As
technology is advancing, the legal profession must keep up with these
technological and societal changes, explains Michael J. Riley, Sr. in an
article series.
Long
gone are the days of paper routing slips, desktop inboxes and consecutive
reviews by paralegals and attorneys during which papers and files are shuffled
back and forth.
—
Michael J. Riley, Sr., Attorney in New Orleans
In
this final article in a series, emergency responder and attorney Michael
J. Riley, Sr. discusses the advancements and impact of technology upon the
legal profession, and how it is being utilized to enhance the client experience
in terms of satisfaction and customer service. As technology reshapes all of
modern personal and professional life, the legal profession is no exception.
Emergency management covers a broad range of
issues that can be better managed with software and other technologies.
Emergency Management in the U.S. is
surprisingly broad. A lawyer in this area will encounter issues as diverse as
Grant Management and Administration, Public Assistance Program, Environmental
and Historic Preservation Requirements, Hazardous Materials, and Project
Funding. Incorporating technology into a law practice in this area can make the
practice more efficient and increase client satisfaction. In fact, technology
may enable the practitioner to exceed client expectations.
The
complete articles will be published on the blog of Michael Riley at https://michaeljriley.blogspot.com/
Incorporating
technology into a law practice can make the practice more efficient and
increase client satisfaction. In fact, technology may enable the practitioner
to exceed client expectations. Here are a few, simple-to-implement options.
Payment
Services-Electronic Invoices
Payment
by check is gradually becoming a thing of the past. Credit Card Payments are
now commonplace, and even other forms of payment such as ACH, wire transfers,
and Paypal are becoming more commonplace. While there are costs associated with
taking credit card payments or Paypal, the ease of use and the increased speed
of getting paid are often worth the fees. Many merchant account vendors now
provide a Web portal to facilitate online payments. Google and Square
(www.square.com) as well as Legal Software Systems
(www.legalsoftwaresystems.com) provide technology to accept payments via
smartphone.
There
are ethics opinions regarding Attorneys accepting credit cards for payments,
thus one should consult the local ethics rules.
Confidentiality
Protections
Maintaining
the confidentiality of client information is an ethical foundation of the
profession. Encryption tools may add extra security to electronic
communications. Document efforts to keep their clients’ information safe and
secure.
Signing
Documents Electronically
Services
like DocuSign (www.docusign.com), RightSignature (www.rightsignature.com) and
e-Sign Live (www.esignlive.com) can save time and effort in cases where no wet
signature is required and an electronic signature is sufficient.
On-line
Calendaring and Scheduling
Scheduling
meetings can be an enormous drag upon staff time and efficiency. This may cause
delays and confusion, especially when the client or lawyer must re-schedule a
previously scheduled meeting.
There
are several options for simplifying scheduling. One of them is TimeTap
(www.timetap.com). For example, potential clients can instantly schedule an
appointment online. It also removes impediments from new clients to make
contact with one’s Firm.
Online
scheduling and appointment booking products such as TimeTap synchronize with
your Outlook or Google calendar and display your free and busy times to your
clients and prospects.
Then,
by simply clicking on a button from your Web site or using a secure portal,
they can select one of your free times and can directly set up an appointment.
Time Tap offers the ability to send out automated appointment reminders, and
lets one reschedule and automatically send the rescheduling information. This
added efficiency and flexibility means fewer demands on their overcrowded
schedules. These services will contribute to improved quality, convenience and
affordability.
Example
of Technology Suite for a Small Law Firm
In
case you wonder what technologies other law firms have, here is an actual real
life example. This small law firm uses the following technologies:
•
CosmoLex (online and App) – Law Practice Management Software
•
LawPay (online and App) – Payment software for billing/invoicing.
•
Google Suite (online and App) – Document creation/management.
•
Dropbox (online and App) – Transfer/management of large files.
•
Westlaw – Legal Research.
•
Skype – Phones & video conferencing.
•
Facetime – Client communications.
And
since many law firms are gradually going “paperless,” a system for scanning
documents and managing electronic files becomes indispensable.
Conclusion
Harnessing
technology can greatly increase client satisfaction, save time and effort, and
reduce the stress of practicing law in this fast-moving world. Undoubtedly,
technology will continue to change the ways that legal teams serve their
clients. My personal advice is to take it step-by-step: evaluate where is the
greatest need in your office. Cooperating on documents? Scheduling appointments
with clients? Making payments easier for clients? Then develop a strategy for
best addressing those needs by implementing one of the numerous technological
options and integrating it into the workflow of the office.
*NOTE:
The inclusion of a technology or app in this article does not mean an
endorsement or approval. The listed technologies are just for illustrative
purposes. None of these particular technologies are endorsed or recommended by
this author.
The
complete article will be published on the blog of Michael J. Riley, Sr.
at https://michaeljriley.blogspot.com/
Disclosure & Disclaimer: The opinions expressed in this
publication are those of the author. They do not purport to reflect the opinions
or views of FEMA or any government agency.
Michael J Riley, Sr
Trained as a lawyer, J.D., University of Tennessee-Knoxville (1980), Michael J. Riley, Sr. currently
serves FEMA as an Emergency Manager, Federal Emergency Management Agency,
Operations Division Supervisor. Expertise
includes Small and Disadvantaged Business Enterprises, contract compliance, procurement, and
Civil Rights. He has served the American people and international community in
various different locations affected by natural disasters, including Puerto
Rico and Haiti.
Michael J. Riley, Sr. is an attorney in New Orleans with experience in emergency management and economic development.
