Making technological investments in a law firm is fundamental for planning for the life of the practice. According to the Thomson Reuters’ 2021 Report on the State of the Legal Market, 84 percent of surveyed partners expected their firms to increase investments in technology after the pandemic. The pandemic has forever changed the use of technology in law firms and altered consumer expectations. Firms who fail to adapt will be left behind.
What Is Practice Management Software?
Organizing and consolidating firm information in one type of software makes maintaining, accessing, and managing a law firm easier and more streamlined, saving you time and money.
Practice management software is a hub that coordinates multiple integral functions of a law practice and helps firms manage day-to-day workflows and business operations. Common features are calendaring, time keeping, accounting, document storage and organization, client portal, project management, and document automation.
Features of Practice Management Software
- Automation Tools: Automation simplifies your workload, allowing more time for to focus on clients and less on administrative tasks. How many times is too many times for you to complete multiple steps for the same task? For example, if you are writing the same email more than once, it’s time for a form email.
- Management of Client Matters: View the various aspects of a client matter in one place—this means recent payments, upcoming deadlines, outstanding documents needed from a client, pleadings, and messages.
- Task and Project Management: Planning leads to smoother projects. Poor project performance, on the other hand, leads to unhappy clients. Productivity can be largely improved by managing tasks, organizing to-do lists, and defining workflows.
- Calendar: Use rule-based calendar features to track your firm’s deadlines.
- Timekeeping: Timekeeping is key to many lawyers, not just for the billable lawyer. It is helpful for all lawyers to track time and gather data to, for example, assess a reasonable flat rate or the time you are spending on non-client work.
- Conflict Checking: You cannot represent a client if that representation would involve a conflict of interest. See RPC 1.7, Conflict of Interest: Current Clients. It is critical that you have a viable method to perform conflict checks, record client information for future conflict checks, and maintain a record of conflict checks that you perform.
- Client Portal: Interact with clients and provide them access to information in a client portal. This provides clients with a secure way to pay bills, schedule meetings, message with your office, exchange documents, and view case information and important dates.
- Accounting: Bookkeeping, trust accounting, billing, invoicing, and processing online payments can be done from many practice management systems, although practitioners often integrate full accounting software with their practice management software.
- Document Management: Edit, store, and organize legal documents in one place.
- Client Relationship Management: Maintain and strengthen client relationships by automating client follow ups, email workflows, and appointment scheduling, while tracking your firm performance. This feature also helps turn leads into retained clients. Client relationship management (“CRM”) software is an integral part of a comprehensive legal marketing plan. For example, tag and segment potential clients and email with targeted information to keep your firm at the top of potential clients’ minds.
- Law Firm Insights: Law firm insights paint the big picture of a firm’s performance. Analyzing this data can help you identify opportunities to improve productivity, efficiency, and revenue. It is imperative to understand your firm’s utilization, realization, and collection rates to help make informed business decisions
- Add-Ins and Integration: Good practice management software integrates other types of software. Connecting legal practice management software to other software applications allows information to be shared across platforms. This means you will no longer have to manually record and transfer information, which is inefficient and prone to error. It also provides you with numerous options to add additional features to your practice hub.
Practice Management Software Tips
Demo the product with a software representative to learn about it, identify its features, and discuss your practice management needs. Also, prior to purchasing the product, be sure to try out the product—most companies offer free trials. Work with your staff to test potential software and be sure to consider their feedback.
Training: Invest enough time to implement the software and train your office on its features. You should have no trouble finding trainings and tutorials in many forms like live webinars, videos posted on the software company’s website or YouTube page, or a one-on-one walkthrough with a representative.
Protect client information: Be sure to check what kind of information software collects and how and where it is stored. See RPC 1.6; RPC 1.15A and AO 2215. For a more robust discussion of cybersecurity practices, see WSBA’s The Law Firm Guide to Cybersecurity.
Additional Resources
Legal Trends and Technology
Software Search and Comparisons
- Law Practice Management Software | Capterra
- Law Practice Management Software Reviews | Lawyerist
- Best Legal Case Management Software | G2
In our rapidly changing world, disaster planning is a critical aspect for legal professionals. Whether facing natural calamities, technological disruptions, or unforeseen emergencies, law firms must be well-prepared to navigate challenges while maintaining business continuity and serving their clients effectively. Regardless of the specific threat, its impact on a law firm’s operations can be severe if adequate preparation is lacking. The consequences may include financial losses, reputational harm, regulatory penalties, and even a loss of client trust. A robust disaster plan acts as a lifeline, ensuring that firms can weather storms and emerge stronger on the other side.
Key Elements of a Comprehensive Disaster Plan
To fulfill their professional responsibilities and protect their firms, legal professionals should develop a robust disaster plan. Here are key elements to consider:
- Risk Assessment: Begin by conducting a thorough risk assessment. Identify potential hazards—both internal and external—that could disrupt your firm’s operations. Consider natural disasters, cybersecurity risks, emergent medical issues, and operational failures. Understanding these risks is essential for effective mitigation.
- Business Impact Analysis: Perform a business impact analysis. Assess the potential consequences of various disaster scenarios on your firm’s operations, finances, and reputation. Identify critical functions, dependencies, and recovery time objectives to allocate resources effectively.
- Emergency Response Plan: Develop clear procedures and protocols for responding to disasters. Establish chains of command, communication channels, evacuation routes, and regularly train employees. Safety and client well-being are paramount.
- Data Backup and Recovery: Implement robust data backup and recovery systems. Regularly back up electronic data and store copies securely offsite. Develop procedures for restoring data swiftly in case of a data loss incident. See the Washington State Bar Association’s Law Firm Guide on Cybersecurity for additional assistance with cybersecurity issues.
- Communication Strategy: Establish a comprehensive communication strategy. Designate spokespersons to liaise with clients, employees, regulators, and the media. Maintain up-to-date contact lists and alternative communication channels.
- Continuity of Operations Planning: Create a business continuity plan. Define roles for key personnel, identify alternate work locations, and outline procedures for resuming normal operations promptly. You can download a form plan here.
- Training and Testing: Regularly train employees on disaster protocols. Conduct tabletop exercises and simulations to test the effectiveness of your plan. Review and update it as needed to adapt to evolving threats.
Designating a Custodian
Consider designating a custodian (sometimes called an “assisting attorney”) responsible for implementing and maintaining the disaster plan. The custodian should have the authority to make critical decisions during a crisis and coordinate response efforts across the firm. Memorialize the custodian’s role and responsibilities in a written document to ensure clarity and accountability.
Disaster Planning and Professional Responsibility
Licensed legal professionals in Washington State bear a solemn duty to competently represent their clients. This duty extends beyond routine legal work; it encompasses the responsibility to prepare for unforeseen events that may disrupt normal practice. Let’s delve into specific aspects of these professional obligations:
- Reasonable Diligence and Promptness. Rule 1.3 of the Washington Rules of Professional Conduct (RPC) emphasizes the need for legal professionals to act with “reasonable diligence and promptness” when representing a client. Unreasonable delays can cause needless anxiety and erode confidence in the lawyer’s reliability.
- Protecting Confidential Information. Confidentiality lies at the heart of the attorney-client relationship. Under RPC 1.6, legal professionals cannot reveal information related to a client without their consent. This rule necessitates reasonable precautions to safeguard client information from inadvertent disclosure—even during times of crisis. Losing access to critical documents or data due to a disaster could compromise client confidentiality and trust.
- Document Retention Requirements. Document retention is more than administrative housekeeping; it directly impacts a lawyer’s ability to serve clients effectively. RPCs 1.15A and 1.15B mandate the maintenance of records and documentation related to trust accounts and property for at least seven years.
A Call to Action
The legal profession thrives on preparedness. Disaster planning isn’t a mere checklist; it’s our duty. As we navigate the unpredictable, let us equip ourselves with robust plans, protect client trust, and emerge stronger.
