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Is Your Law Firm Prepared for Remote Work?

Gwen Murray

April 2, 2020

Law practices around the world are hustling to transition their teams to remote work — identifying ways to ensure they continue to meet ethics and confidentiality standards, comply with statutory requirements, and keep clients front and center during a time of uncertainty.

Thanks to cloud-based computing, a plethora of tools exist to help firms create as seamless a transition for their clients as possible. 

The tech tools virtual law firms need

A handful of effective and secure cloud-based tools can help a law firm maintain business continuity and continue to provide exceptional service during an unforeseen disruption in day-to-day operations.

Video conferencing software

While many attorney-client and internal office communications will continue to occur over the phone, video conferencing often improves the client’s experience and in certain situations, like deposition or witness prep, can be critical to the lawyer’s ability to provide guidance.

Virtual mail

Most law firms still have a significant postal mail load, and managing that without staff in the office is almost impossible. Even for firms that can have one staff person on-site to receive paper mail, the task of scanning mail and sending it to each recipient doesn’t use their time effectively. 

Virtual mailrooms allow attorneys to have immediate digital access to all paper mail and reduces an unnecessary task for staff so that they can focus on better supporting the firm’s work for clients. 

Virtual filing systems

Lawyers working remotely need quick and consistent access to their documents and files. A virtual fileroom – developed specifically for professions that require heightened security measures – ensures that both lawyers and staff are able to get the documents they need while out of the office.

Networking systems

Many attorneys rely on networking within their larger firm or at in-person events to build their book of business. Working virtually can drastically reduce the opportunities available for connection with other attorneys — to bounce ideas around or to develop referral partners. 

Social media platforms can provide online networking. Some of LinkedIn’s legal groups are quite active. There are also companies and associations creating virtual networks for specific practice areas. For instance, Justice HQ is an elite membership of consumer advocate attorneys who receive, among other things, networking opportunities through private Slack channels and membership directories that help them share and refer cases.

Practice management software

Cloud-based practice management systems allow the internal workings of a law firm to transition seamlessly from in-person to remote operations. Having time tracking, contacts and calendars, and matter data all in one place that can be accessed by each team member from their remote workstation safeguards the processes that firms have built through years of careful planning.

Voip phone system

Smaller firms may be able to rely on team member’s cell phones for continued communication while working remotely. However, for attorneys that don’t want to provide clients their personal phone numbers or for larger teams that need more complex conference calling  or voice mail options, cloud-based VoiP (voice over internet protocol) systems offer attorneys the ability to engage in phone communication as if at the office. 

These tools will allow you and your team to continue to focus on your clients instead of on the frustrating logistics of working remotely. 

At Earth Class Mail we’ve developed our tools in collaboration with legal teams to provide the features that matter most to you. Earth Class Mail offers many other solutions for you legal practice, including virtual addresses and automated check deposit.

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