15 Tips To Create A Cloud-Based Law Firm In 2023

COVID-19 thrust the legal profession into the 21st century, and many attorneys are starting to understand the importance of setting up a cloud-based remote legal practice. Working remotely allows you to meet with clients and practice law just as you would before, but without the costly commitment of a commercial lease and other on-site overhead expenses. 

To help set you up for success, the Curo365 team has compiled a list of 15 tips for operating a law firm from the cloud. Contact us today to set up a consultation if you want to learn more about how Curo365 can support your law firm.

1. Do Your Research

The first step in creating a cloud-based legal practice is researching the market and what it takes to operate remotely before opening your law firm. Law school teaches you a wealth of helpful information about thinking, writing, talking, and studying like a lawyer. However, most modern legal education typically fails to prepare attorneys for how to start, manage, and grow a business, which is what a law firm is.

Doing your homework before you print out those business cards and spread the word about your plans can help determine if opening a law firm is right for you and how to go about it appropriately. When you approach the research stage of opening up a law firm, it can help to set aside the fact that it is a law practice for a moment. Many attorneys find that they are so focused on practicing law that it distracts them from preparing for the business aspect of running a firm.

Instead, you can take this opportunity to conduct market research and hammer out your business plans. To get you started, the US Small Business Administration has a robust set of tools to help you brainstorm, draft, and finalize your plan.

Once you have established your cloud-based law practice, continue to monitor your firm’s progress and research methods for running a virtual firm. Reevaluate and fine-tune your processes throughout the life cycle of your law firm to help ensure that you are an efficient and effective advocate and businessperson.

2. Invest in a Good Desktop Computer or Laptop

Because you are running a virtual law practice, the importance of having a reliable computer can only be understated. Before purchasing a computer or laptop, consider your preferences and what you need each day.

For example, if you are a personal injury or criminal defense attorney, you may view large files, such as lengthy medical records or video recordings. You will need to ensure the computer you purchase can handle these processes and will not wear out quickly.

Another consideration is whether you would like a desktop, laptop, or both. Desktop computers can be an inexpensive option, but you may be unable to transport them easily. Also, you need to ensure the computer’s manufacturer runs the software (such as Microsoft Office) that you are familiar with or will use to run your practice.

Some cloud-based attorneys meet with clients in different locations, such as the library or conference rooms in the courthouse. If you are planning on meeting with clients somewhere other than your day-to-day office space, you will need to ensure your essential office equipment – like your laptop – is also mobile. You can also purchase a tablet to take to those client meetings.

3. Develop (and Follow) a Law Firm Marketing Plan

Developing and following a law firm marketing plan is critical to surviving in today’s competitive online marketplace. Your firm’s individual needs may vary, but most content marketing plans include regular site audits, content creation and optimization, and website upkeep. Whether you create and publish your firm’s web content or use a search engine optimization (SEO) provider, developing a marketing plan that fits your budget, helps you acquire clients, and improves your search ranking is essential.

Brick-and-mortar offices have the benefit of having a physical office space that people can drive by and visit. The virtual version of this is your firm’s Google Business Profile. The Google Business Profile is a listing that shows up in the search results and showcases essential information about your firm, including:

• Your firm’s name, address, and telephone number
• A link to the website
• A description of your law firm
• Pictures of your law firm
• Your firm’s star rating and client reviews

In many cases, potential clients can also call and message your firm using the links on your Google Business Profile. Part of your law firm marketing plan should be to routinely review and update this listing, as it helps clients and Google find you.

With Curo365, you can foster, grow, and understand your client relationships and why people choose your law firm. The software provides you with a 360 view of your client’s relationship with the firm, giving you valuable information to better serve and market to future clients.

4. Automate Your Processes

Most successful cloud-based law practices are powered by robust automation. Anytime you or your staff have to manually complete an action, such as data entry, you risk clerical errors. These can cause delays in filing important case documents or even lose you a client.

Harnessing the power of automation allows you to streamline your processes and reduce errors. You can use automation to accomplish many tasks, such as:

• Transferring data from one program to another
• Sending an email
• Creating a reminder
• Performing a calculation (such as billing)

Curo365 allows you to consolidate and automate many processes that would otherwise take up valuable billable hours. Plus, the Curo365 program is powered by Microsoft365, so you do not need to worry about incompatible programs creating efficiency bottlenecks.

5. Use Reliable Legal Case Management Software

The legal client relationship management (CRM) software you use to power your firm dramatically impacts your ability to handle your cases effectively and efficiently. There are many case management software solutions on the market, but not every program is the right choice for you. Before signing up for an expensive case management software system with a lengthy contract, consider the following:

• How many cases do you handle on a monthly and yearly basis?
• How many clients do you interact with daily, weekly, and monthly?
• Do you meet with clients virtually or only in person?
• Does the software company provide onboarding training and materials?
• What is the cost per license, and are there limits on the number of licenses you can purchase?
• Is the case management product secure?
• Can attorneys and staff access the program remotely, or does physical, on-site hardware power it?

You can also take this opportunity to map out and assess your firm’s processes. If you have a case management provider but are unhappy with how it functions, transitioning to a cloud-based practice is a perfect chance for you to start fresh. A reliable and responsive case management software provider powering your law firm is critical to building and running a cloud-based practice.

Software providers like Curo365 offer singular solutions to the many problems law firms face, such as security issues and inefficient and outdated processes. Curo365 is the Microsoft legal software provider that seamlessly works across multiple programs you already use daily.

6. Set Up Your Physical Workspace

Just because you have a cloud-based, remote law practice does not mean you do not need a physical workspace. You may have heard rumors that working from home means casually sipping coffee on your couch with your laptop, but, in reality, you will not be able to get anything done if you do not have a workspace.

You can set up your physical workspace anywhere in your house, but the best practice is to have a table or desk set up in a low-traffic area. To prevent any accidental breaches of client confidentiality, you should have a secure place to store and view your physical files. Likewise, if you have telephone or video consultations with clients, make sure that there will not be any interruptions during the meeting.

You can also invest in a subscription to a co-working space in your area. These spaces are fully functional offices, typically with printers, high-speed internet, tables, conference rooms, a receptionist, and a waiting room. If you need to meet with a client in person or host a deposition, co-working spaces can be an ideal solution.

Depending on the co-working company, they may have flexible options for booking spaces on an hourly, daily, weekly, or monthly basis. Also, when looking into co-working spaces, it might be beneficial to see what industries they serve to make sure there will not be a potential breach of confidentiality.

7. Streamline Your Billing Process

Whether you take cases on an hourly, contingency, or flat fee basis, it is vital to streamline your billing and time-tracking processes. Doing so involves ensuring your time-tracking system is working for you rather than against you. It also requires taking a hard look at your procedures to determine what you bill your clients for and ensuring the processes are fine-tuned.

You should also assess your firm’s procedures for preparing and sending client bills. If clients consistently run into issues with billing, they are less likely to want or remember to pay. Make it as easy as possible for them to view, understand, and pay your bill.

Legal case management software provider Curo365 designed a billing system with attorneys in mind. They simplify tracking your time and creating a bill, making it easy for you and your staff to understand what is needed and from whom to finalize and send an invoice. Further, they help you seamlessly send bills to clients and receive payments.

8. Use Collaborative and Secure Messaging Systems

Working remotely from the cloud is a fantastic opportunity to reduce overhead costs and increase productivity. That said, you and your team will benefit from a secure method to communicate and collaborate with each other and clients. Email is a convenient way to send and receive messages, but it can quickly become overrun with items and take up immense amounts of your day to sort through.

With the right messaging system, you can save valuable time and resources, freeing you from your inbox and empowering you to fight for your clients. Curo365, for example, harnesses the power of Microsoft Teams and Outlook, both secure and robust messaging systems.

Microsoft Teams allows you to create multiple workspaces, so you and your virtual group have everything you need to complete your tasks – from anywhere. Microsoft Teams empowers you to create and manage tasks, meetings, links, messages, and more, all within the program.

9. Utilize a Smart Calendaring System

Using a paper calendar system may be nostalgic, but you may find yourself falling behind if that is your only method of docketing and remembering key events. You do not want to miss a court date or deposition because you forgot to check your paper calendar in the morning. Innovative calendar systems have multiple functionalities that create an interactive experience, actively reminding you of what is on your schedule.

The Curo365 calendar allows you to create calendar events from your email, word processing program, task list, and other locations. You can adjust the settings so that the system asks you if you want to create a calendar event anytime you type or come across a date.

Further, its practice management software also allows you to add links and attachments to calendar events. You can share these items with team members or clients to ensure everyone has what they need for the upcoming meeting. Another essential feature is blocking out sections of your day to ensure you have time to complete your pressing projects.

10. Set Up a Virtual Phone Service

A virtual phone service allows you to access your firm’s telephone from anywhere, not just when you are at your physical desk. Many programs allow you to download and use an app on your laptop or your telephone to make and receive phone calls easily. In many cases, you can also use the app to send and receive client text messages, a feature many clients expect attorneys to have already.

Another important feature of having a virtual phone provider is keeping your personal cell phone number private. You can download the app on your cell phone and make calls without jeopardizing your privacy.

When researching virtual phone service providers, peruse their average reviews and what type of industries they serve. You can also make a list of questions you have – such as if they use data or WiFi – about the service to determine if it is a good fit.

11. Get a Reliable Task Management System

There are immense benefits to being cloud-based and working remotely, but not having to maintain a To-Do list is, unfortunately, not one of them. Being an attorney and running a law practice can be rewarding, but there is no shortage of work and tasks to complete when managing a business. A reliable task management system allows you to take control of your day and stay on top of your To-Do list.

Curo365’s task management system is second to none, ensuring everyone on your team understands the expectations at any given time. You can track, manage, and assign tasks to members of your firm from anywhere and monitor the progress.

12. Meet with Clients Virtually

If you run a cloud-based, remote law practice, you should develop an appointment system that works for you, your firm, and your clients. Even without a brick-and-mortar office space, you can still have in-person meetings with clients at secure, convenient locations, like conference rooms at the courthouse or co-working spaces. That said, as we learned from the COVID-19 pandemic, you may not always have the option to meet with your clients in person.

You can solve this issue by allowing clients to meet with you virtually via telephone or video-conferencing software. Offering multiple modalities for client appointments can be an affordable and time-saving solution. By expanding how people interact with your firm, you can likewise increase your client acquisition and retention rate.

Cloud-based legal practice management software suite Curo365 provides secure, reliable, and affordable ways to virtually meet with clients from anywhere. You can host remote, virtual client consultations and case meetings using Skype and Microsoft Teams.

13. Sign Documents Electronically

Allowing clients to review and sign documents electronically is also an incredible asset to a modern, cloud-based law firm. Scanning and saving signed contracts take time, as does printing and sending the agreement in the mail in the first place. You save valuable time and firm resources by leveraging the power of secure e-signature capabilities.

E-signature capabilities can also improve your client acquisition rate because a more straightforward onboarding process helps ensure you book clients when they are ready to hire an attorney. Delays can deter them from hiring your firm or start the attorney-client relationship off on the wrong foot.

Further, some potential clients may not be able to come to your office to sign documents because of their work schedules or physical abilities. Allowing clients to sign documents electronically removes access to justice barriers and creates an inclusive environment.

14. Monitor Your Productivity

Understanding how you spend your time and whether you got as much done as you think is essential. Without this vital information, you may spend hours on a client project that is a money-waster rather than the breadwinner you thought it was. Further, with streamlined processes, that project may have only taken you one hour rather than five.

With Curo365, you can harness the immense capabilities of Microsoft Power BI to generate and present reports to monitor and measure your firm’s productivity. You can view your firm’s critical data and analytics to determine what processes are fostering growth and what are not. If you and your staff work remotely, this can be especially important to ensure you are still meeting your target goals.

15. Invest in Secure Cloud Storage

Our final step is to invest in secure cloud storage to allow your team to securely and reliably access the documents they need. To ensure that you meet your ethical obligations, research your legal practice management software company’s security practices. Cloud-based storage is secure and convenient, ensuring that your data is not lost or inadvertently disclosed if there is a security breach or power outage.

Curo365 is hosted by Microsoft, a key player in data security that spends over $1 billion per year towards maintaining a secure system. Their cloud-based Microsoft legal software provides powerful and convenient solutions to the pressing problems law firms face. 

Conclusion

With the right tools, creating a cloud-based law firm can be a rewarding and freeing opportunity to practice law in a new way and serve as an effective advocate. Curo365 provides a suite of best-in-class solutions to the technology and business problems facing attorneys in the virtual space. Contact our dedicated team today to discover how we can set you up for success.