As I’ve discussed in my previous newsletters, I’m writing a four-series column for the American Bar Association GP Solo eReport on how to run a virtual office. I hope that this information is helpful to all business owners who operate virtually. The second half of my second column, concerning technology, is set forth below:

The Virtual Truth: Taking on Technology

Tip #3: Rely on Case Management Software

A virtual law firm with staff cannot effectively operate without using case management software. My office uses Time Matters and the accompanying Billing Matters program. In a brick-and-mortar law firm, staff will personally communicate about dozens of daily issues, ranging from the attorneys’ substantive collaboration on a client matter to a request for more paper clips. Case management software provides a virtual law firm with an efficient way to manage these ongoing communications, so as to avoid getting lost in a tangled nightmare of countless email messages, phone calls, and text messages.

Time Matters creates a structure for storing digital client files that accommodates all documents, email, contact records, telephone records (including mp3 files of voice mail messages), mail receipt records, billing records, outstanding tasks, calendar items, and notes involving research and collaboration. Time Matters also provides an internal messengering system, file triggers to track key recurring tasks, and document generation for your firm’s templates; additionally, the most recent version provides an online client web portal. Other brands of case management software provide a varying array of features that might uniquely benefit your virtual model. Case management software provides the cornerstone for enabling staff to work seamlessly in a remote environment, while creating significant time-saving advantages.

Tip #4: Embrace Mobile Technology

To a much greater degree than in a brick-and-mortar law firm, most attorneys and staff choosing to work virtually will not be tied to their desks from 8 a.m. to 5 p.m. For example, on any given work day my office administrator could be watching her daughter’s soccer game, waiting at the car dealership while her car is getting fixed, or visiting family in California. Although I (usually!) know where she is, our clients and other parties with whom she interacts have no knowledge of her physical location. She continually relies on her smartphone, which contains a Time Matters mobile application, and other mobile computing devices in order to do her job. All attorneys and staff who work virtually need to be fully comfortable with smartphones, laptops, and tablets, and willing to use them daily, to create the most appealing options for work-life management while enhancing responsiveness to clients and speedy interoffice communications.

Some virtual lawyers create the illusion that they run their law firms from a physical office, due to fears that they may lose clients as a result of their office setup. On the contrary, in 2014, a well-run virtual law office supported by a solid technological infrastructure will actually attract many potential clients because of the creativity and innovation involved. Invest wisely, from the beginning, in quality equipment and software that supports your firm’s business model, and then be eager to explain to your clients how these investments in technology make you the best lawyer for the job.

 
Stacey Romberg