm grew steadily to 70+ active matters across a diverse client base — and the operational weight of that growth eventually outpaced the tools holding the docket together.
- Deadlines split across Google Sheets, calendar alerts, and WhatsApp reminders
- Matter reassignments required manual updates across every tool
- Renewal cycles lived in one associate's head and a shared sheet
- Monday mornings meant rebuilding the week's list from scratch
- Single deadlines view with overdue, this-week, and case-wise filters
- Matter reassignment updates the docket automatically
- Renewals auto-calculated from filing date — no manual entry
- Daily standup runs straight from the deadlines view
- 1
Capture the filing date once
Statutory deadlines — Form 18, FER windows, renewal years — auto-calculate from a single date on the Case record. No secondary entry required.
- 2
Hearings alongside, not separate
Hearing dates sit next to statutory deadlines in the same view with a dedicated filter. Nothing gets buried behind a separate calendar tab.
- 3
Run the week from one place
Overdue first, then this-week, then case-wise. Kavita opens the deadlines view at 9 AM on Monday and already knows the week.
A reliable docket isn't a luxury — it's the floor your practice stands on.
Operational outcomes
What changed once one view owned the docket.
The biggest shift was invisible to clients. It was the calm that came from knowing the docket was telling the truth.
- Zero statutory deadlines missed since adoption
- Form 18 and renewal deadlines auto-calculated — no secondary entry
- Matter reassignments no longer require updating multiple tools
- Daily standup runs from the deadlines view, not a hand-assembled list
- Around 3 hours per week recovered from docketing overhead
- Kavita took on 15+ new matters without adding operational workload
In short
ShodhRaksha adopted IPR Manager to consolidate the docket after a near-miss exposed how fragile a four-tool reminder system becomes at scale.
Today, Kavita Singla's practice runs from a single deadlines view. The docket is the source of truth — and Monday mornings are just Monday mornings.
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