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WWW.SMOKEBALL.COMWWW.SMOKEBALL.COM
DOCUMENT
AUTOMATION
WHAT IS IT?
DO I NEED IT?
HOW WILL IT HELP ME?
WWW.SMOKEBALL.COM
Chelsey Lambert
Vice President, Clients and Communication
Co-Chair, ABA GP Solo, Technology Green Team
Chelsey.Lambert@Smokeball.com
312-667-1768 office
847-702-2774 cell
WWW.SMOKEBALL.COM
DOCUMENT AUTOMATION FOR
EVERYDAY EFFICIENCY
An overview presentation on the concept of Document Automation, and its uses
in a small consumer law practice. From simple client intake on an iPad, to full
scale document preparation for transactional work, employing document
automation technology can catapult productivity and give you back some time
to breathe. In this session we will cover the document automation solutions
available to you, and how they can be applied to different areas of your practice.
WWW.SMOKEBALL.COM
USED FOR EFFICIENCY & ACCURACY
• Standardizes Intake
• Court forms
• Standard documents
• Correspondence
• Documents that require calculations
4
WWW.SMOKEBALL.COM
TODAY’S SESSION
1. Document assembly v document automation
– Same thing?
2. What are the benefits of automation
3. What type of documents can I automate
4. Available Tools
5. Demonstrations
6. Questions / Contact me
WWW.SMOKEBALL.COM
WHAT IS DOCUMENT ASSEMBLY?
Document Assembly involves creating
documents in a “stitch by stitch”
approach based on answers to
questions asked of you before or whilst
assembling the document. You include
or exclude entire clauses or paragraphs
as you construct the document.
WWW.SMOKEBALL.COM
USED FOR
• Complex Documents
• Custom Work Product
• Large Firms
• Volume Filings
7
WWW.SMOKEBALL.COM
DOCUMENT ASSEMBLY COSTS
8
WWW.SMOKEBALL.COM
DOCUMENT ASSEMBLY PROVIDERS
9
WWW.SMOKEBALL.COM
WHAT IS DOCUMENT AUTOMATION?
Document automation is the
powerful concept of entering data
once, and utilising that data many
times in many documents, saving
time and increasing efficiency in the
document production process.
WWW.SMOKEBALL.COM
SIMPLE MOBILE INTAKE PROVIDERS
11
Form Connections
http://www.formconnections.com/
The Form Tool
http://www.theformtool.com/
WWW.SMOKEBALL.COM
WHAT IS DOCUMENT AUTOMATION?
There are three key steps to successful document automation:
1. Microsoft word documents are pre-configured with merge fields inserted
into the appropriate places in the document where data is usually typed.
2. Data entered once into a database customized to the matter you are working
in, including all relevant contacts, and other relevant matter information.
3. The combination of the (1) and (2) above, allows for the population of merge
fields over and over again throughout many documents
WWW.SMOKEBALL.COM
WHAT IS DOCUMENT AUTOMATION?
WWW.SMOKEBALL.COM
EFFICIENCY = PRODUCTIVITY = PROFIT
For a small law firms to be profitable
they must be efficient.
Without continually increasing
charge rates, the only viable
approach to improving the bottom
line is to increase productivity.
WWW.SMOKEBALL.COM
BENEFITS OF DOCUMENT AUTOMATION
1. Huge time saving – Less proof reading, copy &
paste, and typing
2. Reduce errors - reduce the risks associated with
human error
3. Document Integrity - consistent styles, clean
templates, and a stable, reliable way of producing
work
4. Ensure forms are up to date - all staff use the up
to date version of the same form
WWW.SMOKEBALL.COM
WHAT TYPE OF DOCUMENTS CAN I AUTOMATE?
WWW.SMOKEBALL.COM
EXAMPLE
WWW.SMOKEBALL.COM
HOW MANY?
• Client & Other Side’s details – estimated entry into these
10 Documents…..
38 Times
WWW.SMOKEBALL.COM
ANOTHER EXAMPLE
WWW.SMOKEBALL.COM
HOW MANY?
• Client & Other Side’s details – estimated entry into these
10 Documents…..
29 Times
WWW.SMOKEBALL.COM
INVEST IN ORGANIZATION – THE DIGITAL FILE
21
WWW.SMOKEBALL.COM
BUSINESS IMPACTS
• Better client service
• Increased employee utilization
• Quality control
• Higher profit Margins
22
WWW.SMOKEBALL.COM
DOCUMENT AUTOMATION PROVIDERS
23
WWW.SMOKEBALL.COM
DOCUMENT ASSEMBLY
DEMONSTRATION
24
WWW.SMOKEBALL.COM
Q & A
WWW.SMOKEBALL.COM
Chelsey Lambert
Vice President, Clients and Communication
Co-Chair, ABA GP Solo, Technology Green Team
312-667-1768 office
847-702-2774 cell
Chelsey.Lambert@Smokeball.com
@ChelseyLambert

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