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Email Security Tips for Attorneys & Legal Staff

It’s important to keep up with the latest technology trends as an attorney, especially when handling confidential client information. Rekall is here to help with just that. Below are some useful tech tips on how to protect your inbox, and keep your client data safe.

Improve Your Email Password Security

Password strength is essential to preventing the unauthorized use of attorney email accounts as well as other web-based accounts.  If you are using a password that can be found in the dictionary or a password that someone can guess by looking at your family tree, your information is at risk.  Furthermore, if you have any reason to believe your email account has been compromised, change your password right away.  Your email password should be at least eight characters in length.  Those characters should be a combination of upper case letters, lower case letters, numbers and special characters.

Use Two Factor Authentication

Two factor authentication provides an additional layer of security to your account.  Two factor authentication requires you to enter your password along with another code such as a string of numbers texted to your phone.  However, two factor authentication is not a foolproof method of protecting your account.  If a hacker is determined enough to access your email data, he or she will go to great lengths to compromise your account.  Your mission is to make such a hack as difficult as possible.

Never Store Passwords in the Vicinity of Your Computer

It is a mistake to write down your email password on a sheet of paper, fold it in half and slide it under your keyboard or monitor.  If anyone can simply walk by your cubicle or office and find your password, it is only a matter of time until someone with bad intentions accesses your email.

Change Your Password Every Couple Months

If you think it will be difficult to remember your password, use a password manager.  Password managers create, pull and track user passwords.  Just make sure you do not forget your password manager login/password or you won’t be able to access your passwords.  If you are against the idea of using a password manager, opt for passwords you can memorize.  This way, you will be able to recall your passwords from memory in a moment’s notice without relying on a digital password manager.

Recognize the Fact That Email Will Never be Completely Secure

Regardless of how many digital security measures you put in place, email will never be 100% secure.  Make sure your clients are aware of this fact.  Encourage clients to share highly-sensitive information face-to-face as opposed to through email.  Clients should never share their bank account number, credit card number or Social Security number through email or text message.  Above all, share your newfound knowledge of email security with your support staff.  Spread the word about how to email securely and you will dramatically reduce the chances of an email breach at your law firm.

An Inside Look at why Data-driven Attorneys Make More Money

Law firms are in business to make money, help people and ensure justice is served.  However, the primary reason why people around the globe practice law is to make a good living.  Legal practitioners who make prudent use of data ultimately make that much more money.  If your law firm is not data-driven, it is time to put the “information avalanche” to good use.

The Importance of Being a Data-Driven Law Firm

Data-driven attorneys have made significant financial gains in recent years.  There is no reason to assume these legal practitioners are uber-smart or tech geeks.  The little-known secret of successful data-driven law firms is they make the most of the information they generate.  In particular, data related to pricing matters a great deal.  Nowadays, clients anticipate they w ill be provided with the option of an alternative fee arrangement.  However, plenty of attorneys have not delved into these waters as they suspect they will have to set their fees egregiously low.  However, the proper use of accurate data will make it that much easier to set the proper fixed fees that prove mutually beneficial to clients as well as attorneys.

Setting the proper pricing will prove easier with the analysis of data from prior cases.  In particular, the number of hours each case required and the tasks necessary to complete those cases matter a great deal.  Zero in on the amount of money your law firm earned from these tasks before making a decision on your pricing strategy.  Once you have all the data analyzed, you can make a prudent decision about client fees in the context of their unique cases.

Creating additional revenue is not completely centered on recruiting more clients.  Revenue generation is also dependent on how you and your team spend your time. The top attorneys at your firm should use this data to gauge whether company resources are being used in a manner that generates profits.  Analytics can also be used to review the law firm’s performance and set the stage for future success.  Such forecasting predicts patterns likely to develop in the future, the likelihood of new cases being added and the areas of the practice most likely to grow or shrink.  Data ultimately helps law firm partners and head attorneys make intelligent, highly-strategic business decisions that ensure success across posterity.

Every Law Firm can Become Data-Driven

Transitioning into a data-driven law firm is somewhat challenging yet every firm is capable of making this important segue.  Myriad resources are available to help your firm collect and study essential data that paves the way toward increased profits.  It all starts with collecting data.  Law firms should have accounting and practice management systems established to collect specific information.  Everything from collection rates that compare revenue to billing to realization rates and utilization rates should be tracked down to the very last detail.  This information is essential to understanding the number of hours spent completing billable work, the amount of money collected and the effectiveness of attorneys’ time spent working.

Once the data is collected, it must be analyzed.  The proper legal billing and practice management programs will facilitate this task.  As an example, TimeSolv’s legal time tracking/billing program gives attorneys access to dozens of reporting features.  These features reveal important insights about time tracking, accounts receivable, project management, invoicing, payments, timekeeping and beyond.  Make use of these insights and it will not be long until your law firm is truly data-driven.

Why Most States Will Likely Require CLE Technology Training in the Years Ahead

As of 2019, only two states mandate the completion of a technology component as a part of continuing legal education credit.  Attorneys far and wide partake in ongoing training and education in subjects such as ethics yet tech has been neglected for the most part.  It might not be long until attorneys beyond North Carolina and Florida are forced to take technology credit hours at least once every year couple years.  Technology will undoubtedly continue to rapidly evolve, making the workplace that much more challenging for attorneys.  Fast forward five years and it is highly likely every state will mandate licensed attorneys take a minimum of a single hour of tech training every year or two to ensure competency with the latest tech advances.

Attorneys Must Embrace Technological Challenges

Though most attorneys did not receive extensive tech training in law school, computers, the web and other digital devices are becoming key components of the legal landscape.  If an attorney is incapable of using electronic calendaring, managing a caseload with the proper software and interacting with clients through digital devices, he or she will be at a significant competitive disadvantage.  Those who embrace technology and incorporate it to automate processes will find these tools quite helpful.

Technology for Improved Legal Services

It might not be long until tech advances liberate attorneys and paralegals from monotonous office activities.  All sorts of mundane and repetitive law firm tasks are being automated with each passing day.  However, some attorneys refuse to change with the times.  Those who remain abreast of improvements in technology and implement those improvements will be able to serve that many more clients in a much more efficient manner.  As an example, tech platforms contain tools that permit the automation of case searches for cases with pre-established criteria.  It is now possible for automatic notifications to be transmitted that detail new litigation, case updates and other essential information.  Such automated tools help attorneys stay on top of matters that affect clients without investing an abundance of time, effort and capital.

If ongoing tech education were required of licensed attorneys, they would find it much easier to automate case queries based on pre-established criteria.  Even something as simple as generating electronic templates for motions challenges some of today’s most experienced attorneys.  Though these legal practitioners are certainly worth their keep and then some, they are at a competitive disadvantage with attorneys willing to integrate the latest tech advances.  The end result of embracing tech is less time and money spent on client cases.   Rather than focus on completing routine tasks, attorneys are liberated to invest their time and effort solving much more complex problems.

Busy Attorneys Cannot be Expected to Master the Latest Technological Innovations

The average attorney is unwilling to invest the time necessary to learn the nuances of the latest tech.  This is precisely why there should be a technological component of ongoing legal education for licensed attorneys.  If continuing legal education requirements mandated the completion of tech courses, attorneys would be more capable of streamlining tasks, reducing client costs and shifting their focus to providing legal advice.  The end result of ongoing tech education for licensed attorneys would ultimately prove mutually beneficial to attorneys as well as clients.  It is not a question of if but when attorneys will be required to complete a tech credit hour at least once every year or two as a component of continuing legal education and training

How to Leverage Your Reputation to Stand out in a Crowd and Gain Clients

Online reviews posted to web directories have quickly become an important gauge of every firm’s merit.  These online reviews also serve as a tool to dictate buyer behavior.  Most customer trust online reviews just as much, if not more than in-person referrals from co-workers, friends and others.  However, plenty of businesses are leaving web reviews to chance.  The question is what your firm can do to ensure it is controlling its reputation on the web.

Seek Feedback in a Proactive Manner

Be proactive by seeking feedback from current and former clients.  Instead of merely featuring these reviews on your website, encourage clients to post them online.  A steady stream of positive online reviews will enhance your local SEO, boost customer confidence in your company and provide you with the insight necessary to enhance your operations.

Respond to Negative Reviews

Do not let negative reviews go unaddressed.  If you notice one or several negative reviews in the online directories, respond with your firm’s official account.  Do not admit fault in this response.  Show empathy for the client, recognize his or her complaint and leave a brief message.  This is your opportunity to show the masses you genuinely care about your customers, especially the ones who are dissatisfied with your service.  The worst thing you can do is let those negative online reviews go unaddressed.  The lack of a response to a harsh write-up legitimizes it to those looking at online reviews of your firm.

Do not Fall Into the Trap of Posting Fake Reviews

Too many businesses manipulate online reviews assuming they will not be caught and no harm is done.  If your services are worthy of what you charge, there is no need to manipulate online reviews.  If clients somehow catch wind of the fact that you are posting fake reviews to online directories, word will spread and hardly anyone will be willing to pay for your services.

Check Your Online Reviews With Regularity

It is a mistake to assume every single client you serve is as happy as he or she indicates during your social interactions.  Even if you think your team has done an exemplary job serving clients, you should still take a look at your online reviews at least once each month.  If you notice any fake reviews, reviews with half-truths or bald-faced lies, address them immediately so web surfers do not assume your firm is not worth its keep.  Even if a particularly harsh review cannot be taken down, posting a reply will show prospective customers you genuinely care about their business.

How to Select Legal Tech With a Quantitative Approach

Selecting the optimal tech tools for your firm is easier said than done.  Make the wrong decision and you will waste not only money but also time and effort.  However, tech is not the average attorney’s specialty.  There is no reason to limit the number of prospective options to implement at your business due to tech ignorance.  Nor is there any reason to follow the path of least resistance.  It is imperative you take your time, review all tech options and find the right price point.

Perform a Quantitative Analysis Before Selecting Legal Tech

Take some time to consider the business and legal requirements of your unique business.  The final decision should be heavily influenced by an in-depth quantitative analysis.  This approach guarantees your decisions are made in accordance with your firm’s unique needs and your decision is truly objective.

The quantitative approach to choosing legal tech starts with the identification of the problem to be solved.  Create a list of features necessary to solve this problem.  As an example, options include a smart form to gather information, a seamlessly integrated tool for electronic signatures and approval via email.  Create an expansive list of the functional requirements for contract life cycle management systems.  Transmit this list of features to the vendors for completion.  Score each vendor’s responses, rank solutions and make a decision.  In terms of weighting, it is logical to use a scale of 0 to 5 in which low numbers represent indifference while high numbers represent essential or critically important items.

Quantify Availability

Some vendor systems do not cover specific features while others are more expansive.  Use a weighting system similar to the one detailed above to quantify the availability of each vendor’s offering.  As an example, if a certain feature is available immediately, straight out of the box without any need for customization, it should be scored on the upper end of the numerical scale.  If the feature is merely available yet vendor configuration is required or not on the road map of all, it should be scored on the lower end of the scale.  The scores in each category should be weighted to determine each vendor’s unique score.

Rank the vendors to determine which are worth extended consideration.  The overarching aim should be getting as close as possible to performing a live test of the system.  If possible, procure access to a sandbox or a tryout period in which you can opt-out of the license if disappointed.  Such testing will shed light on obstacles standing in the way of implementation that cannot be identified in a demo.

Invest the Time and Effort Necessary to Select the Right Legal Tech

It will take some time, effort and patience to quantify the merits and drawbacks of prospective legal tech.  Make this investment, partner with the right tech provider and you will have all the information necessary to make an informed choice.  When in doubt, consult with the tech experts for guidance throughout this challenging yet important process.

Law Firm Inbound Marketing Strategies for 2019 and Beyond

It was not long ago when most attorneys relied on word-of-mouth referrals to establish relationships with new clients.  Word-of-mouth referrals are still important yet inbound marketing has emerged as an essential means of connecting with new clients.  Law firms that do not take advantage of inbound marketing opportunities will gradually lose clients to those willing to venture into the digital marketing realm.

Law Firm Marketing Campaigns are Evolving

Old-fashioned attorneys still rely on traditional outbound advertisements with varying degrees of success.  The strategic placement of a billboard ad, a TV spot or a radio commercial will generate new business.  However, inbound marketing through social media, search engine optimization (SEO), online banner ads and strategically-produced web content makes it that much easier to connect with a steady stream of new clients.  It is certainly possible these relatively new forms of inbound marketing will soon replace the bulk of comparably antiquated outbound marketing methods.

Content Reigns Supreme

Inbound marketing enthusiasts have repeated the mantra of “content is king” for several decades.  Online content has been and likely always will be an important bridge that connects clients with law firms and vice versa.  Everything from a law firm’s social media posts to its blog, website content and other aspects of its online footprint matter a great deal.  Every single piece of law firm content should be created with SEO in mind.  This means strategic keywords, key phrases and subject matter must be used with regularity to help prospective clients find the law firm on the web.

It is not enough to produce a steady stream of new content laden with keywords if that content is not engaging.  The best online content is interesting, insightful and informative.  When in doubt, present your target audience with useful information that helps them solve problems.  If you can make life easier for your audience, they will be that much more inclined to reach out to your law firm for legal services.

Establish a Presence on the Web’s Review Directories

There are numerous online review directories available to clients to critique law firms as well as other businesses.  List your law firm on these directories to facilitate the posting of online reviews of your legal services. It will also help to post truthful client reviews to your law firm website.  Prospective clients really will take these reviews to heart.

If you find negative reviews of your law firm posted to the web, do not hesitate to respond to them.  Post a public rebuttal or apology so everyone interested in your firm’s legal services can view your carefully-worded response.  If a certain client is particularly pleased with your firm’s legal services, do not hesitate to ask him or her to post a review on the web.  Such a glowing review will enhance the perception of your law firm, help you connect with that many more clients and do what matters most: bolster your bottom line.

Focus on High-quality Links

When websites link to your law firm site, it communicates to search engines that your site is inherently useful.  Such links prove your online content is meaningful to users.  However, some bad links exist.  If uninformative websites rife with online spam link to your law firm website, it will not boost your SEO.  Establishing good links takes time and effort.  Consider registering for membership-only web databases, reaching out to local news organizations for exposure and posting guest blogs to other respected sites.  Make sure all of your online content posted on blogs, websites and social media provides readers with at least one easily accessible link to your your homepage.  Put in the effort to establish high-quality links and it really will be that much easier for interested parties to find your firm through search engines as well as other relevant websites.

Signs You are Ready to go Solo With Your Own Law Practice

Most attorneys dream about starting their own law firm yet few actually make this daring career leap.  It is awfully difficult to determine when the time is right to go solo.  After all, leaving a comfortable position with a successful law firm to launch your own practice is inherently risky.  However, there are a few telltale signs the time is right to make a name for yourself instead of working hard to make those above you on the legal totem pole that much wealthier.

Sign #1: You Have an Abundance of Clients and Steady Work

If your “work pipeline” is primed with clients in need of your legal expertise, it might be the right time to go solo.  Alternatively, if you are struggling to attract clients and lack social graces, you will likely find it difficult to succeed as a solo practitioner.  Wait until you are sure you will have a steady flow of work before making this risky transition.

Sign #2: You are Looking for a Challenge

Practice law for several years in the same legal niche and you will likely become bored.  There comes a time in every attorney’s career when a new challenge is necessary.  Embrace new challenges by forming your own law firm and you will enjoy the mental stimulation necessary to be actively engaged with your work.  Just be careful what you wish for.  Seeking out new challenges has the potential to backfire in a big way.  If you are not ready to take on more work or work of a different variety, you will inevitably become flustered and wish you had remained with your former employer.

Sign #3: You Relish the Opportunity to Lead Others

Perhaps the best reason to segue to your own practice is to be your own boss.  Part of being the boss is leading others.  If you dread delegating work, interviewing potential employees and leading others, it is better to remain in your comfort zone with your current employer.  Even if you enjoy leading, there is no guarantee you will enjoy disciplining/terminating employees.  Do not make the transition to your own practice unless you are absolutely certain you are willing to hire, fire, reprimand and be a true leader in every sense of the word.

Sign #4: You Have Grown Tired of Law Firm Politics

Office politics are a fact of life.  However, such politics do not mean nearly as much when you are the boss.  If you are tired of playing the political game at work, you should give serious consideration to launching your own law firm.  There is no sense dealing with the passive-aggressive nature of certain employees, a demeaning boss or the shady ways of colleagues when you can go solo.  Emphasize your distaste for office politics when interviewing prospective hires and you will have done your part to prevent the formation of a toxic work environment.

A Brief Look at how the Digital Shift Will Shape Law Firm Services in the Years to Come

The digital transformation is affecting nearly every industry including the legal sector.  Law firm services of the 80s and 90s are dramatically different than those provided today.  These alterations are impacting attorneys as well as clients.

Tech Integration is Changing Legal Services

Technology is now being used to integrate attorneys with clients, court officials and other parties.  It is now possible for multiple parties to modify documents and collaborate with one another through digital devices in real-time.  Everything from the cloud to video conferencing and web-connected mobile computers are greasing the wheels of business in the legal industry and beyond.  Integration is essential for systems as well as employees and law firms as a whole.  After all, this is the information age; data has never been more important to a law firm’s success.

Let’s take a quick look at an example of the digital shift in the context of the legal industry.  Consider a law firm that must extract information from numerous documents to make prudent decisions for improved efficiency.  If this type of endeavor were attempted without the assistance of technology or the latest tech programs designed to ameliorate such challenges, the law firm would inevitably waste an abundance of time and resources.  Such waste really is a significant competitive disadvantage.

The Client Experience in the Context of the Digital Transformation

Law firms that fail to make a seamless transition to the digital realm run the risk of straining client relations.  Clients are looking for the most efficient law firm possible as legal services are billed in increments of time.  The failure to automate repetitive tasks will make law firms less efficient and therefore less desirable to clients.  The average client will not hesitate to jump ship for a more efficient law firm that ultimately provides more bang for the buck in as little time as possible.

The Digital Shift in the Context of Regulations

The digital transformation presents innumerable opportunities for legal practitioners to remain in full compliance with the latest regulations.  A law firm that fails to adhere to these dynamic regulations runs the risk of fines, a diminished reputation in the community and the loss of essential clients.  Alternatively, law firms that implement digital security protections such as multi-factor authentication, disk encryption and secure file transfers will find it much easier to comply with regulations.

Even if the law firm is not audited or otherwise reviewed for compliance with regulations, the ongoing implementation of improvements in digital security will make its legal services that much more attractive to prospective clients.  The message is clear: attorneys who ignore the latest digital technology advances will be at a competitive disadvantage.  Fail to adjust to these incredibly dynamic times and your law firm will gradually lose clients as well as employees.

Clues Your Law Firm’s Technology needs Updating

Technology is changing at breakneck speed.  If your law firm were to implement all of the latest technology, you would have little money remaining to pay salaries and cover overhead expenses.  However, using decades-old technology also has the potential to sabotage your firm’s financial viability.  Strive for a balance between managing costs and upgrading your tech and your law firm will retain its competitive advantage.  Without further adieu, let’s take a look at the top signs that indicate your law firm’s technology needs to be updated.

Clue #1: Employees Resort to Their own Tech Devices

Lawyers, paralegals and administrative staff who turn to their personal computing devices instead of work computers are sending a clear message that company computers are outdated.  Allowing employees to use their own computing devices is problematic for several reasons.  For one, personal devices tend to be less secure than company devices.  Furthermore, employees are likely to digress from work-related activities when using their personal devices.

Clue #2: The Lack of Automation

Law firms have more than their fair share of monotonous, time-consuming tasks.  From scheduling to transmitting emails, client billing and beyond, there are plenty of opportunities for automation.  If your firm has not yet automated such tasks, it is time to join the tech revolution.  Once these repetitive tasks are automated, your law firm staff will be liberated to focus on much more meaningful and challenging projects.

Clue #3: Client Service is Egregiously Slow

Your firm’s clients need and deserve efficient service.  If you notice it takes your team a while to serve your clients, it is a sign your tech needs updating.  Replace the old technology with comparably fast new devices and it will be that much quicker and easier to serve your clients.  In general, you should replace your firm’s computers once every half-decade to ensure fast and effective service.

Clue #4: Tech Warranties and Support Agreements are Expiring

An expired warranty or support agreement is a clear indication it is time to consider an upgrade.  Upgrade to new tech and you will enjoy the many benefits of new warranties and support agreements.  This way, if anything goes wrong, you will have the support necessary to ensure your tech investment is well worth the money.

Clue #5: Your Office is Laden With File Cabinets

Though every office will likely need at least one or two file cabinets, the majority of your firm’s information should be stored in a digital manner.  If you have not yet scanned the bulk of your data into computers, it is time to make the digital transition.  Cut down on the file cabinets and paper and your law firm employees will have that much more space to maneuver through the office without impediment.  Going digital will also facilitate the retrieval of information in a timely manner as there will no longer be a need to pull paper files from traditional file cabinets.

Surrendering Our Privacy One Click at a Time

Attorneys, just like everyone else, tend to scroll on down to the bottom of online and other digital agreements, click “agree” and proceed to hand over their credit card information, personal signature and general consent.  The vast majority of people do not read a single word of legal terms for good reason: these “deets” or “birdseed” as they are often called, are lengthy, boring and jam-packed with legalese hardly anyone without a JD can decipher.  One has to question whether we are clicking away our privacy and rights by merely clicking our mouses.

What Does Clicking “Agree” Actually Mean?

Clicking the “agree” box on digital forms indicates a legally-binding agreement with the specific terms and conditions of the agreement.  However, the failure to read these agreements in full is somewhat risky.  A single click has the potential to forfeit rights and spur a legally-binding agreement with myriad terms and conditions.

A Single Click can Surrender Your Privacy

Just about everyone agrees to terms and conditions without considering how such an agreement impacts privacy.  Click “agree” and you just might be surrendering your private information ranging from your Social Security number to credit card information and beyond.  Those annoying sales calls and spam emails that pop up in the ensuing days and weeks are likely the result of agreeing to the terms and conditions of such agreements.

Subscriptions and Subsequent Contact

Just about everyone receives an undesired newsletter, promotional material or spam call from time-to-time.  If you do not scroll down to the bottom of terms and agreements, emails and other legal documents, you are likely to be inundated with such correspondence.  Even if you did not intentionally sign up for newsletters and other communications, they will likely be transmitted to you simply because you made a purchase, joined a website or clicked “agree” on another legal document.

What can be Done to Prevent Undesired Communications and Protect Privacy?

Above all, attorneys should encourage their clients, family, friends and others to at least skim over the terms and conditions before clicking to agree.  Though it is unlikely anyone outside of the legal sphere will actually read every single word of these seemingly ubiquitous agreements, those who draft these documents can certainly help by limiting their length.  The attorneys who craft such legal agreements should also make an effort to use layman’s terms so everyday people can understand the rights they are forfeiting when clicking “agree” and/or signing their name in a digital manner.