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Tech-Driven Firm Modernization Plan for Efficiency & Profitability

Implement changes to enhance law firm efficiency and profitability by transitioning to technology-driven solutions. Address major issues like cumbersome billing, disorganized systems, and lack of marketing.

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Tech-Driven Firm Modernization Plan for Efficiency & Profitability

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  1. MODERNIZATION PLAN Changes that will increase the firm’s efficiency and profitability

  2. Major Problems Observed • Firm lacks general law firm software • Cumbersome billing process • Detached calendar system • Disorganized papers • Losing staff due to long commutes • Inefficient research materials • Stagnant and outdated website • Nonexistent marketing

  3. Use technology to improve our firm’s Efficiency & Profitability

  4. Solutions to Problems Observed • Your PC should be used to run your office • Billing software designed for lawyers • Systematize everything • Electronic filing • Work from home • Online legal research • Create an effective website • Marketing through multiple medias

  5. Software Problem: Firm lacks general law firm software. Solution: Your PC should be used to run your office! • Cloud-based software programs • Functions • Calendaring • Task tracking • Phone messaging • Timer • Skype integration • Mobile access • Network searches • Tagging • Collaborative documents and notes • Conflict checking Training is CRITICAL

  6. Billing Problem: Billing is cumbersome and all time is kept on paper Solution: Billing software designed for lawyers! • Time keeping • Cloud-based time and billing with built-in timer • Functions • Expense and time tracking • Invoicing • Batch billing • Matter-based ledgering • Accounts receivable reports • Apps for smart phones and iPads

  7. Billing (continued) Problem: Billing is cumbersome and all time is kept on paper Solution: Billing software designed for lawyers! • Billing Frequency • At least monthly • Bill a quarter of the clients weekly • Better ability to catch problem-pay clients promptly

  8. Calendaring Problem: Detached calendaring system Solution: Systematize everything! • Maintain a calendar to manage our office and docket controls • Integrated calendar can be used to schedule: • Appointments • Court dates • Conferences • Depositions • Reminders of all upcoming deadlines and appointments • Functions • Calendars can be viewed from user and firm’s perspective • Add users to the calendar • Ability to see availability of all firm employees

  9. Filing Problem: Disorganized papers throughout the office. Solution: Electronic filing! • Scanners • Smaller, personal scanners cost less than $200 • Larger, industry standard cost less than $500 • PDF creation • Adobe Acrobat X Professional • Less expensive and free options • Scan, shred or store • Everything but key original/client documents

  10. Filing (continued) Problem: Disorganized papers throughout the office. Solution: Efficient filing! • Use a filing system • Organize by color • File folders – different kinds of cases • Papers – different types of documents • Three ring notebooks • Arrange by date • Maintain a filing system • Remove duplicate copies • Return original documents to clients • Know when to close and/or destroy

  11. Loss of Personnel Problem: Losing staff due to long commute. Solution: Work from home! • Equipment • Desk • Chair • PC • Web cam • Skype capability • Phone • Small copier and scanner • PC area at office • Commute to office sporadically, if needed

  12. Legal Research Problem: Ineffective legal research; no online resources. Solution: Online legal research! • LexisNexis/Westlaw • No extra space required • Pricing plans • Low cost alternatives • General legal research sites • Government information • Federal courts • State courts • Legislation and regulations • Legal periodicals Training is CRITICAL

  13. Website Problem: Stagnant and outdated website. Solution: Create an effective website! • Content • Usability • Design • Marketing • Periodic updating • Website for each area of law • Hire an outside expert

  14. Marketing Problem: Nonexistent marketing. Solution: Marketing through multiple medias! • Organization membership • Yellow pages • One-inchers • Newspaper ad • Smaller publications • Web marketing • Make web ad catchy and memorable • Legal directories • Social networks • Facebook • LinkedIn

  15. Outside Help • LOMAS • Law Office Management Assistance Service • Telephone consultation • Free and confidential • Reference library services • Voluntary on-site consultations • Detailed analysis of management policy, procedures and issues • Consultants • Recommended by other lawyers • Other attorneys • Monthly meetings • Discuss problems and solutions

  16. Questions to Answer • How would you prioritize what needs to be done to improve the firm’s profitability? • Make simple transitions first • Systematize everything • Nothing has to be permanent • How would you persuade the other lawyers to consider your plan? • Transitioning is easy • Getting paid on time • Driving in clients • Improved productivity • More billable hours

  17. Use technology to improve our firm’s Efficiency & Profitability

  18. Questions?

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