Security Tips for a Remote Work Environment

If your organization recently made the urgent switch to a remote workforce, don’t treat any security or business continuity efforts as a one-and-done endeavor. Ongoing risk management, specifically risk reduction and awareness, will be vital for continued success.

Fortunately, for most organizations, this doesn’t need to be anything elaborate or time-intensive…but you need to do something.

In just a few hours you can help reduce known security risks and set your remote workforce up for ongoing success.

Here are a few tips to get you on your way:

Create backup plans for critical services

Your business likely relies on new digital tools and functions that you may not have had a few weeks ago. As noted in the image below, the internet as a whole has seen a drop in performance over the past weeks. While the U.S. internet shouldn’t have any issues maintaining a high level of service, you should still have backup plans in place for functions like your online conferencing system.

Identify and document core functions 

If you only have a couple of individuals that can access and manage critical systems such as payroll, accounts payable, billing, CRM, or essential IT functions, it’s important that you cross-train to avoid gaps. This will ensure that the business can continue operating in the unfortunate event that employees become sick.

Train your staff about COVID-19 scams 

Cybercriminals thrive on chaos. Train your staff to recognize these cyber scams. The Cybersecurity and Infrastructure Security Agency (CISA) recommends you:

  • Avoid clicking on links or opening attachments in unsolicited emails
  • Only visit trusted sources for COVID-19 news, like government websites
  • Refrain from sharing personal and financial information over email
  • Verify all charities prior to donating money

Enhance home/ remote cyber defenses

There is a ton of online resources on how to secure home-based networks and systems properly. A few essential items to implement quickly:

  • Change your router’s default password.
  • Check that your router and other systems are up to date on all security patches.
  • Ensure you are using WPA2 if using WiFi. You can quickly find this out by going to your WiFi properties or settings. If you are using a Mac, simply hold down the option key and click the WiFi icon simultaneously.
  • If possible, segment your work PC from the rest of your WiFi/network; insecure systems and IoT devices are not your friends here.
  • If employees have resorted to using personal devices due to the overnight change to remote work, consider procuring and mailing company-managed laptops to them. You can also leverage virtual desktop infrastructure, such as dizzion.com, that allows employees to access their work computers from any device.

Consider Moving to the Cloud

Lastly, if your organization has been heavily reliant on on-premise systems, you’ve likely already faced work disruptions. Insecure access to already security-challenged legacy systems has also likely exposed you to even more security threats.

If you haven’t already moved to the cloud, now is a better time than any to do so as it will support your overall security risk reduction efforts. To see how Litify’s cloud-based practice management system can help you, schedule a free personalized demo. If you need a quick-to-implement remote solution, our LitifyGo product may be right for you.

Introducing LitifyGo: A Turnkey Remote Work Solution

More and more law firms are realizing the importance of having a mobile, cloud-based solution—one that allows them to work from home, on the road, and in court as needed. But the COVID-19 pandemic has made cloud-based software a business essential. 

Law firms are currently experiencing an unprecedented and rapid change in day-to-day operations. They need help to support a new remote workforce, and they need it now. LitifyGo, the newest offering from Litify, was built with them in mind. 

Designed to help law firms make the seamless transition from the office to remote working, LitifyGo is a mobile turnkey solution. Fully cloud-based, with the essential features of our practice management platform, LitifyGo enables organizations to operate at their highest potential. Automate your intake process, optimize matter workflows, produce hundreds of analytic reports, and so much more.  

Litify Essentials in One Easy-to-Implement Package

LitifyGo is an out-of-the-box solution that helps law firms unlock the productivity of an at-home workforce. It has all of the key Litify features you need to succeed, in one easy-to-implement package. Your firm will quickly enjoy the benefits of next-generation cloud technology.

CRM: Centralize all contact and party information in one searchable database accessible to all registered users. Collaborate using Chatter, a built-in social network that relates conversations to specific matters.

Intakes: Transform client onboarding with the help of pre-built questionnaires that guide staff to ask the right questions. Case Qualifying Criteria ensure you take on the right clients every time, while our DICE application shows your intakes team who to call and when.

Matter Management: Litify matter plans allow your team to handle each case with the same level of detail and precision. Create transparency around case statuses, tasks, employee workload, and client outcomes through the entire case lifecycle.

Real-Time Analytics: Make data-driven decisions to grow your business with dynamic dashboards and hundreds of pre-built reports. Key tracking metrics make remote working more transparent than ever—know who is doing what and when.

Powered by the Salesforce Cloud

Built on Salesforce.com, LitifyGo makes it simple to transition your in-office workflow into your home work station. Trusted by organizations like American Express and the U.S. Department of Defense, Salesforce offers users unparalleled mobility and security.

Mobility: In addition to accessing LitifyGo from any Internet browser, users can also access their records from Salesforce’s fully native iOS and Android mobile apps.

Security: Salesforce’s two-factor authentication and data encryption protect your sensitive data from hackers. All LitifyGo records are also regularly backed up to multiple physically secure data centers so that if a disaster occurs, your firm will be up and running in no time.

Don’t struggle with the piecemeal effort of trying to operate your law firm on the fly. Unlock your company’s full potential with a ready-to-use platform today.  

Ready To Experience The Benefits of Law Firm Management Software?

Learn how LitifyGo can revolutionize your company’s remote workforce and transform your at-home efficiency—let’s talk.

Law Firms Share Tips for Working Remotely During COVID-19

The COVID-19 pandemic has forced law firms to push the majority of their employees out of the office and into their homes. This fast-spreading health crisis has thrown a wrench in daily operations for nearly every American across the nation. Simply put, life is different, and in many ways, it may never return to the same status quo once this pandemic passes—and that’s not necessarily a bad thing. 

Many law firms, and businesses as a whole, are being forced to work remotely, but they are realizing that with the right tools they can still operate efficiently and productively.

Litify spoke with three law firms—HawkLaw, Daniel Stark Injury Lawyers, and Hornsby Law Group—about how they are adapting to this new reality and why they think this crisis may force the legal industry into 2020 once and for all. Read the highlights from the panel and watch the full conversation below.

Building a Culture of “Acceptance of Change”

HawkLaw, Daniel Stark Injury Lawyers, and Hornsby Law Group all shared that they are nearly 100% remote right now, with the exception of a few volunteers who are checking physical mail. Panelists all credited Litify’s mobile, cloud-based platform for being able to move their operations remote so quickly.

HawkLaw has undergone a digital transformation over the last few years and was virtually paperless before the coronavirus pandemic broke out. Because of this, John Hawkins noted, the move to a remote workforce was “relatively painless.”

Wesley Cagle, Director of Litigation Operations at Daniel Stark, commented that the firm moved to Litify for this very reason—to be able to work remotely. They too have experienced a relatively smooth transition as employees work from home.

Hawkins noted that it’s important to build a “culture of acceptance of change” in your firm, one that encourages trying new tools and ways of doing things. This mindset has particularly helped as his firm works from home.

“The law firms that can digitize the most will be around long after this,” shared Hawkins.

Firms Are Leveraging Multiple Tools

In addition to Litify, we asked panelists to share the programs that have been particularly helpful as they work away from the office. Here’s what they shared:

  • Chatter: Salesforce built-in social network. Relates conversations to specific matters and documents in Litify.
  • Zoom, GoToMeeting, Uber Conference: Video conferencing. Used for internal and external meetings.
  • Calendly: Scheduling application that allows clients to pick a time to be contacted.
  • Microsoft Teams: Communication and collaboration platform within Office 365.
  • LoginTC: Multi-factor authentication for applications outside of Salesforce.
  • Cisco Jabber: Cloud-based phone system. Allows employees to make calls from their cell phones or computers using their business extensions.

For more mobile-friendly tools, check out our list here.

Client-Centric Communication Is Even More Important

Now that in-person client meetings are off the table, law firms are considering more channels for external communication.

Though HawkLaw and Daniel Stark offer video conferencing for client meetings, they said that communication should always revolve around clients’ preferences. While that could be Zoom, it could also be a phone call, email, text, FaceTime, or even WhatsApp.

And during this time of unprecedented uncertainty and stress, it’s also important that law firms communicate when it’s good for the clients. Hornsby Law Group uses the scheduling application Calendly which allows clients to select the time they would like to be contacted.

Helping the Most Vulnerable

Going even further than client-centric communication, panelists shared how they are caring for their most vulnerable clients.

Daniel Stark has instructed employees to be particularly sensitive and understanding when interacting with clients and to always reassure them that the firm is continuing to work on their case. They are also supporting the local community at this time by organizing blood drives.

HawkLaw is also putting the community above profits. They’ve sent care packages to vulnerable clients and are running a new commercial that directs viewers to HawkLawCares.com, a website featuring free COVID-19 resources.

Increasing Employee Morale 

COVID-19 has touched everyone by upending routines and creating a pervasive sense of uncertainty. Employees may be juggling childcare with work, have sick loved ones, or at the very least are worried about vulnerable family, friends or their own health. 

John Hawkins said that employers can do their part by maintaining structure and stability on their teams—essentially controlling what they can control. 

He expects staff to show up on time to virtual meetings, like they would in the office, and appear professional on camera. He asks that fears and qualms are put aside before they log in to work so that everyone in the firm can focus on helping their clients. “Clients don’t want to see you fall apart,” Hawkins noted.

And when all else fails, a funny meme is always appreciated. Nimesh Patil, Salesforce Administrator at Hornsby Law, shared that his colleagues aren’t above sharing a funny post throughout the day to keep the mood up.

Crisis Shows the Need for Industry-Wide Change

COVID-19 has shone a spotlight on just how antiquated some legal processes are.

Panelists noted that there is still too great a reliance on wet signatures (rather than e-signature), particularly for healthcare-related requests. And insurance departments are still bent on sending physical checks. Not only does this impede remote work, but it increases the likelihood of fraud.

Some courts are using video for hearings—a change that panelists hope will only accelerate after the crisis. But change is still surprisingly slow.

Hawkins shared that if there is anything good to come out of the COVID-19 pandemic, he hopes it will “bring the legal industry into 2020.”

Have Questions About Working Remotely? 

If you have questions about tools you can leverage to help you work remotely effectively, or would like to know some best practices for becoming a digital-first law firm, please don’t hesitate to reach out. We would love to talk with you.

Building a Better Client Experience Through Transparency

Mastering the client experience can be a difficult job; what pleases one client, may not work for another. Law firms spend countless hours developing successful client relationships over the entirety of a project, so why let the final invoice create strain and dissatisfaction for both the client and your firm?

Not all projects are created equal, and with an hourly billing structure, it is crucial for all parties involved to have a clear understanding of where time is being allocated. There is no line-itemed statement of work at the outset of an engagement, so how will your client know that the final invoice they receive is truly indicative of time spent on their project?

Avoiding client frustrations and project price reductions can be solved with one simple thing – transparency. Legal management software can do much more than just create efficiencies within your firm, it can also help deepen relationships with your clients and provide the transparency that the legal industry is so often missing.

A Solution to Time Tracking

Clients are typically billed by the hour, but how is that time being tracked today? Paper time logs, spreadsheets, even standalone time tracking solutions are either outdated or inefficient methods for tracking billable hours. These may accurately represent the total time spent on a project, but they provide very little insight into the nature of the work being performed. By utilizing a fully integrated legal management platform, firms are able to better evaluate the value of their services, while simultaneously providing clients with greater transparency and eliminating surprises at the end of a project.

Very few clients receive a detailed breakdown of what services will be included in a project at the outset, and often for good reason. Typically a firm does not know exactly what will be needed at the beginning of a project and therefore would have difficulty predicting the specific services, calls, emails, meetings, etc. that will be billed. Unfortunately, this can leave clients in the dark and often creates surprises when a matter comes to completion. When individual tasks are not documented throughout the project, firms struggle to justify their billing and may be asked to discount their services. Litify enables attorneys to digitally itemize their work from project outset, all the way to case closure. This provides clients the ability to see exactly what services went into their project, creating transparency and building trust between firm and client.

Time Tracking within Litify

Litify also makes time tracking easier for every employee. Using cloud-based tools, time tracking is easily automated, eliminating the constant need to watch the clock while completing work. Litify also gives employees the ability to track time in a new mobile manner, ensuring that no hours are lost while away from your desk. Most importantly, the Litify platform allows for time tracking to be connected to specific matters in a streamlined fashion, giving you the ability to generate reports and provide transparency to your client.

Ultimately, better client relationships are formed when both parties can be confident in the work that is being done. Law firms deserve to be compensated for their time, and clients deserve to be treated fairly. Let Litify handle the rest.

Ready To Experience The Benefits of Law Firm Management Software?

Litify is the all-in-one legal management platform that can transform your firm and your client’s experience. See how Litify can revolutionize your efficiency — let’s talk.

Introducing Docrio

Docs Made Delightful

Document management tools have been around for a long time, but solutions sold to Law Firms are almost always 3rd party integrations. These solutions are built to serve a general audience—they work, but may not fit your exact use case or ideal workflow. Buying a 3rd party tool also means one more vendor contract to manage, one additional integration to maintain. Is it worth it in the long run?

Law firms powered by Litify know there’s a better way: Docrio.

Docrio is an intuitive document generation and management tool built for law firms – and it is native to the most powerful legal operating system available today. From attorneys to intake agents to paralegals, Docrio makes document management delightful for everyone that touches a case, and is built to work the way your firm works. Read on to learn just a few ways Docrio can prepare your firm for the future.

Strategize, Don’t Search

 

Waste less time tracking down case details and focus more on case strategy. Juggling disparate file systems and rummaging through emails are a thing of the past. Docrio centralizes all relevant documents associated with a case within Litify’s legal platform; simply navigate to your active case to get everything you need.

Docrio Improves Case Organization With:

  • Case-specific folders & file categories
  • Multi-version documents
  • File favorites
  • Instant preview

Create Documents Easily

Automate document creation with Docrio’s Document Generation tool. Templates can be built for any scenario and support multi-conditional logic and rules. Need to add unique verbiage on the fly? Docrio templates also allow freeform text so agents can tailor each document to say exactly what it needs to.

Docrio Simplifies Document Creation With:

  • Default, out-of-the box templates
  • Conditional text insertion that addresses all scenarios
  • One-click edit app for quick document reversioning
  • Share documents quickly and securely

Drag, Drop, Done

Last but not least, Docrio makes it simple for you to get started. Simply drag and drop your files from your computer into Docrio, and you’re done. With bulk edit and upload functionality, you can easily rename files and assign categories or subcategories. Once uploaded, you can immediately find and preview uploaded docs.

Docio Makes Document Management Easy With:

  • Single or Bulk Upload
  • Renaming and categorization
  • Immediate search and preview

We’re excited to offer Docrio as part of the Litify platform, an all-in-one solution to help transform your law firm and improve your client experience. As an early adopter told us, Docrio helped solve 95% of his document related headaches – let’s find out what Docrio can do for you!

5 Immediate Benefits to Law Firm Management Software

Law firms succeed based on relationships — both external and internal. With the start of a new decade, law firms are looking for ways they can better cultivate and nurture both new and existing relationships. Investing in law firm management software offers a practice immediate benefits, as well as a long-term solution to several antiquated hurdles that exist within the legal field.

By implementing law firm management software, legal professionals are able to usher in a new generation of productivity and security. In doing so, firms are able to better collaborate with colleagues and communicate with clients, furthering their ability to build successful relationships in-and-out of the industry. The solution that management software provides is spreading to law firms across the country. According to recent surveys by the American Bar Association, technology spend is quickly rising — 48 percent of law firms had increased their budget from the prior year, and as a whole, 53 percent of reporting law firms use management software.

Let’s begin to analyze and deconstruct what makes law firm management software attractive and effective.

The five points we’ll examine include:

  • Improved Company Workflow
  • Stronger Security
  • Centralization of Tools
  • Referral Management
  • Enhanced Client Experiences

1. Improved Company Workflow

One of the biggest impediments facing law firms that do not use management software is a disordered workflow or an altogether lack of one. Standard operating procedures are key contributors to efficiency and consistency. Haphazard workflows limit the capabilities of lawyers and cause growth stagnation within a firm. Document management systems bring a new level of autonomy over a firm’s internal processes.

Litify’s legal management platform empowers law firms to have a say in exactly how their workflows function — from intake to settlement. A custom-built Litify workflow aims to provide firms with:

  • Better Case Management and Tracking
  • Reduced Intake Time
  • Streamlined Processes for Employees
  • Process Automation

2. Stronger Security

Security concerns are healthy. Law firms must be conscious of the sensitive data they are handling on a daily basis. For the protection of themselves and their clients, firms need a 21st-century solution that can handle large amounts of complex data, but also provide end-to-end secure encryption. Litify provides both.

Built on Salesforce, the world’s most trusted and secure cloud-based platform, Litify is engineered to safeguard large quantities of administrative, financial, and personal case information. With nearly 90 percent of Fortune 500 companies using Salesforce, you are assured that your firm’s sensitive information is being protected within the industry’s best form of protection and support.

Litify security measures include:

  • 128 or 256-bit Advanced Encryption Standard (AES)
  • Encryption at Rest and in Transit
  • Dual Redundant Copies Stored in Two Geographically Diverse Locations
  • PCI-DSS L1 Compliance
  • Business Continuity and Disaster Recovery

3. Centralization of Tools

Even if law firms are not currently using management software, they are juggling between several other third-party applications in order to conduct daily business. From Outlook to QuickBooks and more, lawyers and support staff are constantly shuffling through numerous programs as they carry out tasks.

Introducing Litify’s platform at your law firm can immediately provide a simple to use solution. In addition to best-in-class built in features such as document management, intake questionnaires, case management, and expansive analytics and automation, the cloud-based platform integrates seamlessly with your communication, finance, e-signature, and other tools. With the Litify platform, staff is better able to manage cases at a faster rate and at a higher volume with a centralized user interface and integrated environment.

The Litify platform also features fully customizable dashboards and reports to fit the needs of your firm. Now decision-makers are able to identify specific KPIs in quick snapshots, or in deep data-driven research in order to see how the firm is performing. These individualized dashboards and reports allow for around-the-clock understanding of marketing effectiveness, intakes, matters and more.

4. Management of Referrals

Referrals remain a tricky subject for many law firms across the country. Whether a firm’s strategy is to offload cases due to lack of specialization, or onboard more cases in an effort to develop an additional revenue stream — there seems to be confusion in how to do so. However, Litify’s platform has engineered a direct solution for both parties.

The Litify Referral Network (LRN), enables law firms of any size to send and receive case referrals to other firms throughout the country. With hundreds of law firms actively using the LRN, over 1,000 case referrals are exchanged every day.

Using the LRN is beneficial to:

  • Maintain comprehensive records of all referrals in one application
  • Receive and send more referrals
  • Monetize every referral by setting customizable referral agreements
  • Enhance your relationships with partner firms with Litify’s built-in success metrics
  • Receive referrals that are appropriate for your firm

5. Enhanced Client Relations

Not only do law firms see immediate benefits from management software, but so do their clients. Mounting frustration on the client-side is one of the most common barriers that prevent positive experiences between firms and their customers. Whether it be spotty communication, unclear timetables, or unmet expectations, these impediments can quickly be resolved with the help of management software.

Litify is built with client relations as a top priority. The platform gives firms the ability to manage and care for every client in an equal manner. With features like logic-based intake questionnaires, automated appointment/task reminders, client text messaging, e-signature, and more — law firms are able to unlock a new degree of customer satisfaction.

Ready To Experience The Benefits of Law Firm Management Software?

Litify is the all-in-one law firm management platform that can transform your firm and your client’s experience. See how this platform can revolutionize your company’s efficiency — let’s talk.