How many times have you gone digging back through old emails looking for the latest version of a client file? Do you ever find yourself trying to find other work to keep you busy while you wait for a coworker to send a file back to you? Does your team need a more powerful and intuitive way to coordinate on cases?
If any of this sounds familiar, Microsoft SharePoint could be the solution you’ve been looking for. Read on to discover some of the benefits of SharePoint for law firms.
What is SharePoint?
Microsoft SharePoint is a tool designed to encourage collaboration and communication. SharePoint lets you build completely custom internal websites that you can share with your team. You can share files, coordinate on cases, and securely interface with clients.
SharePoint integrates seamlessly with other Microsoft programs. This includes the rest of the Microsoft business solutions.
You can work on Word and Excel files, collaborate on PowerPoints, and integrate your Flows to create a streamlined work experience. These sites will be customized to your firm’s specific needs, helping you keep things running smoothly.
Organize Client Case Files
One of the best uses of SharePoint for law firms is organizing client cases. How many systems are your case files scattered across right now? If you have more than one member of your staff working on a case, you likely have email threads, multiple file versions scattered across several machines, and a few cloud documents floating around. SharePoint keeps all your cases in one easy system where you can find them when you need them. Everyone working on the case can edit the same file, so everyone is always on the same page. No more digging through old email threads and checking file save dates; the information you need will be right there at your fingertips.
Secure Legal Case Files
Maintaining client privacy is one of your most important tasks as a law firm. And you may be wondering how you can keep that data secure if everyone on your team can see all the client files. The good news is SharePoint has dynamic data security designed to grant access to those who need it and keep others locked out. You can customize data security protocols down to the individual file level. You can determine who inside and outside your SharePoint system can access certain files. This allows you to share information with your clients and the people working on their case. But others who don’t need that information won’t be able to see the file at all.
Maintain Legal Compliance
There are a lot of regulations you must comply with as a law firm regarding client privacy and data security. Managing these regulations can be a headache when you aren’t using a proper document management system. But SharePoint makes it easy to handle all the regulations you need as a routine part of your work. You can set up automatic protocols that retain files for a set period of time before deleting them at the appropriate date. SharePoint has built-in comprehensive e-discovery and hold functionality to make investigations a little easier. And auditing will be a cinch with built-in audit and reporting capabilities.
Improve Firm Productivity
If you want to grow your business and keep your clients happy, it’s important that you find ways to keep your team productivity high. Searching for files and shuffling documents back and forth takes up time your people could be spending working on client cases. SharePoint can help reduce the amount of time you spend on repetitive tasks and keep your team humming along smoothly. SharePoint keeps all your files in the same place and effortlessly organized, reducing the amount of time people have to spend hunting for and sharing the latest document version. Multiple people can also work on the same file at once so you can eliminate delays waiting to pass a file around. Automation with Microsoft Flow and PowerApps can also eliminate the need for your employees to spend their time on tedious, repetitive tasks.
Get Access Anywhere
Since early 2020, it has become more apparent than ever how important remote work capabilities are. The COVID-19 pandemic has forced many businesses to move to a remote footing, and that change will likely continue. Remote work also keeps your company agile, able to continue working through all sorts of unforeseen circumstances.
Microsoft knows that your team needs to be able to access your files from anywhere. That’s why they’ve created a SharePoint app that works on tablets, phones, and other mobile devices. And don’t worry – your files will be just as secure on the mobile platform as they are on the desktop format.
Collaborate More Effectively
Maintaining strong team cooperation is the key to running any sort of business, but especially a law firm. Your employees need to be able to work together on research for cases, verify precedents, and handle client consultations. SharePoint makes collaboration a simple and intuitive part of your everyday operations.
Because multiple people can work on a file at once, your team can communicate much more quickly and easily. Built-in team communication boards move faster than email and are more organized than other chat programs. And customizable sites ensure your team has all the tools they need to collaborate at their fingertips.
Discover the Benefits of SharePoint for Law Firms
Microsoft SharePoint is a powerful way to manage your file organization and team collaboration in the office or out. You can control data security, maintain compliance, and keep client cases organized. Your team can access the information they need no matter where they are and when they need it.
If you’d like to discover the benefits of SharePoint for law firms, check out the rest of our site at IncWorx. We provide consulting and support that makes your Microsoft technology easier to use. Request a call today to start working smarter, not harder, for your firm.