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posted 7 months ago
Technological innovations are revolutionising the legal industry by automating processes, enhancing accuracy and reducing law firm workloads. As legal professionals embrace technology, automation has emerged as a tool that can help save time and money, improve overall efficiency and enhance customer service and satisfaction.
Automation in the legal sector began with optimising mundane tasks, but it has now evolved into a strategic powerhouse that is gradually transforming how law firms operate. Beyond automating redundant tasks, forward-looking lawyers rely on automation for smart, data-driven decisions. However, the adoption of such technologies as AI and machine learning in legal practice continues to face criticism due to the ethical issues involved.
This article explores the adoption of law firm automation tools and how automation is revolutionising the legal profession.
Law firm automation means using software and automated systems to perform certain tasks within a law firm with minimum or no human intervention. The types of tasks that can be automated vary from administrative functions to legal research and document drafting.
By adopting and integrating automated workflow systems, law firms can enhance productivity, reduce errors and free up time spent on repetitive tasks. Automation allows lawyers and their staff to focus on tasks that require their skill and expertise.
According to a 2020 report by Techradar, 63% of law firm tasks are rule-based, repetitive and do not require human judgement or interpretation. These are the kind of tasks that lawyer automation software aims to automate.
Robotic process automation (RPA) entails the creation of software robots, which are then used to complete simple tasks faster. These robots can receive and send emails, collect and analyse data, prepare reports and more.
In the legal profession, RPAs can help process data from legal documents. For instance, a bot can read a contract and extract the parties’ data. When married with machine learning (ML) and OCR, RPA software can handle larger text or data fragments.
Automating legal workflows can be achieved in several ways. The goal is often to automate repetitive, rule-based tasks. More often than not, these tasks include:
With such a long job description for law firm automation tools, many wonder whether these technologies will replace lawyers and paralegals. That is unlikely to happen, even in the wildest of imaginations, because these tools rely on human input. They can only be effective if used correctly with regular input from skilled team members.
Which software is best for law firm automation? Today, most leading law firms worldwide use an array of automation tools to enhance efficiency. Although each firm’s choice of legal process automation depends on factors like practice area and firm size, most start with the basics and then add advanced tech tools to enhance productivity and client experience.
AI technology has received wide reception in the legal sector, unlocking remarkable opportunities and ethical concerns for law firms. As the innovation becomes more popular, more law firms are interested in adopting AI tools to help with automation in legal services.
According to the 2023 Legal Trends Report by Clio, 19% of lawyers who participated in the survey reported having used AI in their practice, and 32% agreed that the technology could help reduce law firm workloads.
For instance, Clio Duo is a generative AI-powered legal tech tool designed to serve as an intuitive collaborator, coach and consultation tool for legal professionals.
Handing lots of paperwork is an inevitable part of legal practice. That notwithstanding, managing documents is no longer a time-consuming and tedious task, thanks to document management tools.
These tools help to safely store and retrieve documents with ease. They are also increasingly used to streamline document creation by using collected data like contact information and key dates to generate new forms.
Law firms depend on high-quality research to win cases. With today’s legal research tools, you have unlimited access to electronic law libraries, court decisions and other legal resources at your disposal. This enables lawyers to conduct research faster and more effectively.
A good example of a legal research tool is Fastcase, which arguably has one of the largest legal libraries in the world. It offers remote access to legal documents like statutes, case laws, constitutions, regulations, policies and more.
In today’s digital world, the majority of discovery is conducted electronically. Adopting electronic discovery helps save time, but requires law firms to invest in eDiscovery tools.
A good example of an eDiscovery tool is Logikcull’s eDiscovery software, which automates such steps as virus scanning and Bates Stamping while offering smart filter options.
How does law firm automation affect billing and timekeeping? Key to every law firm’s profitability is accurate time tracking and billing. However, spending too much time manually tracking billable hours can be time-consuming, robbing your firm of hours of productivity.
Fortunately, technology has come to alleviate this challenge by offering tools capable of enhancing billing and revenue collection processes. According to the Clio 2023 Legal Trends Report, law firms employing automated billing reminders collected 48% more revenue every month than those without automated billing.
Gone are the days when you had to wait hours in a law firm’s lobby to open a file. Law practices have realised that missed calls or long queues could cause lost business.
This has prompted the use of virtual reception services like Ruby, which offers live chat and virtual reception services. Such tools enhance service delivery and overall client satisfaction.
As the nature of law firms’ business becomes more complex, legal practice management software is proving essential, especially for solo practice firms. According to a 2023 report by Clio, cloud-based practice management tools are becoming popular among small and medium-sized law firms.
The report indicates that around 85% of solo practices use cloud-based legal practice management software. Additionally, 79% of client respondents expressed a preference for law firms offering convenient payment solutions that come with cloud-based LPM software.
These tools have also allowed law firms to transition into remote working as the demand for virtual accessibility of legal services continues to grow. With a hybrid law firm, LPM software like Clio Manage has made it easier to manage law practices by streamlining case management with automation.
Collaboration and communication are central to a law firm’s success. However, in-person communication is not always possible. According to the 2021 Clio Legal Trends Report, 58% of legal service consumers prefer meeting virtually for first meetings or consultations, and 60% prefer receiving status updates via video conferences.
The 2023 Clio Legal Trends Report further indicates that 53% of lawyers in mid-tier firms with cloud-based legal practice management (LPM) software prefer remote work over physical office attendance.
With legal predictive analytics tools, lawyers can predict the likely outcome of a case by analysing historical data and case trends. This type of law firm automation tool offers insights into the potential outcome of a case based on the intended strategy.
Although this means your practice will be better positioned to make informed decisions, it is also worth noting that these tools are not always accurate. Always remember that every case needs to be assessed on its own merit, and that differing judges and juries often incline towards differing schools of thought.
Law firms are also embracing mobile applications to boost productivity by allowing staff to work from anywhere. Some of these apps are specifically built for lawyers, while others just offer the support lawyers need.
iAnnotate, for example, is a mobile app that allows law firms to review and mark up documents from anywhere in the world. You can also access legal documents from multiple online sources using this app.
Traditionally, clients had to open a physical file with the law firm to track their matters. Today, client portals have made it possible for law firms to securely share documents and messages with clients. This way, firms are able to keep their clients in the loop on their cases with minimal effort.
Besides being a useful tool for remote work, client portals also make it possible for law firms to offer client-focused services. 61% of survey respondents in the 2021 Legal Trends Report said they would like to receive case updates through a secure client portal.
The legal profession is one of the most regulated industries. As such, you want to stay abreast of ever-changing regulations. Automated compliance monitoring tools can help your firm keep track of regulatory changes to ensure that the firm remains compliant with all legal requirements.
By automating compliance monitoring, you can avoid unwelcome penalties, ensuring your firm runs smoothly without worrying about rule changes and missed deadlines.
How can automation benefit law firms? The primary benefit of legal tech for law firms is enhancements in productivity and time efficiency. However, there are other obvious benefits offered by law firm technology solutions, including:
Once a process has been automated, it is off the lawyer’s desk for good. For instance, if a law firm has automated the drafting process of an NDA, there will be no need to manually draft the document every time a new staff member is hired.
Once the process has been automated, the documents are generated automatically from a template but with the correct input.
How does legal workflow automation improve efficiency? Legal process automation can help lawyers streamline their workflow, reducing administrative burdens and freeing time for high-value tasks. This can help increase billable hours and firm revenue in the long run.
Time-saving tools for lawyers can perform more tasks in a shorter time and more accurately than humans. This helps reduce the resources and time spent to complete repetitive tasks.
The upside is that the firms will have lower labour costs and high productivity among their lawyers and paralegals.
Although the accuracy of even the best software for law firm automation is heavily dependent on the accuracy of the input, computers offer more accurate results than humans.
Automation helps eliminate human errors, such as missed deadlines, incorrect legal advice and inaccurate billings, which can be costly to the practice if left unaddressed. Eliminating human error helps protect law practices from potential liabilities and saves money on professional malpractice insurance.
How does automation impact client satisfaction in legal services? Automation of legal services can help law firms offer faster, more accurate and more responsive silent services. This will ultimately lead to increased client satisfaction and loyalty.
Happy clients are more likely to return with more business or refer your practice to other people based on previous positive experiences.
Automation of legal services can help lower overhead costs, such as supplies, office space and equipment. For instance, using digital document management systems can help reduce paper and printing costs for law firms.
Legal practices ought to consider enhancing productivity with lawyer automation when they encounter any of the following scenarios:
If your practice handles high volumes of legal documents, investing in the best software for law firm automation can help streamline workflow processes, enhancing overall efficiency.
This ensures your staff does not feel overwhelmed, freeing up time for them to focus on more critical tasks. The last thing you want is a fatigued, inefficient workforce in your law firm.
Legal tasks, such as document generation, contract review and compliance checks, can be highly repetitive. Having to do the same thing over and over wastes a lot of precious time that could be spent doing something else.
When you identify repetitiveness in your firm’s workflow processes, it is time to consider how to automate repetitive tasks in your law firm.
One question that remains moot in legal practice management and legal ethics classes in law school is whether a law firm is a business or a profession. However, outside law school, every practising lawyer will agree that a law firm is a business, and like all businesses, it needs to compete and make profits.
As you might already know, legal is one of the most clouded professions worldwide. As such, you want to give your law firm a competitive edge by implementing legal automation. These tools will help you deliver fast services and contract negotiations and enhance overall client satisfaction.
If you are expanding your practice to new markets or it is growing rapidly, law firm technology solutions can help you scale by facilitating the handling of increased workflow without the need to increase your resources.
Although the initial cost of automation might be heavy, you will end up saving more money in the long run.
Enhancing productivity with lawyer automation tools can be complex, but following the proper steps can help ease the process. The first thing to do is identify what needs automation. It is crucial to approach the process methodically to identify what to automate in your firm. Below are steps to take when automating your law firm’s workflow.
The first step is to keep a detailed list of the firm’s daily activities for at least a week. This gives you a clear picture of where your staff spends time on repetitive tasks, making it easier to identify areas ripe for automation.
At this stage, the goal is to start small, gradually building on a routine that encourages legal workflow automation in your firm’s daily operations.
After identifying the repetitive tasks that need automation, the next step is to research the various legal workflow automation tools that could ease the administrative workload in your practice.
Whether it is document management, client onboarding or billing, there are numerous law firm automation tools designed to help boost efficiency.
Once you have researched the best automation tools for your practice, you will need to identify areas that require improvement and categorise your law firm’s tasks.
For instance, if managing documents or scheduling meetings takes a significant portion of your staff’s time at work, consider automating these processes to reduce potential errors and save time. Categorising tasks makes it easier to identify activities that require automation.
After you have identified and categorised processes that require automation, you will finally need to allocate resources strategically to these processes. This entails considering the costs of operation, manpower, time and capital required to implement the law firm workflow automation solution.
Set realistic goals for each automation project, assign a team lead and establish a timeline to ensure smooth execution. By delegating automation duties, you can achieve law firm automation more quickly.
Although most law firm automation tools only require a “set it and forget it” approach, regular evaluations help identify customisation opportunities. Most legal process automation software vendors offer unique features for customisation. Additionally, you can regularly ask for feedback from clients and staff to help uncover improvement opportunities.
For practices considering investing in law firm automation tools, answering this question will help inform your decision. The level of IT skills needed to use legal workflow automation software depends on the specific tool being used.
Some tools are more complex and require specialised IT knowledge, but others are more user-friendly and accessible to users with no technical expertise. The most popular automation tools for law firms are no-code and low-code tools.
Although no-code and low-code tools allow law practices to automate workflow processes, the latter requires some basic or extensive IT knowledge. The former does not need any coding or technical IT knowledge.
From this foregoing, the IT know-how needed to adopt law firm automation tools depends on the type of software, the needs of the firm and the skills of its staff. Therefore, it is critical to evaluate the technical requirements of a legal automation tool before deciding to purchase it.
To use the automation software effectively, ensure your law firm has the necessary resources and support.
Now that we have highlighted the benefits of automation, what are the challenges of implementing automation in law firms? Although embracing law firm automation tools is a big leap for most practices, the reality is that you might have to overcome several challenges. These include:
By the very nature of their business, law firms handle sensitive client data, raising concerns about legal practice automation. Automating billing, document management and communication processes increase the risk of exposure of confidential information in potential breaches.
In light of this, law firms are encouraged to choose software vendors compliant with data privacy regulations like Health Insurance Portability and Accountability Act (HIPAA), California Consumer Privacy Act (CCPA) and the General Data Protection Regulation (GDPR). This means automation tools with data backup, encryption, multi-factor authentication and other cybersecurity measures.
The objective is to balance efficiency with data privacy compliance to better protect your clients’ right to data privacy protection.
Another challenge facing the automation of legal services is internal resistance when staff members resist change. This resistance is often justified by their fear of having their role in the firm replaced by technology, or the hesitation to learn new tools.
To counter this problem, law firms must exercise effective communication to ensure their team members understand that automation is not about replacing jobs, but rather enhancing efficiency.
By showing your staff members that automation can help offload monotonous work and allow them to focus on more meaningful tasks, it becomes easier for them to embrace legal process automation.
Although automating legal workflows helps reduce human involvement in repetitive tasks, these tools can in no way replace human judgement in the legal profession. The aim is never to leave everything to the computer, but to let automation take care of repetitive and time-consuming tasks.
To put it differently, automation should free up time for strategy, client relations and other nuances of the legal practice. As such, balancing human oversight ensures law firms achieve efficiency without compromising on their expertise and the personal touch that clients expect.
Another challenge that law firms face when introducing process automation is the fear of disrupting existing processes. Most lawyers and paralegals are not tech-savvy, and hence most avoid tech headaches.
Fortunately, modern law firm automation software like Clio are designed to integrate seamlessly with your existing systems. Another hack or best practice is to start small by gradually implementing advanced automation tools.
Critics have argued that legal process automation will replace lawyers. But is this a true reflection of the impact of automation in the legal sector? While automation eliminates the need for human intervention in some tasks, technology cannot automate every aspect of a lawyer’s job.
Such processes as contract negotiation and litigation cannot be automated and will always require the involvement of a lawyer. In many other instances, the human brain is still superior when it comes to associating certain concepts and identifying solutions to complex client challenges. After all, technology is still dependent on human input, and its output is subject to verification by a qualified lawyer.
Therefore, it is only wise to conclude that automation in legal services offers a means to enhance efficiency. Although traditional clerical legal workers might lose their jobs to technology, the legal profession is safe, and lawyers will not lose their jobs. On the contrary, the technology is here to make a lawyer’s job easier.
Although professionals across differing industries have expressed concerns that technologies like AI might eliminate millions of job positions, the 2024 Future of Professional Report shows that automation technologies will transform rather than eliminate jobs in the legal field. 85% of the respondents said that the incorporation of AI in their legal practices would necessitate the acquisition of new job roles and new skills.
According to the report, the legal field is expected to witness an increase in demand for such capabilities as the ability to adapt to change, problem-solve, communicate and creativity. Among emerging job roles include AI specialist trainers, AI specialist professionals, AI implementation managers, as well as IT and cybersecurity specialists.
This research shows that although automation brings new challenges for lawyers, it has also created professionally satisfying career opportunities. Overall, the future of automation in the legal industry looks bright.
References:
Techradar
2024 Legal Trends Report
Clio Duo
Fastcase
Logikcull
2023 Legal Trends Report
Ruby
2023 Legal Trends for Solo Law Firms
Clio Manage
2021 Legal Trends Report
Folia
Health Insurance Portability and Accountability Act
California Consumer Privacy Act
General Data Protection Regulation
For more latest news and insights in legal news follow us @ Global Law Expert News
Author
Kevin Gikonyo is a Kenyan lawyer with a Bachelor of Laws degree from the University of Nairobi School of Law.
Kevin serves as a legal journalist at Global Law Experts, where he delivers insightful and analytical reporting on emerging global legal trends and developments.
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