2020 has been extremely disruptive and stressful for many people, and that includes attorneys.
Offices and courthouses have had to close, court proceedings placed on hold, and even taking a meeting in person with your client can be a logistical nightmare.
Some law firms have struggled to evolve in this rapidly changing world. Others still have flourished, by either implementing or relying on a previously implemented virtual office strategy.
Now is the time to focus on ensuring your law firm remains relevant and successful during the pandemic era and beyond.
Why you need to consider transitioning to a virtual law office
The pandemic of 2020 has forced an evolutionary change on business. But even after the pandemic is over, the overall trend of business is shifting toward working from home and virtual offices. Already, many companies are saying that work from home options will remain in place long term, even after things get back to normal.
The truth is, you need to be able to deliver every service and interaction that you typically offer your clients in your office – remotely.
Whether you are a larger law firm or a solo practitioner, it doesn’t matter. You need to be able to conduct business and run your firm from the office, from home, and anywhere else you happen to be.
How to transition to a virtual law office
In this section, we’ll cover:
- How to make your documents and billing data remotely accessible
- How to make sure your data is secure and private
- Pros and cons of cloud-based software
- A better, safer option than storing your data solely in the cloud
How to make your documents and billing data remotely accessible
It’s actually much easier than you might imagine to begin transitioning right now. Chances are, you’re already sharing files at your office. Any simple shared folder setup can be adapted to allow remote access. This is typically handled through a Virtual Private Network (VPN).
You may also be using a cloud storage service, such as Dropbox or iCloud Drive, to sync files between your devices already.
If you’re doing one of these two things, you’ve already set yourself up to operate as a virtual law office. If not, its as simple as creating folder in your iCloud Drive folder, signing up for a free Dropbox account, or setting up a shared folder on your hard drive using Apple’s System Preferences > Sharing preference pane. Just turn on File Sharing, and drag a folder you want to share into the Shared Folders list.
How to make sure your data is secure and private
Accessing your documents is only part of the puzzle. You’ll also need a good system in place to manage your clients, track your time, create invoices, log and track payments and retainers, and effectively search your documents and link them to clients.
Cloud-based software offers some advantages – mainly that you can access your data and enter time using a website from anywhere. However, using web-based software comes with some significant disadvantage. It is often slow and clunky, and it is unwise to store all of your data in a system that is only accessible when you have internet access, and when that system itself isn’t down or otherwise unavailable.
There are also important privacy implications to consider. With cloud-based software, all of your data is stored using their own proprietary formats and encryption, and that data can be accessed by them anytime. The risk of having very private information about your law firm and your clients sold to advertisers and other third parties, or otherwise inadvertently leaked through a security breach, is very real. It has happened many times before.
A better, safer option than storing your data solely in the cloud
A much better option is to store all of your data on your own hard drive or device, in an independently encrypted format. This way, it is always accessible, with or without internet, and all of your critical documents, client billing and accounting aren’t at risk of becoming unavailable to you in the event of a service outage. You also don’t have to worry about your data willfully or unintentionally being put into the hands of third parties.
By using a system that keeps all of your data on your own hard drive and automatically syncs it to all of your devices, you have an extremely robust solution for data management. Your data is always backed up on a cloud server in case your computer has a hardware malfunction, or becomes lost or damaged. Your data is always available on your own hard drive. And it’s encrypted and only readable by you. You can also be assured that no cloud service that stores your data also has the ability to read or decrypt it. These things are absolutely critical.
A law firm management system like TimeNet Law that has a native app for your Mac and integrates with cloud or shared folder syncing can give you all of these great benefits. But whatever system you choose, be sure that it cannot access, sell, or lock you out of your data.
Running your law firm remotely
Now that you have a good handle on storing and accessing your data, and have a good law firm management system in place, you’ve got to put it all into action.
Adapting to a Home Office and Staying On Track With Your Team
If you are aren’t a solo practitioner, make sure to schedule regular virtual meetings with your team using a service like Zoom or Skype. Just because you’re not all going to the office every day doesn’t mean you can’t see each other and communicate effectively.
Working from home is an adjustment for a lot of us, so be sure to check in with each other often and identify pain points that anyone is running into so you can address them and keep things operating smoothly.
Be sure you have a dedicated workspace if at all possible. Comfort, posture, and an environment conducive to focus are all vital. There is a mental mode shift that happens when you enter the office. It’s the same thing that happens when you go to the gym – your mind and body are ready to workout. Sitting at the kitchen table signals your mind that its time to eat. Sitting on the couch often subconsciously switches us into a mode of relaxation. Having a dedicated workspace is an extremely important key for all successful home office operations.
Interacting With Your Existing Clients
Your clients can’t simply walk into your office, so make sure they have other options for contacting you. Offer appointments on Zoom or Skype, and make sure they have all relevant phone numbers and email addresses to contact you. Make yourself available for virtual meetings and let your clients know about these new options.
Be sure to reinforce that even though the world we live in is a very different place right now, they can still expect the same level of service from your law firm. That has not changed.
New Clients
For new clients, make sure you have a simple intake form on your website so they can establish themselves with you as a lead and quickly schedule an introductory virtual meeting with you. This also allows you to quickly determine whether this is a client that you wish to take on or not.
2020 has been a year like no other in our lifetime, this much is certain. But the most successful law firms are adapting quickly, and you can too. Working from home offers many benefits, and even as things slowly return to normal, the idea of “the workplace” has forever been changed. Implementing a virtual law office strategy for your law firm right now is a fantastic option.