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Automate Your Law Firm (Revisted 2016)
The document summarizes a webinar presented by Joshua Lenon of Clio on automating legal tasks using the Clio software platform. The webinar covered topics like letting the law firm work for you by automating routine tasks, using alternative staffing strategies beyond traditional employees, coordinating distributed work teams, and how to automate data entry, outputs, and replicable processes using Clio's document generation, billing, and task list features. The goal is to work smarter by saving time on administrative work and freeing up resources to focus on client services.
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Automate Your Law Firm (Revisted 2016)
- 1. #ClioWeb Automate Your LawFirm (Revisited) Work Smarter, Not Harder A Clio Webinar Joshua Lenon– Clio
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- 4. #ClioWeb Automate Your LawFirm (Revisited) Work Smarter, Not Harder A Clio Webinar Joshua Lenon– Clio
- 5. #ClioWeb Instructors Joshua Lenon • Lawyerin Residenceat Clio • Attorney Admitted in New York • @JoshuaLenon
- 6. #ClioWeb Agenda • Lettingyourlawfirm workforyou(10minutes) • Beyondthe traditionalemployee (15minutes) • Coordinatingdistributedteams(15minutes) • UsingClio to automate (20minutes) • Questions(5minutes)
- 7. #ClioWeb LETTING YOUR LAWFIRM WORK FOR YOU
- 8. #ClioWeb Why Automate? Source: MichaelMills of NeotaLogic
- 9. #ClioWeb Time Does Not= Money • Average number of hours worked in a day were 8.9 and average hours billed = 6.9. • 39% of time worked is not being billed in the solo and two-attorney firm segment. Source: LexisNexis Law Firm Billable Hours Survey Report
- 10. #ClioWeb Billed vs UnbilledTime 60% 60% 76% 74% 92% 73% 40% 40% 24% 26% 8% 27% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 1 2 3 to 5 6 to 10 11 to 20 20+ Unbilled Billed Source: LexisNexis Law Firm Billable Hours Survey Report
- 11. #ClioWeb Unbundled LegalServices ColoradoBar Ass'nEthicsOp.101(1998),amended2006 The Colorado RulesofProfessionalConduct,andespecially Rule 1.2, allowunbundledlegalservicesin bothlitigationand non-litigation matters. Alawyerwho provideslimitedrepresentationmustnonetheless make a sufficient“inquiry into and analysisofthe factualand legal elementsofthe problem”to provide the competentrepresentation requiredby Rule 1.1.
- 12. #ClioWeb Automation Necessities Automated lawfirms need 3 tools to run 24/7: 1. Document automation 2. Client facing technologies 3. Triggered actions
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- 19. #ClioWeb BEYOND THE TRADITIONALEMPLOYEE
- 20. #ClioWeb 34.60% 31.30% 29.00% 30.00% 31.00%32.00% 33.00% 34.00% 35.00% Alternative Staffing Structures (Practitioners) Alternative Staffing Structures (Non-Practitioners) What future factors could have the greatest impact on legal industry firms over the next decade? Source: ILTALegalTechnology Future Horizons Survey, 2015
- 21. #ClioWeb 61.10% 56.30% 44.40% 24.70% 10.80% 4.90% 18.10% 0.00% 10.00% 20.00%30.00% 40.00% 50.00% 60.00% 70.00% PART-TIME LAWYERS CONTRACT LAWYERS STAFF LAWYERS OUTSOURCING NON-LAWYER FUNCTIONS LOW-COST BACK-OFFICE CENTER OUTSOURCING LEGAL WORK NONE OF THE ABOVE Is your firm currently pursuing any of the following alternative staffing strategies? Source: Altman Weil Law Firms in Transition Survey, 2015
- 22. #ClioWeb Recommended Staffing Expenses Firmsshould limit staff salary & benefits, not including attorney draws: 45% of total revenue Outside professional services (e.g.,accountant or management or marketing consultants): 2% Source: Ed Poll, LawBiz
- 23. #ClioWeb When automating yourlaw firm, try adding services before personnel.
- 24. #ClioWeb Rule 5.3: ResponsibilitiesRegarding NonlawyerAssistant With respectto a nonlawyeremployedorretainedby orassociatedwitha lawyer: (a) a partner, and a lawyerwho individually ortogetherwithotherlawyers possessescomparable managerialauthority inalawfirm shall make reasonable effortsto ensure thatthe firmhas in effectmeasuresgiving reasonable assurance thatthe person'sconductiscompatible withthe professionalobligationsofthe lawyer;
- 25. #ClioWeb Possible Staffing Options 1.Professional Services 2. Back Office Help 3. Attorney Aid
- 26. #ClioWeb Professional Services • Accountingsoftware – Xero (xero.com) – Quickbooks Online • Accounting services – Kahuna Accounting (kahunaaccounting.com) – Bench Accounting (bench.co)
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- 32. #ClioWeb 4 Key toSuccessful Virtual Teams HarvardBusinessReviewidentifiedfournecessary componentsto successfulvirtualteams. 1. Rightpeople 2. Rightleadership 3. Righttouchpoints 4. Righttechnology Source: Getting VirtualTeams Right, by KeithFerrazzi, HBR, December2014
- 33. #ClioWeb Right People People • Goodcommunicationskills, • High emotional intelligence, • Abilityto work independently,and • Resilienceto recover from snafus Size • Virtualteams smaller than 10 people are more effective Roles • Three tiers of team members: 1. Core - strategy 2. Operational- decisionsaboutday-to-day work 3. Outer - temporary or part-time members with specialized expertise
- 34. #ClioWeb Right Leadership& Touchpoints Leaders •Foster trust • Encourage open dialogue • Clarify goals and guidelines. Touchpoints • Kickoff • Onboarding • Milestones
- 35. #ClioWeb Right Technology Distributed teamsrequire less communication channels, not more.
- 36. #ClioWeb Distributed Team Policies 1.Settoolsfor yourteam. – Accessible – Easy to use – Platform agnostic 2. Reportsare essential – Performance – Audits 3. Enforce usage
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- 39. #ClioWeb USING CLIO TOAUTOMATE TASKS
- 40. #ClioWeb 3 Automation Techniquesin Clio 1. Automate data entry 2. Automate data outputs 3. Automate replicable results
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- 42. #ClioWeb Custom Fields =Automation
- 43. #ClioWeb Custom Fields =Automation
- 44. #ClioWeb Custom Fields =Automation
- 45. #ClioWeb Types of CustomFields in Clio 1. Checkbox 2. Contact Select 3. Date 4. EmailAddress 5. Integer 6. MatterSelect 7. Money 8. Picklists 9. Text (Multi-Line) 10. Text (One-Line) 11. Time 12. Web Address
- 46. #ClioWeb Custom Fields forMatters& Contacts
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- 48. #ClioWeb Custom Field Sets= GreatestAutomation
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- 54. #ClioWeb Document Automation The averageknowledge worker spends 11 hours a week generating documents. 6 of those hours are wasted time.
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- 58. #ClioWeb The average knowledgeworker spends 11 hours a week generating documents. 6 of those hours are wasted time. Clio gives you that time back with easily generated documents from your own templates. Never cut and paste again.
- 59. #ClioWeb Billing Automation Most smalllaw firms (61%) reported spending about eight hours per month on their billing process Source: LexisNexis Law Firm Billable Hours Survey Report
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- 61. #ClioWeb Traditional Billing Process 1.Hourly Billing 2. Generate Invoice atMatter’sEnd 3. Mail the Bill 4. Sticker Shock 5. Wait
- 62. #ClioWeb Monthly Billing Data •~115,000 bills generated in the first 3 months of 2015 • 36.5% of those bills were marked as paid on the SAME DAY – TrustAccountsAdvanced Fee Deposits – Flat Fees Upfront – Credit Card Payments Unpaid 63% Same Day Paid 37% Q1 2015 Bills
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- 72. #ClioWeb Types of MalpracticeErrors 45% 30% 15% 10% Substantive Errors Administrative Errors Client Relations Intentional Wrongs Source:ABA Profile of LegalMalpractice Claims- 2012
- 73. #ClioWeb Expect a MalpracticeClaim Practice areas most likely to have a malpractice claim: • Real estate - 20.33% • Plaintiffs’ personal injury - 15.59% • Family law - 12.14% • Estate, trust and probate - 10.67% • Collection and bankruptcy - 9.2% Source: ABA Profile of LegalMalpractice Claims- 2012
- 74. #ClioWeb Malpractice litigation costsfor professional litigation is $122k. Source: Estimating the Cost of Civil Litigation - www.courtstatistics.org
- 75. #ClioWeb Tasks 1. Draft ClientWelcome Letter 2. Draft Complaint or Answer/Counterclaim 3. Complete Domestic Relations Financial Affidavit (Client) (DRFA) 4. Revise DRFA 5. Reviewfile to determine if temporary hearing is necessary 6. Reviewfile and determine if discovery is necessary 7. Calendar six month discovery deadline 8. File New Case /File Answer 9. File/Serve LOA 10. Follow up with clienton intro information 11. Update Clio with Matter Info 12. Reviewfile for opposing party DRFA
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- 79. #ClioWeb Easier and fasterto manage yourfirm. A recent survey of 3,500 lawyers found that Clio saved them 8 hours per week in managing their practices. Clio’s users call this their #Clioday.
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