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Building Out Your Law Firm Tool Box
This document provides an overview of tools that are useful for building out a law firm. It discusses considerations for choosing tools, such as what problems need to be solved, integration with existing tools, security, and cost. Communication tools like email, chat/IM, phone, and video conferencing are covered. The document also summarizes workflow management, practice management, document management, billing/time tracking, intake CRM, security, and additional resources. Panelists provide their recommendations for specific tools. Polls are included to gauge interest in learning more about Clio and related products.
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Introduction to a session on building a law firm, including agenda items like tools and discussions.
Introduction of the panel speakers from Clio and other law firms sharing insights on legal practice.
Discusses factors to weigh when choosing tools for law firms, including workflow integration and security.
Overview of essential communication tools for firms, including email, chat, and video conferencing.
Introduction to workflow management, tools for task assignment, and picks from the panelists.
Discussion on practice management tools specific to law firms and panelists' recommendations.
Outline of document management features that enhance firm organization and suggestions from panelists.
Insights on the need for billing and time tracking tools, with panelists sharing their recommendations.
Overview of CRM tools for managing client intake processes with options suggested by panelists.
Importance of security in law firms, covering compliance and tool recommendations for data protection.
Panelists share key technologies and tools needed for enhancing law firm operations and management.
Details on Clio's practice management solutions and resources available for firms looking to enhance operations.
Summary of resources, questions, and gratitude for participation in the session.
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Building Out Your Law Firm Tool Box
- 1. Building Out YourLaw Firm Tool Box Building a Successful Law Firm: Session 10
- 2. Housekeeping ● Session length:60 minutes ● Use to engage with fellow meetup attendees and select “everyone” in the dropdown ● Use to ask questions directly to panellists ● Please fill out the survey at the end of the session
- 3. 3 Agenda ● Meet thepanel ● Considerations for tools ● Tools you need and why ● Clio’s offerings & polls ● Helpful resources ● Additional Q&A
- 4. 4 Nicole Sproule Affinity PartnershipsManager, Clio nicole.sproule@clio.com Today’s Speakers Christy Granieri Founding Partner, Freeburg & Granieri, APC christy@fgfirm.law Kathi Tirelli Attorney, Kathi Tirelli Law kt@ktirellilaw.com Erin Pickar President & COO, Uptime Legal Systems erin.pickar@uptimelegal.com
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- 6. Seeing the Forestthrough the Trees ○ Ask: ■ What you are solving for ■ What are your deal breakers ● Review workflow and deal breakers with (other) key roles ■ Does new tool integrate with existing tools (efficiency) or would there be duplicate entry ○ Keep security in mind ■ Is MFA (multi-factor authentication) offered ■ How is data backed up ○ How do you want to access the tool: a web browser, in a hosted server environment, hosted on a server you own and manage ○ Sustainability and support of the tool ○ How can you get your data out if you decide to change tools
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- 8. Communication ○ What arewe solving | Why you need it ■ Basic day-to-day communication (phone, email, chat) with clients, colleagues, and other related parties ■ Communicating assignments to staff ○ Considerations ■ Visibility for whole firm into client communication ■ Integration with calendar ■ How to maintain good communication while working remotely
- 9. Types of CommunicationTools How do you communicate with clients, with staff, with other third parties? Tool/App Email Chat/IM Phone Meeting / Video Outlook ✓ Teams ✓ ✓ ✓ ✓ Slack ✓ ✓ (internally) ✓ (internally) Ring Central ✓ Zoom ✓
- 10. Communication ○ Christyʼs picks ■Outlook ■ Teams ■ Nextiva ○ Kathiʼs picks ■ Zoom ■ WhatsApp ○ Additional tools: ■ Ruby (external comm)
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- 12. Workflow Management ○ Whatis it ■ A centralized tool to manage your firmʼs assign, manage and prioritize tasks and day-to-day workflow ○ What are we solving | Why you need it ■ Managing day-to-day tasks and priorities ■ Assigning work, handing tasks off ○ Considerations ■ Automation ■ Building proper process into the tool (enforces consistency) ■ Efficiency & Time Tracking
- 13. Workflow Management ○ Christyʼspicks and why ■ Clio Tasks ○ Kathiʼs picks and why ■ Clio Grow and Manage ○ Additional tools: ■ Asana ■ Trello
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- 15. Practice Management ○ Whatit is ■ Workflow management specifically geared toward law firms ■ Help track and manages client and matter relationships and details, contacts, calendaring, tasks, time tracking, billing, and more ○ What are we solving | Why you need it ■ Workflow management thatʼs out-of-the box ready for a law firmʼs workflow ○ Considerations ■ Web-based, hosted software, on-premise ■ All-in-one solution or just contact and task management
- 16. Practice Management ○ Christyʼspicks ■ Clio Manage ○ Kathiʼs picks ■ Clio Manage ○ Additional tools: ■ TimeMatters ■ ProLaw
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- 18. Document Management ○ Whatit is ■ Document storage with features to track version history, check-in/check-out features, robust document searching and filtering ○ Why you need it ■ Centralized location for firm documents (versus living in each userʼs email or desktop) ■ Structure and organization ○ Considerations ■ What features do you need: Document numbering, version history, document tagging, Email management, OCR, robust searching, client portal
- 19. Document Management ○ Christyʼspicks ■ Sharepoint ■ Dropbox ○ Kathiʼs picks ■ Clio Manage ○ Additional tools: ■ LexWorkplace
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- 21. Billing & TimeTracking ○ What it is ■ Tool and add-ins (such as Word or Outlook add-in) that assist in capturing time spent on tasks. ■ These time entries then feed into an invoicing system to bill your clients ○ Why you need it ■ The easier it is to track your time, the more automated it can be, the more time youʼll be able to capture and bill for. aka More Money ○ Christyʼs picks ■ Clio Manage ■ Clio Payments ○ Kathiʼs picks ■ Clio Manage ■ LawPay
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- 23. Intake CRM ○ Whatit is ■ Process and tools to manage client intake tasks such conflict-check ○ Why you need it ■ Efficiency and consistency ○ Christyʼs picks ■ Clio Grow ■ Dropbox ○ Kathiʼs picks ■ Clio Grow ○ Additional tools: ■ TimeMatters
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- 25. Security Considerations Convenience Security ○Security and convenience are at opposite ends of the spectrum. ○ Know your compliance obligations - based on your insurance carrier, your client agreements, FNRA , HIPAA, and more ○ Security is a combination of ongoing awareness and training, and tools to backup your data and protect your computers ○ Terms to know ■ Ransomware ■ Phishing ■ Antivirus ■ Malware / malware protection ■ MFA / TFA (two-factor or multi-factor authentication)
- 26. Security Considerations ○ Christyʼspicks ■ LastPass ○ Other options: ■ Uptime Practice Next ■ Remember - itʼs less about additional tools and more about ensuring the tools you are using are focused on security
- 27. More Key Techfor Running a Firm
- 28. Our picks ○ Kathiʼspicks ■ Adobe Acrobat Pro DC ○ Christyʼs picks ■ Lawyaw ■ LegalMation ■ Adobe Pro DC ■ Westlaw ■ Quickbooks Online
- 29. An all-in-one solutionfor legal practice management and accounting Eliminate manual work and focus on your clients. ● Automatically sync transactions and stay on top of your firmʼs financials. ● Make trust accounting easier and less intimidating with journal entries and reports compliant with your bar association. ● Get more work done outside of the office with two cloud-based tools. Work on the go and keep your records up to date. Clio is a QuickBooks Solution Provider Get a 30% monthly discount off your QBO subscription for your first 12 months. Learn more about the QuickBooks Online integration at Clio.com/Quickbooks
- 30. More tools ○ Thebasics (ex. Internet, laptop, monitor, headphones, webcam, portable printer/scanner, e-filing, VPN, company website w/ contact form) ○ Email (ex. Gmail, Office 365) ○ Internal communication software (ex. Email, Slack, Microsoft Teams) ○ Video conferencing software (ex. Zoom, GoToMeeting, Google Hangouts) ○ VoIP phone provider (ex. Vonage, Corvum, Nextiva, Jive) ○ Virtual receptionist services (ex. Ruby Receptionist, Smith.ai, Answer1, and others) ○ Document management & E-Signatures, cloud-based (ex. Lawyaw Netdocs, WealthCounsel, DropBox, Docusign, HelloSign) ○ Case management software, cloud-based (ex. Clio Manage) ○ CRM & client Intake software, cloud-based (ex. Clio Grow) ○ Secure client portal (ex. Clio Connect in Clio Manage) ○ Online payment services (ex. Clio Payments) ○ Accounting software (ex. Quickbooks, Xero) ○ Legal research software (ex. Fastcase, Practical Law, Westlaw) ○ Marketing (JurisPage)
- 31. 31 Clio’s Offerings & AdditionalResources
- 32. Clio EasyStart Track yourtime and get paid Everything you need to track your time, bill your clients, and get paid—plus some extras! Clio Essentials Optimize firm operations Includes critical law practice management tools that allow you to work smarter, customize how your firm gets organized, and communicate with clients and co-counsel. Clio Advance Scale your impact Introduces unlimited access to new productivity tools and more business and financial oversight. Priority on-call support ensures you get the most out of Clio. Clio Complete Grow your business Scale your business by adding Clio Grow to improve and automate your client intake with online forms, online appointment bookings, automated emails follow-ups, and more. Lawyaw New software for solo, small- and mid-sized legal practices that can help streamline information gathering and document assembly, along with built-in e-sign and other features. Visit clio.com/pricing to learn more. Clio’s Offerings
- 33. Clio Payments Clio Manageʼsnew online payments platform makes it easy for your clients to pay online using a credit card, debit card, or eCheck—without the need for a third-party payment processor. Clio Drive Securely create, access, edit, store, and collaborate on documents without ever leaving your desktop. Clio for Clients Clio for Clients, Clioʼs new secure client portal allows you to streamline communication with your clients. Text Notifications and Reminders Use text notifications and reminders to avoid the costly no-shows and unnecessary administrative overhead that comes with organizing client meetings. Visit clio.com/features/whats-new to learn more. What’s New In Clio
- 34. Polls for Non-Clioand Clio Customers Poll 1: For Non-Clio Users Would you like to learn more about Clio? a. Yes, I would like to learn more about Clioʼs products b. Clio Cloud Conference c. No, Iʼm not interested d. No, Iʼm already a Clio Customer 34 Poll 2: For Clio Users Would you like to learn more about: a. Adding Clio Grow to streamline client intake b. Adding Clio Payments c. Clio Cloud Conference d. No, Iʼm not interested or I already use Clio Grow/Payments
- 35. Additional Resources 35 ● Guide:Top Tech Tools for Lawyers in 2022 ● CLE-eligible webinar: Cultural Competence for Law Firms, June 7 ● Meetup Series: The Legal Marketing Masterclass Series, June - August ● LexWorkplace: Document & Email Management with Clio integration ● Clio Cloud Conference October 10-11, 2022: Get your pass
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