Future-Proof Your Law Firm

Use the Cloud to Keep Up with the Pace of Technology

It’s no secret; technology has accelerated the pace of change – in work and in life. There are a few ways that your law firm can go about adapting to these changes.

You could:

1. Bury your head in the sand and insist on the traditional ways of doing things.

2. Throw money at the problem, amassing all the new software and gadgets available and hiring experts to teach you how to use everything.

3. Make a simple change to the way you do work and handle your data.

Of course, the third option is making the change over to using a cloud environment, such as Legal Workspace. Using the cloud is an easy way to set up your firm for any future tech innovations, in addition to the other advantages it promises, like security and flexibility.

Why the cloud allows for rapid change

When a law firm operates from on-site servers, it lacks the kind of agility that using a cloud environment can provide. For example, what would happen if your biggest client suddenly placed regulations on your firm? How would you go about making sure you could meet those requirements? How much time, effort, and money would it take to give them what they wanted?

And if you were able to pull it off, would the client still be there, waiting for you to bring your security to their level?

Taking advantage of law firm cloud services removes that worry. Legal Workspace, because it was created specifically for law firms, utilizes military-grade security for all of its clients and can accommodate special requests from firms who use its services. HIPAA compliance obligations and any other high-level security requirements can be quickly applied to ensure that your clients’ data is protected.

That kind of behind-the-scenes agility is important because it also allows you to make changes to the way you do business. For example, if you’re not already taking advantage of legal document generation automation to streamline your attorneys’ workloads, you can select one of the applications that is compatible with Legal Workspace, work with its team of experts to customize the program to your preferences, and increase your efficiency.

Beyond that, the simple fact is that workplace culture is changing. Many attorneys are putting in the same number – or even more – hours than they ever did before, but they’re not necessarily doing it from the office. A cloud work environment, like Legal Workspace, allows attorneys to access their workspace from anywhere, on any device, at any time. If an attorney has a big realization while watching their kid’s soccer game, they can grab their smartphone and get moving.

The future is in the cloud

When you migrate to the cloud, a big chunk of worry falls away. No fretting about your data security’s adequacy. No concern about making the right software and application choices. No restrictions for your attorneys with regard to when and where they choose to work.

Now, which of these three options sounds like the best strategy:

1. Stick to tradition and hope your firm remains viable?

2. Throw money at the problem and try to do it yourself?

3. Or, lean on experts to take care of your technology issues by using a cloud environment?

Q1 Newsletter: The Latest from Your Law Office in the Cloud

IN THIS ISSUE

Spring Referral Deal

 

Do you know a firm that could use Legal Workspace? If you refer a law firm to Legal Workspace we’ll send you a $100 visa gift card.

Send your referrals to info@legal-workspace.com.

Offer ends June 1, 2017.


2 Easy Ways Legal Workspace Helps Users Tighten Security

 

Law firms have an obligation to keep client data secure. As hacking becomes an ever-increasing threat to businesses of all sizes—especially those that store and transmit sensitive data—two options, Two-factor Authentication and Email Encryption, can help put up barriers.

Read the article >>


10 Tips To Streamline Case Management Software

 

Practice and Case Management applications empower attorneys to streamline their law firms. Over time, the databases need to be cleaned-up to preserve data integrity and accuracy. Here are 10 tips to keep your practice management database trim, relevant, and running at optimal speed.

Read the article >>

Feel free to reach out to our legal applications team to learn more about customizing, automating, or upgrading your applications.


Support Whenever You Need It!

 

Legal Workspace’s helpdesk is monitored by experienced engineers capable of resolving desktop, practice management, legal applications, or workstation problems quickly and efficiently.  Our staff will troubleshoot your problem using the latest remote support tools and escalate the call, if necessary, to a specialist to resolve critical issues.

Monday – Friday 7AM – 6PM (MST)     Call (877) 713-8302, option #2

Should you have an after-hours emergency, please call the support line and a member of our technical staff will return your call within one hour.  Please note that after-hours labor rates and minimums apply. (877) 713-8302 | helpdesk@legal-workspace.com


Make Legal Workspace Better

 

If you see opportunities for improvement in either the service we deliver or product enhancements we are always here to listen. Email your feedback to feedback@legal-workspace.com.

Work Smarter, Not Harder: June 2016 Newsletter

IN THIS ISSUE

Work smarter, not harder

 

Christine Anderson recently joined Legal Workspace as our Legal App Specialist. Christine has over a decade of experience optimizing efficiency and profitability for legal firms. While she is familiar with most legal software apps she is particularly well-versed in PC Law, TimeMatters, Juris, ProLaw, Bill for Time, and QuickBooks.

Whether you’re looking to streamline accounting or improve productivity, there’s an app for that.

Looking for a better way to streamline case management?

  • Christine recommends Amicus for smaller firms and TimeMatters for larger firms. Both programs offer comprehensive, efficient case management to help you stay ahead of the workflow.

Do you need a billing system that also handles full accounting and financial reporting?

  • Christine recommends PCLaw or Tabs3 for smaller law firms and Juris for larger firms. With fully integrated time entry, billing, payables, receivables, and management reports, both of these will help you capture more hours, maximize revenue, and control costs.

Looking for an all-in-one solution for billing, accounting, and case management?

  • Christine recommends ProLaw, a fully integrated, robust, highly customizable system that allows front and back office to share the same client and case data.

If you’re interested in learning more about how legal applications can support your firm, please reach out to Christine at CAnderson@Legal-Workspace.com.


Legal Workspace Featured in Westlaw

 

Westlaw is an online legal research service for law related materials and services. Legal Workspace CEO Joe Kelly’s article about data ownership was selected for inclusion in the Westlaw database. The article highlights data-ownership rights in the cloud. With free and low-cost cloud storage services, lawyers might not even own their intellectual property after they upload it to the cloud. As tempting as iCloud, Google Drive, Dropbox, or other sites may be, lawyers need to do their research first before uploading.
Read the article >>


Client Spotlight

 

Has Legal Workspace helped your practice? We want to hear all about it.
We’re looking for clients who can answer a few short questions about how the cloud has helped their firm.
The answers will be turned into a case study and will position you and your firm as technology leaders and illustrate how Legal Workspace helps support your firm. Email TStork@Legal-Workspace.com to learn more and get started!


Support Whenever You Need It!

 

Legal Workspace’s helpdesk is monitored by experienced engineers capable of resolving desktop and workstation problems quickly and efficiently. Our staff will troubleshoot your problem using the latest remote support tools and escalate the call, if necessary, to a specialist to resolve critical issues.

Monday – Friday 7AM – 6PM (MST) Call (877) 713-8302, option #2

Should you have an after-hours emergency, please call the support line and a member of our technical staff will return your call within one hour. Please note that after-hours labor rates and minimums apply. (877) 713-8302 | helpdesk@legal-workspace.com


Make Legal Workspace Better

If you see opportunities for improvement in either the service we deliver or product enhancements we are always here to listen. Email your feedback to feedback@legal-workspace.com

Referral Special

Refer a firm or 2 or 3…Do you know a law firm that needs Legal Workspace? When you refer a friend or collage to Legal Workspace we will help them succeed and you will get a free month of service! Send your referrals via email to feedback@legal-workspace.com

What’s Killing Your Law Firm’s Productivity?

According to LexisNexis, the majority of non-billable hours are spent on practice management or administrative tasks. Process and workflow automation is as important for law firms as it is for any industry. Although your “product” is not tangible, it is nevertheless measurable. The “commodity” produced by attorneys is knowledge. This knowledge is often in the form of advice given, agreements achieved and documents produced. However, the value of all of these is usually measured in time. Therefore, in order to remain competitive, maximize productivity and minimize costs, attorneys must manage proactively and strategically the production of the time commodity.

Time management is where case management software can be of great benefit and provide a significant return on investment.  

What if you could:

— Ensure that you never miss a deadline?

— Generate documents (and find them later) with only a couple of easy steps?

— Create billing entries from any task (documents, calendar, notes, research, etc.) with just one button?

— Quickly turn those time entries into invoices that can be sent via email for faster payment?

— Find any document, file, note, message, etc. with one global search field?

— Access all items related to a case (calendar, documents, email messages, notes, contacts, etc.) from one window?

 

Practice Management Applications and Document Generation Software

 One key to maximizing revenue is to maximize the number of billable hours, and reduce the amount of time spent on non-billable activities. Although some of your non-billable tasks may not be related to a case, such as practice management and administration, often time is spent on case-related actions for which you would not want to bill your client, such as searching for a document, email, or notes that may not be organized as well as they should be.

At a rate of $300/hour, 10 minutes spent searching for stealth information is $50 of billable time wasted. You can easily see how this wasted time, protracted out by several cases, can result in a significant decrease in productivity and, ultimately, profitability.

 The good news is that Legal Case Management and Legal Accounting software can greatly reduce your number of non-billable hours as well as maximize your production of billable time.  There are several systems available that will help you accomplish all of the goals listed above, and more.

For case management we recommend Amicus (for the smaller law firm) and Time Matters (for medium to large firms). Both programs offer comprehensive, efficient case management and legal document generation to help you work more efficiently and meet deadlines.

 

Billing and Accounting Software for Attorneys

If you’re working long hours to increase revenue and not seeing a return, it might be time to look into a legal billing application. Thankfully there are many time and billing software options for attorneys to ensure you’re capturing all of your billable time and easily generating invoices for individual cases or en masse.

For small firms, Tabs 3 and PCLaw are complete time, billing and accounting systems with functions to meet the unique needs of legal billing and accounting. PCLaw has the added (optional) benefit of a front office module which also handles case management functions. For large law firms, Juris provides the scalability, flexibility and reporting requirements unique to firms with multiple attorneys, a large support staff and complex billing requirements. These systems provide easy methods for capturing all of your billable time and easily generating invoices either on an individual basis, or en masse.

These apps will help you capture more hours, maximize revenue and control costs with fully integrated time entry, billing, payables, receivables and management reports.

 

 Leveraging the Cloud

Most legal applications require dedicated space on your server. That’s where Legal Workspace comes in. Our clients find that maintaining their own server’s security, upgrades, repairs, support maintenance and uptime is time-consuming and costly. With Legal Workspace, we manage your server and IT needs so you can spend more time practicing law and less time worrying about server and IT maintenance.

Our secure legal cloud is the perfect environment to host your virtual law firm. Work from anywhere using any device to maximize efficiency while on-the-go.

 

Legal Workspace is a complete solution created exclusively for law firms.

— Full IT management and maintenance

— Enterprise-grade security to protect against online threats

— Access Legal Workspace from anywhere using any device

— Military grade data centers located in the US

— Easy and affordable scalability as your firm grows

— Host all of your legal and business applications, no on-site servers required

 

Download this blog post here.

 

Owning Your Data in the Cloud

As many law firms are discovering, the cloud can be a wonderful business tool. With cloud services, lawyers on the go can access their data wherever they are, on their preferred devices. They aren’t tethered to the office or cumbersome physical servers.

Some sites even offer free storage, which may be conveniently tied to email or smartphones. Yet as tempting as iCloud, Google Drive, Dropbox, or other sites may be, lawyers need to do their research first before uploading their important, confidential, or privileged information to these types of free and low-cost services.

Many of these sites are geared toward consumers, not law firms. Such sites may lack key security provisions, and it may not be clear where the data resides or whether users surrender their ownership rights to information in that particular cloud.

When weighing whether to use a cloud provider for any type of information storage, lawyers have a responsibility to know where their data is, feel confident that it won’t be lost or stolen, and understand who truly owns it.

Who Owns the Data?

With free and low-cost services, lawyers might not even own their intellectual property after they upload it. Terms of ownership can vary across sites such as Google Drive, Dropbox, Apple’s iCloud, and Microsoft’s SkyDrive. Clicking “agree” to extremely long-winded service agreements and uploading data often means that users automatically abide by the provider’s terms. As Microsoft says on its Services Agreement page, “By using or accessing the Services, or by agreeing to these terms where the option is made available to you in the user interface, you agree to abide by this Agreement without modification by you. If you don’t agree, you may not use the Services.”

These “free” services may not cost money, but that doesn’t mean they are truly free. Consider that Google sells ads based on the data it collects, which means someone at the company is looking at the data.

Many of these sites also retain the right to determine whether data is offensive or violates copyright or intellectual property law. For example, Apple reserves the right to delete any information in iCloud that it finds objectionable.

According to Apple’s service terms: “However, Apple reserves the right at all times to determine whether Content is appropriate and in compliance with this Agreement, and may pre-screen, move, refuse, modify and/or remove Content at any time, without prior notice and in its sole discretion, if such Content is found to be in violation of this Agreement or is otherwise objectionable.”

How Secure is the Data?

Data breaches are becoming a distressingly common occurrence. When hackers can penetrate the online defenses of highly sophisticated companies and publicize their most sensitive business information, lawyers should rightfully worry about the security of consumer-grade storage. If users have questions about security features and approaches, it may be difficult to even find someone at the provider’s organization who can answer questions thoroughly and knowledgeably.

These types of storage approaches are often associated with emails that require few log-in steps. If a user has her Gmail account stored on her smartphone and accidently loses it, whoever finds the phone may have an easy time accessing all the files connected to the cloud through that email address.

Where is the Data?

With something called the “cloud,” users should not be surprised that data can be located anywhere. Google alone operates data centers in South Carolina, Iowa, Georgia, Oklahoma, North Carolina, Oregon, Chile, Taiwan, Singapore, Finland, Belgium, Ireland, and the Netherlands. If lawyers need to find their data quickly, it may be far more time-consuming than they initially expect. If the information resides in countries with different privacy laws than the United States, lawyers may also find themselves with cross-border jurisdictional headaches.

Finding the Right Cloud Provider

While free or cheap cloud providers may seem like a bargain in the short term, they can be very costly in the long run if data is left vulnerable or lawyers have unwittingly surrendered their ownership rights to their own information. Law firms would be better off paying a little more for legal-specific cloud providers to get the security and peace of mind they need.

When looking at different cloud providers, there are several things to consider.

Thorough Security Protocols. While free and low-cost services certainly try to keep data secure, it may be difficult for lawyers, or any user, to find out exactly what protocols, firewalls, and operating systems are in place to protect information. When weighing whether to use a cloud provider for any type of information storage, lawyers have a responsibility to know where their data is, feel confident that it won’t be lost or stolen, and understand who truly owns it.

It may also be difficult for users to find out which employees have physical and virtual access to their data and what background checks have been performed on those employees.

Legal-specific Software and Infrastructure. While many of these cloud services are easy to use, they may not integrate well with the other tools and software the firm uses. This means that data may be difficult to access and merge with the other technology.

Trained and Vetted Staff. When lawyers using free cloud storage have questions, they may not know who to contact for information. It may also be difficult to determine the level of training and expertise of those they do speak with. If a lawyer has trouble getting data in the cloud, finding someone who can help could be a serious issue. There may also be little recourse if the data cannot be recovered.

Conclusion

“Free” doesn’t always equate to inexpensive. Lawyers looking for cloud storage options should be willing to pay a little more for enterprise-grade, legal-specific data storage. Otherwise, they may find out too late that they don’t truly own their data or that someone else has taken it.

Q4 Newsletter: The Latest from Your Law Office in the Cloud

IN THIS ISSUE

Security Enhancements

 

Intrusion Detection System – A couple of months ago during our maintenance window, we implemented new redundant firewalls and an intrusion detection system. An IDS monitors the network traffic in and out of Legal Workspace for malicious activities. By identifying suspicious patterns it can prevent an attack from someone or something attempting to compromise your system.

Another optional security enhancement we now offer is two-factor authentication.  For a nominal fee per user, this service provides a second layer of security to your remote desktop login.  The way it works is that anytime you enter your password to access Legal Workspace, you will receive a pop-up message on your mobile device, you will have to hit yes to let the system know it is in fact you that entered the password. While we do have controls in place to lock an account if multiple incorrect passwords are entered, this second layer of security will protect you if someone ever gains access to you password.  Contact our team to learn more about adding two-factor authentication to your Legal Workspace plan for a low monthly cost.


Support Whenever You Need It!

 

Legal Workspace’s helpdesk is monitored by experienced engineers capable of resolving desktop and workstation problems quickly and efficiently.  Our staff will troubleshoot your problem using the latest remote support tools and escalate the call, if necessary, to a specialist to resolve critical issues.

Monday – Friday 7AM – 6PM (MST)     Call (877) 713-8302, option #2

Should you have an after-hours emergency, please call the support line and a member of our technical staff will return your call within one hour.  Please note that after-hours labor rates and minimums apply. (877) 713-8302 | helpdesk@legal-workspace.com


7 Advantages of the Cloud for a Law Firm

 

Do you know anyone that is still deciding between a cloud-based IT solution and on-site IT for their firm? There are multiple reasons why moving your law office to the cloud will make technology more accessible, security more reliable and your IT budget cost efficient. Here is a great article about some of the advantages.

Read the article >>


More Law Firms Embrace Cloud-Based IT

 

More and more law firms continue to make the switch from traditional on-site technology to a secure cloud-based approach. A cloud-based work environment provides many benefits such as enhanced security, scalability, encrypted data and operational efficiencies that are associated with the ability to work from any device or location 24/7. With law firms experiencing a surge in progression to the cloud it is only a matter of time before traditional on-premises IT is thing of the past.

Read the article >>


Have You Seen Our Video?

 

See how our cloud-based solution simplifies the business of practicing law.
Watch the video >>


Client Spotlight

 

Has Legal Workspace helped your practice? We want to hear all about it.

How has the cloud helped your practice? We’re looking for clients who can provide a short quote that shares their experience with Legal Workspace. In the end, your firm will be positioned as a thought leader by Legal Workspace with marketing activities to help increase your website performance and visibility for your law firm.

Email rblakely@legal-workspace.com to learn more and get started!

 

“I highly recommend Legal Workspace for the primary reason that it helps me sleep at night and focus on my cases. Being a small firm owner, it is easy to spend crucial time, money, and emotions on technological issues. Not us! Our technology system is organized, streamlined, accountable, and secure. We have the ability to have multiple users log into our system no matter where they are and I am never worried that I am going to lose data, calendar or contact information or files. I simply cannot imagine my practice without Legal Workspace.”

– Dustin Compton, Founder, Compton Law Firm

Make Legal Workspace Better

If you see opportunities for improvement in either the service we deliver or product enhancements we are always here to listen. Email your feedback to feedback@legal-workspace.com

Referral Special

Refer a firm or 2 or 3…Do you know a law firm that needs Legal Workspace? When you refer a friend or collage to Legal Workspace we will help them succeed and you will get a free month of service! Send your referrals via email to feedback@legal-workspace.com

Joe Kelly, Founder and CEO of Legal Workspace, to Speak at the 2015 Colorado Legal and Technology Expo

Legal Workspace, a leading provider of cloud-based work environments designed specifically for law firms, today announced that its founder and CEO Joe Kelly will be a featured presenter at the Colorado Legal and Technology Expo in Denver, Colo., on Aug. 21.

The expo, presented by the Colorado Bar Association, shares the latest in trends, legal services and technology that can help attorneys improve their law firms’ efficiencies. A resource for solos, small firms, larger firms, and legal departments, it provides hands-on practical information that can result in an increase in billings, greater operational flexibility and cost savings. The program also offers CLE presentations on key technology topics presented by leading attorneys who live and breathe technology in their practice.

Kelly’s presentation, scheduled for Aug. 21 at 3 p.m. MT, will focus on the convergence of the cloud and security. He will discuss how the expectations are changing for attorneys when it comes to keeping their clients’ data confidential. This includes explaining key security concepts such as physical and technical security, disaster recovery, firewalls, Intrusion Detection and Prevention systems, compliance, encryption and more.

To register for the expo and Kelly’s presentation, visit www.legaltechexpo.com.

What: Cloud and security presentation by Joe Kelly at the Colorado Legal and Technology Expo
When: Aug. 21, 2015
Time: 3-3:30 p.m. MT
Where: Warwick Hotel, 1776 Grant Street, Denver, CO 80203
RSVP: www.legaltechexpo.com

Legal Workspace Increases Client Base, Support Personnel and Partner Reach in 2014

Legal Workspace, a leading provider of cloud-based work environments designed specifically for law firms, today announced that it increased its 2014 customer base by 37 percent when compared to 2013. Additionally, the company welcomed new clients and a new partner in 2014.

The company attributes this success to its unique, legal-specific virtual work environment coupled with law firms’ rising acceptance of cloud-based technology.

Legal Workspace’s accomplishments in 2014 included:

• The finalization of a partner agreement with LawBase as well as the first installation of LawBase in the Legal Workspace environment.
• A renewed Worldox certification.
• A new Time Matters certification.
• The addition of legal systems engineering and marketing staff with first-hand knowledge of law firm operations and processes.

“The cloud is truly freeing attorneys from location and accessibility constraints. We take this a step further by transforming firms into cloud-based operations which give lawyers and paralegals mobile access while eliminating the complexities and costs of managing IT on-site. Legal Workspace, which was first introduced in 2008, can tackle complicated systems and tasks in a short period of time such as large scan and print jobs, integrating applications with email, hosting practice and document management databases and linking to indexed data,” said Joe Kelly, CEO and founder of Legal Workspace.

Legal Workspace, created for lawyers by professionals well-versed in the special demands and requirements of law firm practices, hosts software applications such as Microsoft Windows, Office and Exchange and anti-virus and anti-spam protection to create a virtual law firm platform. Through partnerships, Legal Workspace also offers cloud-based access the following practice management, document management, time billing and legal document generation automation software:

• Amicus Attorney®
• Needles®
• Practice Master®
• Thomson Reuters ProLaw®
• Worldox®
• Microsoft SharePoint®
• Timeslips®
• Tabs3® Billing Software
• QuickBooks®
• Hot Docs®
• ProDoc®

Visit Legal Workspace at LegalTech New York (booth 434) for demonstrations and more information.

You can learn more by visiting Legal Workspace or watch our video.

Resolve to Simplify your IT Budget

law-firm-IT-resolutions-in-2015As we say goodbye to 2014, we say hello to a new year. The New Year is all about changing old ways and starting fresh. Some of the first items to reevaluate are your law firm’s IT operations and budget.

For instance:

What did you spend on IT support in 2014?
Will you need to replace hardware to keep things running smoothly?
What software are you going to be required to upgrade?
Have you considered moving your law firm to the cloud?

With so many questions to consider, your IT challenges can be overwhelming.

That’s why we’ve put together this infographic to show how cloud services for law firms stack up against a traditional on-site IT solution. (Spoiler: The cloud can offer increased flexibility, security and legal industry support.)

resolve-to-simplify-it-budget-infographic

Cloud Computing Is the Number One Technology Trend of 2015

Business Insider recently listed nine technologies that companies will be turning towards in 2015 and cloud computing is number one. Here is why:

For the past few years, enterprises have been slowly shifting away from buying software and hardware. They want to rent it from someone else, hosted elsewhere, paying only for what they actually use. This is known as cloud computing.

By the end of 2014, this trend has turned from a trickle to a stream. In 2015 it will become a waterfall.

IDC predicts that in 2014, companies will have spent $56.6 billion on the cloud, and that the cloud market is growing 22% a year, six times faster than the growth of the whole IT industry. By 2018, companies will be spending $127 billion on the cloud.

Read the whole list here

Are you considering moving your law practice to the cloud? Look no further than Legal Workspace.