The COVID pandemic has affected law firms large and small across America. To continue operating, many have been forced to operate virtually, even if systems were not previously in place to do this.

But as areas begin to open up again, consider continuing the transition into a virtual law firm full-time. It may help you handle the expected growing demand for filings as a result of the pandemic and to be better prepared for future disruptions, such as a natural disaster or subsequent COVID lock-downs.

Here’s what you may need to operate virtually:

Case Management System
One of the primary tools to operating virtually is a cloud-based case management system. This will allow you and your staff to access client records from any remote location. Available CMS systems include PracticePanther, Clio, MyCase and RocketMatter. Many have built-in calendaring systems for scheduling consults and staff. Separately, online calendars such as Google calendar and Microsoft Outlook can be set up quickly and shared by staff for tracking time and appointments. 

Online Payments
While many CMS systems such as Clio and MyCase have built-in online payments systems, many firms independently use LawPay to make collections easier both for the firm and their clients. 

Cloud Storage
Rather than storing documents on a hard drive in your office or desktop computer, move your documents securely to cloud server storage such as Dropbox, Box, Google Drive, and OneDrive. Even if you’re not using a universal CMS system, you and your staff can access files securely from any remote location. Be sure to use strong passwords and two-factor authentication.

VOIP Phone
Rather than simply using a landline in your office, consider setting up a VOIP (Voice Over Internet Protocol) phone. The simplest option is to start with Google Voice; a free service that provides you with a dedicated phone number and ports calls to your mobile device while masking your mobile phone number with your office number. Google Voice allows you to easily change the forwarding number receiving your business calls, and can ring multiple lines either simultaneously or rolling over when the first choice is not answered. You can also set up schedules for when to forward calls and voice mail messages for a variety of situations.

Internet Security
Remember to extend your office internet security protocols to the other locations you and your staff may be logging in from. Change the default passwords on home internet routers and be sure to use WPA2 encryption. Don’t use public internet unless accessing it through a VPN such as Encrypt.me. You can also use your phone as a mobile hotspot, to securely connect devices such as a laptop and tablet via your mobile data plan.

Virtual On-Demand Staffing
Use a virtual receptionist such as Abby Connect or Smith.ai to help answer phones, set up client appointments, return calls, and help screen potential clients. (Read LeadQ’s previous article about virtual receptionists HERE.) Legal assistants, paralegals and even experienced freelance attorneys are all available on an on-demand basis through online marketplaces such as LawClerk, EquivityVA and others. When the demand for filings outpaces your available staff, these resources are invaluable in helping your firm grow and handle the increased caseload – without the related issues and expenses of employees or having to provide desks and office space.

Virtual Meetings
Many attorneys have begun using online tools for conducting meetings virtually. This practice is likely to continue, even after social-distancing requirements ease. Virtual meetings allow you to consult with and manage more clients. Zoom, Facetime and Microsoft Teams all offer excellent platforms for conducting client consults – and staff meetings – for little to no cost. Schedule your virtual meetings using your CMS or online calendar. Conduct meetings from almost any location with internet availability. Even clients find virtual meetings preferable as it eliminates travel time and opens up their availability to meet with you.

On-Demand Lead Generation
When your firm has the ability to ramp up virtually to meet increasing demand, you’ll also need to be able to quickly scale your lead generation efforts accordingly. Traditionally it takes time to build an online presence for your firm. And considering the influx of new attorneys attracted by an expected rise in new cases by years’ end, your firm’s ability to quickly ramp up against this competition is vital. LeadQ can help your firm scale up the number of new prospect inquiries you receive and do so on a Pay-Per-Qualified-Inquiry basis only. Simply tell us how many new cases you’re available to take on per week or per month, and we’ll adjust our client generation efforts to match your availability. As we say, “all you have to do is answer the phone”.