Say Goodbye to E-mail and Hello to Team Collaboration Software

By Basil Stepanov 

The legal industry is no stranger to the art of collaboration. Contracts, forms, statements, testimonies and numerous other legal documents are essential to the process, and need to be properly disseminated to achieve success. While e-mail has traditionally been a key component in the transfer of data, a more efficient alternative is currently reigning supreme. Law firms need platforms that promote faster internal communication to share files, discuss key topics and reach the necessary parties without delay. More specifically, these law firms need team collaboration software.

Team collaboration software enables the sharing, processing and management of files, documents and other data types among several users and/or systems. This type of software also allows two or more remote users to jointly work on a task or project. 

You’re probably thinking e-mail gets the job done just as efficiently, but with today’s new innovations, it’s worth reconsidering.  

Let’s begin with the rise of collaboration software within the legal industry. At this point in time, if your law firm has not begun using collaboration software, it may be starting to fall behind. What was once the new and innovative way to communicate in the workplace is now becoming the standard, and it is time to catch up. Firms need to start updating their communication processes, especially as the workforce gets younger. As reported by Wired, millennials will make up 75% of the workforce by 2030. Fortune states that millennials have the mindset to make things simpler, quicker, more flexible and more efficient. They love having the things they need, but hate having extra things they don’t. With this new generation taking over the work force, firms will continue to see an increase in simpler, more efficient ways of communication and collaboration. 

So, what will this growth of collaboration software bring? Well, along with the software comes several benefits that will have a positive impact for law firms. These benefits vary over a wide range, and allow firms to be as efficient as possible when working together on projects and in groups. 

Here are some advantages of team collaboration software:

  1. Save Time—Collaboration software provides the opportunity for messaging between co-workers in real-time, all at the power of your fingertips. With the ability to communicate through multiple devices at any given time, it is easy to get information across quickly.

  1. Easily Share Files—The capability to share files and other information with other users in an instant adds convenience and saves your firm valuable time. Documents, project information, contacts, calendars/schedules, resource management, etc. can all be shared in just a few seconds. Best of all, it can be done 24 hours a day, 7 days a week. Clients and attorneys can instantly review, comment on and make changes to documents. In most collaboration platforms, you can simply drag and drop, or click a button to upload a file to share with any recipients you choose.  

  1. Stay Up-to-Date—With an open, transparent platform, everyone can stay up-to-date with what goes on within the firm. Newcomers can be fully engaged and connected within the workplace right away, as they will be kept in the loop regarding all activities occurring within the company. Also, with everyone working together, productivity increases as projects get done faster. This greater productivity leads to increased revenues.

  1. Better Service for Clients—The field of law has expanded in complexity and requires specialized expertise in multiple fields. But what is the easiest way to receive expert knowledge from different facets of the legal industry? According to Above the Law, “collaboration can be used as a tool to respond to broad, complex issues presented to clients from highly specialized lawyers in firms”. Firms then have a better understanding of the client’s business. allowing them to point their clients in the right direction, giving them a reliable experience when seeking information.

Although collaborative software comes with these great benefits, there is one main concern that causes hesitation—security. Ensuring documents are securely transferred and protected is vital to the success and reputation of any law firm. Firms must make sure they are choosing software that is secure and safe from hackers. Fortunately, some team collaboration platforms use built-in end-to-end encryption to ensure all communications and data remain private and protected from outside parties. It is essential to keep your data safe, and finding the right team collaboration software is the key to making sure this happens. 

Basil Stepanov is Chief Technology Officer of Smart Choice Communications. As a full-service ISP, Cloud PBX, SIP, Infrastructure Management and worldwide Smart Hands services provider, Smart Choice Communications helps hundreds of thousands of enterprise users to grow and maintain their businesses with zero downtime and cutover care. Its U.S.-based engineering team watches over its clients’ networks 24/7/365 using its superior standards to ensure all clients have 100% uptime. Basil may be reached at [email protected]. 

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