Making the most of your technology for good legal practice

Making the most of your technology for good legal practice Fiona McLa y, McLa y Lega l Cons ulting LPLC We bina r 26 July 20 23

SI MPLE WAYS TO MAKE USE OF YOUR EXI STI NG TECH USE GOOD DESI GN TO EMBED QUALI TY I NTO EVERYDAY TASKS LOW COST I MPROVEMENT I DEAS YOU CAN I MPLEMENT NOW

How I became a tech enabled lawyer JULY 2 0 1 9 Freelance lawyer 1994 Corrs Chambers Westgarth 2016 Geeky Guru, CLI Legalpreneurs Lab Harris Friedman, generalist firm Sydney CBD Graduate Diploma of Legal Business, College of Law 2001 2018 Sparke Helmore. Digital Legal Practice and Innovation Masterclass, Centre for Legal Innovation (CLI)

How I became a tech enabled lawyer 20 23 2021 Published Tech enabled lawyer: a guide to making the most of the tools you have and spotting the tech you need Consultant Legal Project Management King & Wood Mallesons 2019 Managing Counsel, Dispute Resolution, MLC Wealth (then part of NAB) 2022 Teaching Fellow College of Law, Fundamental Technologies

Today Making the most of tech for Managing the retainer Communication Record keeping Good systems Managing key dates Keeping up to date

Making the most of tech for managing the retainer 17

Automated workflows in Microsoft 365 Collect information in a form Populate an entry on a List Use Power Automate to populate a template document Send for review/approval

Use Power Automate to build workflows

Use Excel and standard “menu” to estimate costs Use Excel spreadsheet to list standard stages for matter type and high-level tasks Start with standard “price list” and adjust as appropriate Estimate the total likely fees for the matter and sense check the outcome Us e s ta nda rd s ta ge s Comple te the blue columns a nd a me nd a s re quire d Ca lcula te to a lign with proje cte d comple tion of ta s ks for e a ch s ta ge

Use visuals to communicate scope of work Pull estimates from spreadsheet into a table in your retainer agreement Customise the presentation to suit your client’s needs Use the due dates to generate calendar entries and automated reminders Create a high level visual pathway to make it easy for your client to understand Ge tting s ta rte d Es ta blis h the numbe rs Ne gotia te a gre e me nt Forma lis e the a gre e me nt

Use Lists to track leads, Basic CRM (Client relationship management)

Use Lists to keep track Comple te the form to a dd ite ms Cus tomis e the columns Ke e p upda te s a nd note s on e a ch ite m

Use Lists to automate simple workflows

Making the most of tech for Communication 17

Secure Client portals • Secure client communications protect sensitive information and avoid complaints about privacy breaches • Real time progress updates: can keep clients informed of status and reduce complaints from missed deadlines or disorganisation • Regular case updates proactively manage client expectations, prevent misunderstandings, follow up outstanding instructions and reduce complaints about lack of information • Minimise requests to re-send information that has already been provided

Online appointment booking • Enable clients to book a time with you online, reduce phone tag and scheduling conflicts • Send automated reminders to clients, preventing complaints about forgotten appointments • Collect key information via online form in advance of appointment to avoid slow manual data collection • ⚠ build in conflict checking mechanism before you collect confidential client information that might cause you to be conflicted if both sides of a dispute engage you Source: Microsoft Bookings

Send availability from your mobile with Outlook app Reply to an email click the calendar plus icon Select Send Availability Highlight available timeslots from your calendar Your available times are in the draft reply

Client satisfaction surveys Source: Microsoft Forms

Making the most of tech for Record keeping 21

Dictate file notes when you are away from your desk Microsoft Word app in built dictation Notes app (for iPhone) also allows you to dictate

Use OneNote for digital file notes Insert Meeting details from Outlook Default Template created in One Note from LPLC template option to add your brand logo Optional ruled lines - select Draw | Format background Many ways to capture content • Type, dictate or record a video • handwrite on tablet and convert to text • Add images or pdf documents to mark up Email page to save on the matter file or give directions

Use PowerPoint record to communicate PowerPoint | Record | Screen recording Select area, then Record Select Camera | Cameo to record your face

Capture all communications on the matter file e.g., SMS, WhatsApp • more secure if all team use devices supplied by the firm • digital tools can pull bulk messages into your computer

Making the most of tech for good systems 25

Use templates and checklists: sleep better at night

Use OneNote for digital checklists Default Template created in One Note from LPLC template Checklist or create your own checklist templates

Use Forms for digital checklists Checklist created in Forms from LPLC template Checklist and access on mobile device

Built in automation Quick parts: re-used snippets of text in Word and email

Document review and proofing • Build in document review to detect errors like undefined terms, broken cross-references • Use tools to check for clarity, conciseness, inclusive language and how easy it is to understand Source: www.Macro.com

Version control • Consolidate multiple versions • Compare agreements against your template • Final check of the execution version before signing Source: www.Macro.com

Teams: Manage workload in a dispersed team

Teams: View 1 Kanban board

Teams: View 2 task list

Teams View 3: Schedule

Use Teams Planner app for automated reminders

Use ToDo for your work, personal, project tasks

Use Teams for an online Matter hub Pin PDFs for quick reference Documents Messages Link to the matter (if cloud based) Digital notebook

Use Teams to access policies and procedures 36

Making the most of tech for keeping up to date 25

Use Lists for an index that can be searched, filtered and sorted

Use Google Alerts to track key developments or clients

Use Jade to create alerts for any changes to key legislation for your practice area

Use Jade to create Jademarks for relevant paragraphs of cases as you read and tag them by topic/issue

Use Jade Citation Report to get an alert when legislation is cited or changed

Making the most of tech for Key dates 35

Use Lists to track progress and fixed fee stages

Use Lists app to automate reminders 45

Making the most of tech using Chat GPT and other generative AI 35

Do try out ChatGPT • Chat GPT-3 - Consumer version – not suitable for client confidential information Is good at: • create clear and concise explanations of complex topics • provide different perspectives • synthesize information • inspiration for creative ideas • draft step by step instructions on how to perform common tasks on software

Use ja s mine .ja de .io for na tura l la ngua ge re s e a rch 30

Coming soon Microsoft Copilot Mic ro s o ft 365 Co p ilo t: Yo u r Qu e s tio n s An s we re d Lis a Cros bie https://youtu.be/tQcf-rNX2EA 34

LPLC Cyber security guide

The best tool is the one you will use

Identify the one thing you will do as a next step

? Enable you or your team to work more effectively ? Improve the way you communicate with clients or potential clients ? Eliminate an annoying or repetitive manual task that is an unrecoverable cost

Find out more Book a va ila ble in Pa pe rba ck a nd e book www.fiona mcla y.com.a u Ama zon, Booktopia , LIV Books hop Us e the QR code to downloa d a fre e s a mple

Legaltech Confab A free online discussion about the practical ins and outs of using legal tech everyday Next session 10 August 2023 www.cli.colla w.co m Fundamental Legal Technologies An introduction to the technologies shaping legal services. Delivered 100% online over 12 weeks starting 14 August 2023 www.mlb.collaw.edu.au

Ways I can support you WWW.FI ONAMCLAY.COM.AU FI ONA@MCLAYLEGAL.COM 0422 074 923 LAW FI RM TECH REVI EW HOLD A LUNCH ‘N LEARN SESSI ON CONSULTI NG SOLUTI ONS On-site assessment and get jargon-free personalised tech recommendations to take your law firm into the digital world, even if tech isn’t your forte An engaging sesion to upskill your team on maximising your existing tech, boost their productivity and encourage a learning culture in your firm. No one will be left behind. Have a one-on-one session to discuss your tech challenges at your own pace and in plain English. Gain valuable insights and explore options to make tech an ally, not an obstacle.