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MODERNIZATION PLAN

MODERNIZATION PLAN. Changes that will increase the firm’s efficiency and profitability. Major Problems Observed. Firm lacks general law firm software Cumbersome billing process Detached calendar system Disorganized papers Losing staff due to long commutes Inefficient research materials

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MODERNIZATION PLAN

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  1. MODERNIZATION PLAN Changes that will increase the firm’s efficiency and profitability

  2. Major Problems Observed • Firm lacks general law firm software • Cumbersome billing process • Detached calendar system • Disorganized papers • Losing staff due to long commutes • Inefficient research materials • Stagnant and outdated website • Nonexistent marketing

  3. Use technology to improve our firm’s Efficiency & Profitability

  4. Solutions to Problems Observed • Your PC should be used to run your office • Billing software designed for lawyers • Systematize everything • Electronic filing • Work from home • Online legal research • Create an effective website • Marketing through multiple medias

  5. Software Problem: Firm lacks general law firm software. Solution: Your PC should be used to run your office! • Cloud-based software programs • Functions • Calendaring • Task tracking • Phone messaging • Timer • Skype integration • Mobile access • Network searches • Tagging • Collaborative documents and notes • Conflict checking Training is CRITICAL

  6. Billing Problem: Billing is cumbersome and all time is kept on paper Solution: Billing software designed for lawyers! • Time keeping • Cloud-based time and billing with built-in timer • Functions • Expense and time tracking • Invoicing • Batch billing • Matter-based ledgering • Accounts receivable reports • Apps for smart phones and iPads

  7. Billing (continued) Problem: Billing is cumbersome and all time is kept on paper Solution: Billing software designed for lawyers! • Billing Frequency • At least monthly • Bill a quarter of the clients weekly • Better ability to catch problem-pay clients promptly

  8. Calendaring Problem: Detached calendaring system Solution: Systematize everything! • Maintain a calendar to manage our office and docket controls • Integrated calendar can be used to schedule: • Appointments • Court dates • Conferences • Depositions • Reminders of all upcoming deadlines and appointments • Functions • Calendars can be viewed from user and firm’s perspective • Add users to the calendar • Ability to see availability of all firm employees

  9. Filing Problem: Disorganized papers throughout the office. Solution: Electronic filing! • Scanners • Smaller, personal scanners cost less than $200 • Larger, industry standard cost less than $500 • PDF creation • Adobe Acrobat X Professional • Less expensive and free options • Scan, shred or store • Everything but key original/client documents

  10. Filing (continued) Problem: Disorganized papers throughout the office. Solution: Efficient filing! • Use a filing system • Organize by color • File folders – different kinds of cases • Papers – different types of documents • Three ring notebooks • Arrange by date • Maintain a filing system • Remove duplicate copies • Return original documents to clients • Know when to close and/or destroy

  11. Loss of Personnel Problem: Losing staff due to long commute. Solution: Work from home! • Equipment • Desk • Chair • PC • Web cam • Skype capability • Phone • Small copier and scanner • PC area at office • Commute to office sporadically, if needed

  12. Legal Research Problem: Ineffective legal research; no online resources. Solution: Online legal research! • LexisNexis/Westlaw • No extra space required • Pricing plans • Low cost alternatives • General legal research sites • Government information • Federal courts • State courts • Legislation and regulations • Legal periodicals Training is CRITICAL

  13. Website Problem: Stagnant and outdated website. Solution: Create an effective website! • Content • Usability • Design • Marketing • Periodic updating • Website for each area of law • Hire an outside expert

  14. Marketing Problem: Nonexistent marketing. Solution: Marketing through multiple medias! • Organization membership • Yellow pages • One-inchers • Newspaper ad • Smaller publications • Web marketing • Make web ad catchy and memorable • Legal directories • Social networks • Facebook • LinkedIn

  15. Outside Help • LOMAS • Law Office Management Assistance Service • Telephone consultation • Free and confidential • Reference library services • Voluntary on-site consultations • Detailed analysis of management policy, procedures and issues • Consultants • Recommended by other lawyers • Other attorneys • Monthly meetings • Discuss problems and solutions

  16. Questions to Answer • How would you prioritize what needs to be done to improve the firm’s profitability? • Make simple transitions first • Systematize everything • Nothing has to be permanent • How would you persuade the other lawyers to consider your plan? • Transitioning is easy • Getting paid on time • Driving in clients • Improved productivity • More billable hours

  17. Use technology to improve our firm’s Efficiency & Profitability

  18. Questions?

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