Law firms constantly collect and share information, with files containing critical data going back-and-forth between employees and clients. One mistake could cost the firm both money and reputation. Workflow automation technology tackles document sharing and data collection to offer several benefits.
1. Improved Accuracy
Collecting information using workflow automation improves the accuracy of a routine task. The client entering the data saves the paralegal manually, keying it in from a paper form. This also cuts the back-and-forth over email or time spent on phone calls confirming intake details. Since the data is only manually entered once, there is less risk of a mistake in the data entry.
2. Greater Productivity
Workflow automation software can notify the lawyer or associate that a document is ready for review. The firm can even set up reminders to ensure timely document processing. Additionally, the software may integrate with billable hours tracking to enhance time-spent analysis.
3. Enhanced Customer Satisfaction
No matter how old-school your firm is, we're in a digital age; clients want to take advantage of digital signing options. For example, Adobe Sign and DocuSign integrate with many different software packages. Ultimately, clients appreciate the convenience of signing and uploading documents from the comfort of their own homes.
4. Freedom from the Humdrum
No one becomes a lawyer to push paper. With the right automation tools, lawyers can use technology to:
- Start document requests
- Obtain internal approval
- Document dates, signatures, and other information receipt
- Organize finalized documents
Workflow software configurations set conditions to trigger the next action. For example, if your firm is trying to collect prospective client details or if someone signs up for your firm’s newsletter, their email address is automatically added to an Excel spreadsheet.
5. Collaboration and Mobility
Moving document workflow to the cloud supports improved collaboration. With more people working remotely, sharing information online is beneficial. With many tools, people can work together in real-time online. Even those back in the office enjoy keeping up with case documents and communications on the go. With cloud software, staff and clients can stay involved from any mobile device.
6. Added Security
A law firm relying on paper documents risks all of its institutional history going up in flames, being destroyed in flooding, or another extreme disaster. Workflow automation digitizes documents and provides an online backup of the information. Although, it’s still a good idea to have another backup. We recommend keeping a current data backup in three different places.
7. Cost Savings
Workflow software handles administrative tasks more accurately and efficiently, which can mean hiring fewer admin personnel. Plus, with digital documentation, think of the file storage space you’ll no longer need. You might be able to add some offices or meeting rooms, or cut your real estate and off-site document storage budget.
Workflow automation is available to any law firm. You can start out with Adobe Sign or DocuSign, and Dropbox. Intermediate automation tools such as Zapier and IFTTT take it up a notch. Or you can invest in workflow automation software specialized for law firm management.
If you need help selecting the best workflow automation options for your office, contact us today. We’re here to set up, secure, and keep your software and systems running smoothly.
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