There is always information being collected and shared at a law firm. Files
go-between employees all over Northland, and the world, back and forth
among clients, too, and these can contain critical data. One mistake could
cost your firm money – and it’s reputation. Workflow automation technology
tackles document sharing and data collection to offer several benefits.
1 Improved accuracy
Collecting information using workflow automation saves a menial task. The
client entering the data saves the paralegal manually, keying it in from a
paper form. This also cuts the back and forth over email or time spent on
phone calls confirming intake details. Plus, there is less risk of a mistake in
the data entry.
2 Greater productivity
Software such as Microsoft DLP, help to notify the lawyer or associate a
document is ready for review. The firm can even set up reminders to
ensure timely document processing and to ensure they are following the
firms’ policies and procedures. The software may integrate with billable
hours tracking to enhance time-spent analysis.
3 Enhanced customer satisfaction
We’re in a digital age, no matter how much heritage you have in your
Northland firm, clients are always keen to save time, and make sure the job
is done right, so they do tend to want to take advantage of digital signing
options. For example, Adobe Sign and DocuSign integrate with many
different software packages. They appreciate uploading documents to cloud
storage (such as Dropbox or OneDrive) from the comfort of their own homes.
4 Freedom from the humdrum
No one becomes a lawyer to push paper. With the right automation tools,
lawyers can use technology to:
start document requests;
obtain internal approval;
document dates, signatures, and information receipt;
organize finalized documents.
Workflow software configurations set conditions to trigger the next action.
For example, if the firm is trying to collect prospective client details or if
someone signs up for the firm’s newsletter, their email address is
automatically added to an Excel spreadsheet.
5 Collaboration and Mobility
Moving document workflow to the cloud supports improved collaboration.
With more people working remotely, sharing information online is
beneficial. With many tools, people can work together in real-time online.
Even those back in the office enjoy keeping up with case documents and
communications on the go. With cloud software, staff and clients can stay
involved from any mobile device. Microsoft 365 with Teams and SharePoint
has great advantages in this area.
6 Added security
A law firm relying on paper documents risks all its institutional history going
up in flames, or being destroyed in flooding or another extreme weather
event. Workflow automation digitizes documents and provides an online
backup of the information. It’s still a good idea to have another backup,
though, and we recommend keeping a current data backup in three
different places.
7 Cost savings
Workflow software handles administrative tasks more accurately and
efficiently, which can mean hiring fewer admin personnel. Plus, with digital
documentation, think of the file storage space you’ll no longer need. You
might be able to add some offices or meeting rooms, or cut your real estate
and off-site document storage budget.
Where to next…
Workflow automation is available to any law firm. You can start out with
Microsoft Forms or Google Forms, and DocuSign or Dropbox. Intermediate
automation tools such as Zapier and IFTTT take it up a notch. Or you can
invest in the workflow automation software targeting law firm management.
Need help selecting the best automation options for your office? We can
help. We’re here to set up, secure, and keep your software and systems
running smoothly.
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