The document summarizes a webinar presented by Joshua Lenon of Clio on automating legal tasks using the Clio software platform. The webinar covered topics like letting the law firm work for you by automating routine tasks, using alternative staffing strategies beyond traditional employees, coordinating distributed work teams, and how to automate data entry, outputs, and replicable processes using Clio's document generation, billing, and task list features. The goal is to work smarter by saving time on administrative work and freeing up resources to focus on client services.

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Automate Your Law Firm (Revisited)
Work Smarter, Not Harder
A Clio Webinar
Joshua Lenon– Clio

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#ClioWeb

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Automate Your Law Firm (Revisited)
Work Smarter, Not Harder
A Clio Webinar
Joshua Lenon– Clio

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Instructors
Joshua Lenon
• Lawyer in Residenceat Clio
• Attorney Admitted in New York
• @JoshuaLenon

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Agenda
• Lettingyourlawfirm workforyou(10 minutes)
• Beyondthe traditionalemployee (15minutes)
• Coordinatingdistributedteams(15minutes)
• UsingClio to automate (20minutes)
• Questions(5minutes)

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LETTING YOUR LAW FIRM WORK FOR YOU

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Why Automate?
Source: Michael Mills of NeotaLogic

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Time Does Not = Money
• Average number of hours worked in a day were 8.9
and average hours billed = 6.9.
• 39% of time worked is not being billed in the solo
and two-attorney firm segment.
Source: LexisNexis Law Firm Billable Hours Survey Report

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Billed vs Unbilled Time
60% 60%
76% 74%
92%
73%
40% 40%
24% 26%
8%
27%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
1 2 3 to 5 6 to 10 11 to 20 20+
Unbilled
Billed
Source: LexisNexis Law Firm Billable Hours Survey Report

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Unbundled LegalServices
ColoradoBar Ass'nEthicsOp.101 (1998),amended2006
The Colorado RulesofProfessionalConduct,andespecially Rule 1.2,
allowunbundledlegalservicesin bothlitigationand non-litigation
matters. Alawyerwho provideslimitedrepresentationmustnonetheless
make a sufficient“inquiry into and analysisofthe factualand legal
elementsofthe problem”to provide the competentrepresentation
requiredby Rule 1.1.

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Automation Necessities
Automated law firms need 3 tools to run 24/7:
1. Document automation
2. Client facing technologies
3. Triggered actions

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Document Automation

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Client Facing Technologies

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Client Facing Technologies

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Triggeredactions

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ZapierIdeas

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ZapierIdeas

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BEYOND THE TRADITIONAL EMPLOYEE

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34.60%
31.30%
29.00% 30.00% 31.00% 32.00% 33.00% 34.00% 35.00%
Alternative Staffing Structures (Practitioners)
Alternative Staffing Structures (Non-Practitioners)
What future factors could have the greatest impact on legal
industry firms over the next decade?
Source: ILTALegalTechnology Future
Horizons Survey, 2015

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61.10%
56.30%
44.40%
24.70%
10.80%
4.90%
18.10%
0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% 70.00%
PART-TIME LAWYERS
CONTRACT LAWYERS
STAFF LAWYERS
OUTSOURCING NON-LAWYER FUNCTIONS
LOW-COST BACK-OFFICE CENTER
OUTSOURCING LEGAL WORK
NONE OF THE ABOVE
Is your firm currently pursuing
any of the following
alternative staffing strategies?
Source: Altman Weil Law Firms in
Transition Survey, 2015

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Recommended Staffing Expenses
Firms should limit staff salary & benefits, not
including attorney draws: 45% of total revenue
Outside professional services (e.g.,accountant or
management or marketing consultants): 2%
Source: Ed Poll, LawBiz

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When automating your law firm,
try adding services before personnel.

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Rule 5.3: Responsibilities Regarding
NonlawyerAssistant
With respectto a nonlawyeremployedorretainedby orassociatedwitha
lawyer:
(a) a partner, and a lawyerwho individually ortogetherwithotherlawyers
possessescomparable managerialauthority inalawfirm shall make
reasonable effortsto ensure thatthe firmhas in effectmeasuresgiving
reasonable assurance thatthe person'sconductiscompatible withthe
professionalobligationsofthe lawyer;

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Possible Staffing Options
1. Professional Services
2. Back Office Help
3. Attorney Aid

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Professional Services
• Accounting software
– Xero (xero.com)
– Quickbooks Online
• Accounting services
– Kahuna Accounting (kahunaaccounting.com)
– Bench Accounting (bench.co)

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BackOffice Help

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BackOffice Help

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Attorney Aid

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COORDINATING DISTRIBUTED TEAMS

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4 Key to Successful Virtual Teams
HarvardBusinessReviewidentifiedfournecessary componentsto
successfulvirtualteams.
1. Rightpeople
2. Rightleadership
3. Righttouchpoints
4. Righttechnology
Source: Getting VirtualTeams Right, by
KeithFerrazzi, HBR, December2014

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Right People
People
• Good communicationskills,
• High emotional intelligence,
• Abilityto work independently,and
• Resilienceto recover from snafus
Size
• Virtualteams smaller than 10 people are
more effective
Roles
• Three tiers of team members:
1. Core - strategy
2. Operational- decisionsaboutday-to-day
work
3. Outer - temporary or part-time
members with specialized expertise

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Right Leadership& Touchpoints
Leaders
• Foster trust
• Encourage open dialogue
• Clarify goals and guidelines.
Touchpoints
• Kickoff
• Onboarding
• Milestones

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Right Technology
Distributed teams require
less communication channels, not more.

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Distributed Team Policies
1. Settoolsfor yourteam.
– Accessible
– Easy to use
– Platform agnostic
2. Reportsare essential
– Performance
– Audits
3. Enforce usage

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USING CLIO TO AUTOMATE TASKS

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3 Automation Techniques in Clio
1. Automate data entry
2. Automate data outputs
3. Automate replicable results

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AUTOMATE DATA ENTRY

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Custom Fields = Automation

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Custom Fields = Automation

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Custom Fields = Automation

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Types of Custom Fields in Clio
1. Checkbox
2. Contact Select
3. Date
4. EmailAddress
5. Integer
6. MatterSelect
7. Money
8. Picklists
9. Text (Multi-Line)
10. Text (One-Line)
11. Time
12. Web Address

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Custom Fields for Matters& Contacts

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ArrangeCustom Fields

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Custom Field Sets = GreatestAutomation

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Court Rules

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Court Rules

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Court Rules

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Outside Data Entry

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AUTOMATE DATA OUTPUTS

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Document Automation
The average knowledge worker spends 11
hours a week generating documents. 6 of
those hours are wasted time.

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Document Automation

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Document Automation

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The average knowledge worker spends 11
hours a week generating documents. 6 of
those hours are wasted time. Clio gives you
that time back with easily generated
documents from your own templates. Never
cut and paste again.

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Billing Automation
Most small law firms (61%) reported spending
about eight hours per month on their billing
process
Source: LexisNexis Law Firm Billable Hours Survey Report

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43%
43%
14%
Yes, undocumented
Yes, documented
No
Source: “Law Firm Billing Survey,” Business of Law Blog, 08/28/2014.
Does Your Firm Have a Billing Process

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Traditional Billing Process
1. Hourly Billing
2. Generate Invoice atMatter’sEnd
3. Mail the Bill
4. Sticker Shock
5. Wait

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Monthly Billing Data
• ~115,000 bills generated in the first 3
months of 2015
• 36.5% of those bills were marked as
paid on the SAME DAY
– TrustAccountsAdvanced Fee Deposits
– Flat Fees Upfront
– Credit Card Payments
Unpaid
63%
Same
Day
Paid
37%
Q1 2015 Bills

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Createprofessional
invoiceswith
a singleclick.

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Share Bills via Email

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Clio Payments

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AUTOMATEREPLICABLE RESULTS

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Types of MalpracticeErrors
45%
30%
15%
10%
Substantive Errors
Administrative
Errors
Client Relations
Intentional Wrongs
Source: ABA Profile of LegalMalpractice
Claims- 2012

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Expect a Malpractice Claim
Practice areas most likely to have a malpractice claim:
• Real estate - 20.33%
• Plaintiffs’ personal injury - 15.59%
• Family law - 12.14%
• Estate, trust and probate - 10.67%
• Collection and bankruptcy - 9.2%
Source: ABA Profile of LegalMalpractice
Claims- 2012

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Malpractice litigation costs for
professional litigation is $122k.
Source: Estimating the Cost of Civil
Litigation - www.courtstatistics.org

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Tasks
1. Draft Client Welcome Letter
2. Draft Complaint or Answer/Counterclaim
3. Complete Domestic Relations Financial Affidavit (Client) (DRFA)
4. Revise DRFA
5. Reviewfile to determine if temporary hearing is necessary
6. Reviewfile and determine if discovery is necessary
7. Calendar six month discovery deadline
8. File New Case /File Answer
9. File/Serve LOA
10. Follow up with clienton intro information
11. Update Clio with Matter Info
12. Reviewfile for opposing party DRFA

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Task Lists

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Task Lists

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Task Lists

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Easier and faster to
manage yourfirm.
A recent survey of 3,500 lawyers
found that Clio saved them 8 hours
per week in managing their
practices.
Clio’s users call this their #Clioday.

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QUESTIONS?

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Thank You
JoshuaLenon
joshua@clio.com
@JoshuaLenon
Linkedin.com/in/joshualenon