Organize your data into a single database
There is a threshold that needs to be crossed. You need to have a database system everyone trusts. This is the big key to efficiency. Once you have quality data, that can be merged into template documents and forms, the benefits of a great document production system can be achieved. Once crossed, you have a platform for productivity that cannot be achieved in any other way. So many firms fail due to multiple sources of information, disconnected databases, and inaccurate records. This inefficiency usually results from a lack of integration between document management and accounting management. As a result, this eats into your profit and negatively impacts the way you service your clients.
If you organize all your client and case information into a single database, you get immediate efficiency.
Imagine using one software system for all your case information, knowing that all the information contained the electronic file is true and accurate. All the information you need is in one place.
The beauty of entering information only once and re-using it for multiple forms and documents is there are fewer errors, less staff conflict, and unproductive repetitive work is transformed into high-quality legal work and great client service.
Organize your template documents and case documents
For most small law firms, documents produced are evidence of work done. With so many forms and template documents, and government bodies constantly making changes to the documents and rates, it is not possible for a small firm to keep up-to-date. Therefore, it is important to consider the following aspects when getting your documents organized and in one place:
•Can every document you need be created using the same standard approach and be saved into one central place?
•Can you incorporate your own template documents into the system?
•Are the forms and associated legal rates kept up-to-date with government changes?
•Are all commonly used forms available?
•Are all the forms and template documents automated, so they can be generated with maximum efficiency using data from a single database?
•Are all incoming and outgoing documents saved into the case, so that you do not need to refer to a paper file and can easily work from multiple locations? If you can answer the above questions in the affirmative, you have organized your documents! Our software allows you to do so.
Organize your communication documents
The problem with Outlook is that confidential and personal emails are mixed up with emails pertaining to your case. Many firms have a policy to print emails and put them in the file, but almost everyone I speak to tells me that this approach creates immense uncertainty and stress, because it is so difficult for this task to be done diligently. It’s also not easy to access someone else’s emails. Faxes are paper-based and usually are done on separate devices.
Having client information scattered on different devices leads to disorganization, mistakes, lost productivity and increased practice risks. However, with our software, you can organize your communication by working with Outlook, so that every piece of written communication, incoming or outgoing, is saved into the case. This not only makes it easier for you to find everything but also makes it much easier for small teams to work collaboratively knowing that all communication records are in one place.
Working directly from the case, all emails and faxes are automatically profiled and saved into the case. So, miscommunication, misfiling and lost emails are eliminated.