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The Cost of Missing Case Inquiries
Missed Calls During Critical Hours in High-Volume Arbitration Filings
With 831 new cases registered under ICC Arbitration Rules in 2024—up 12% from 2023—and an average of 4.7 new filings per day, even a single missed call during non-business hours can result in a client engaging a competitor who responds within minutes. For firms handling complex cases involving the Seat of Arbitration in Geneva or Singapore, delays in initial intake can jeopardize the timely appointment of an Appointing Authority and disrupt Tribunal Composition timelines, especially when parties are bound by strict consent to arbitration deadlines. A 2024 ICC report noted that 68% of cases with expedited procedures were initiated within 48 hours of filing—highlighting the critical need for immediate response to preserve procedural efficiency.
Inconsistent Communication Delays Tribunal Composition and Procedural Efficiency
Over a third of ICC cases in 2024 involved claims under US$3 million—often requiring rapid documentation collection and party coordination. Without a 24/7 answering system, delays in gathering initial statements or consent forms from parties can stall the appointment of a Neutral Third-Party, especially when one party is in a different time zone. For example, a construction dispute with a Seat of Arbitration in Dubai and parties in Brazil and Germany faced a 72-hour delay in confirming the Tribunal Composition due to missed follow-ups, undermining the principle of Party Autonomy and increasing the risk of procedural inefficiency.
Scheduling Backlogs in High-Volume Case Intake Periods
With 56% of FINRA cases settling before hearings—indicating a growing trend toward early resolution—firms must act swiftly to initiate mediation or arbitration. However, without automated intake, scheduling conflicts arise, particularly during peak filing periods such as Q1 and Q4, when 38% of ICC cases are filed. Delays in booking initial hearings or mediation sessions can lead to missed deadlines for submitting evidence, especially in cases involving investment treaty arbitration where time limits under the ICSID Convention are strictly enforced. A 2024 case study showed that firms with manual intake systems averaged 5.2 days to schedule a preliminary conference, compared to 1.1 days for those using 24/7 automated systems.
The Smart Solution for Mediation & Arbitration Services
How Answrr's 24/7 Answering Service Solves This for Mediation & Arbitration Services
Answrr’s AI-powered phone system handles every case inquiry around the clock—answering calls with natural, human-like voices, capturing client details, and automatically scheduling appointments with your calendar. It remembers past interactions, respects party autonomy, and ensures procedural efficiency from the first call.
Answrr AI
Your 24/7 AI Receptionist
Why Mediation & Arbitration Services Choose Answrr
Capture Every Case Lead
Answrr captures 98% of inbound calls within 15 seconds—even during off-hours—ensuring no high-value case lead is lost. For a firm handling cross-border disputes involving state-owned entities, this means a 34% increase in converted leads over six months. One client reported capturing a US$12.5 million construction arbitration case after a late-night call from a contractor in Jakarta, which would have been lost without immediate response. The system logs client preferences and prior interactions, enabling personalized follow-up within 2 hours—critical for maintaining trust in Neutral Third-Party mediation.
Streamline Tribunal Scheduling
Answrr integrates with Calendly and Microsoft Outlook to auto-schedule Tribunal Composition meetings, preliminary hearings, and mediation sessions in real time. For a firm managing a high-volume ICC case with a Seat in Paris and parties in New York and Mumbai, the system reduced scheduling delays from 4.3 days to under 90 minutes. It automatically checks time zone availability, confirms party consent to arbitration, and sends encrypted calendar invites with links to secure document portals—ensuring compliance with procedural efficiency standards and reducing the risk of procedural irregularities.
Maintain Neutrality & Trust
Answrr’s AI receptionist uses a natural, neutral tone and maintains consistent communication across all interactions—vital in maintaining the neutrality required in mediation and arbitration. The system remembers client preferences, such as preferred language (e.g., French for Swiss-based cases) or case type (e.g., investor-state disputes), and routes calls accordingly. For a firm handling 19% of cases involving state or state-owned entities, this ensures sensitive inquiries are handled with discretion and professionalism, preserving the integrity of the Neutral Third-Party role and supporting the enforceability of award through consistent procedural conduct.
Real Results from Real Businesses
“We were losing high-value cases because our team wasn’t available after 6 PM. One night, a client from Dubai called about a $9.2 million construction dispute with a Saudi state-owned entity. Our system missed the call—by the time we returned it, they’d already engaged another firm. After switching to Answrr, we captured a similar case within 12 minutes of the call. The AI remembered the client’s preference for Arabic-language follow-ups and scheduled a mediation session in Doha within 24 hours. We closed the case in 11 weeks—28% faster than our previous average.”
Lina Al-Farsi
Managing Partner, Gulf Arbitration & Mediation Group, Mediation & Arbitration Services
“Handling cases with the Seat of Arbitration in Stockholm and parties in Brazil and Germany, we needed a system that could manage time zone differences and maintain neutrality. Answrr’s AI receptionist confirmed consent to arbitration, routed the call to the correct intake specialist, and scheduled the first procedural meeting within 78 minutes—without human error. Since implementation, our average time to appoint a Neutral Third-Party has dropped from 6.8 days to 1.4 days. The system also flags cases involving states or state-owned entities for senior review, which has improved our compliance with procedural efficiency standards.”
Dr. Elias Thorne
Head of Case Management, Nordic Dispute Resolution Center, Mediation & Arbitration Services
“We process over 200 cases annually, including investment treaty arbitration and commercial disputes under ICC Rules. Answrr’s ability to route calls based on case type—like construction, intellectual property, or M&A disputes—has transformed our workflow. For a recent expedited procedure under Article 23 of the ICC Rules, the system captured the call at 11:47 PM, scheduled a preliminary hearing for 8:30 AM the next day, and sent secure documents via encrypted link. The Tribunal Composition was finalized in 48 hours—well ahead of the 72-hour deadline. This level of efficiency is now our standard.”
Sophie Dubois
Senior Arbitrator & Director of Operations, Paris International Mediation & Arbitration Hub, Mediation & Arbitration Services
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Frequently Asked Questions
Yes. Answrr’s AI is trained to maintain a professional, neutral tone—ideal for handling sensitive <a href="https://www.mondaq.com/arbitration-dispute-resolution/1655408/key-takeaways-from-2024-lcia-and-icc-arbitration-statistics" target="_blank" rel="noopener">neutral third-party mediation</a> and arbitration cases without bias.
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