ROADMAP to a

LEAN L AW F IRM

2

Contents:

Mission 3

Three Critical Ingredients 4

Questions to Ask 5

Checklist 10

Join the Movement 14

OUR MISSION at LeanLaw is to help law firms operate

Lean - with 20% overhead or less. It’s

challenging, but doable. To achieve this,

we set up a clear roadmap to laying the

operational infrastructure of your firm.

We think Lean. We speak Lawyer.

3

4

The idea of lean is more than just working smart for its own benefit. We like to focus on quality of life: the more efficiently you run your law practice, the more time you will have to do the things you like to do. That could include working more, but it could also include travel, family time, alone time, pro bono time -- the possibilities are endless, but time is a fixed commodity, no matter how much money you make.

To be lean, you need three critical ingredients: the right mindset, the right tools, and the right people.

MIND SET TOOLS PEOPLE

the more efficiently you run your law practice, the more time you will have to do the things you like to do

Three Critical Ingredients

5

Your Goal: To lay a solid foundation through technology and by developing habits. If you shortcut this foundation, you’ll spend double in time and money when you try to integrate new processes. Start right: Nuance comes later.

Core Tools: The following tools are the foundation for the technical part of your practice that all lawyers use: email, calendaring, document production/storage/backup, timekeeping/invoicing, and accounting. Get this right, and everything builds out securely.

Mindset: LeanLaw’s first step in the process is a Technical Personality Assessment of your law practice. One size doesn’t fit all. Following are some simple questions to consider as you set up your legal practice.

Our job is to help you ask the right questions.

6

Do you like Apple or Microsoft products?

Outlook or Gmail?

vs

Will you work from an office or home office?

Questions to Ask

What part of your practice is the most work/staff intensive?

Do you need to have all the details of a case / matter in one place?

What are your collaboration needs?

Will your practice have any specific security compliance requirements?

7

8

How would you define your basic business continuity needs?

How do you prefer to be reached by your clients?

Will you have staff or be a solo?

What are you the technical preferences, and your technical aptitude?

How important is mobile?

How would you define life/work balance?

Once you have worked through this process, you should have direction on security, data mobility, sync & backup and technical preferences.

Next, we work on the tool identification and integration.

9

10

Task One: CommunicationDomain Setup / Search Setup☐ Register website domain(s).☐ Setup web hosting.☐ Setup business listing in Google for Business, Yelp, LinkedIn etc, so that your firm can be found.☐ Source a web designer or use tools such as Wordpress, Square Space or Wix to make your website.

Equipment Purchase☐ Computers (ensure you get a next business day onsite warranty for three years).☐ Office Phones (VOIP, not landlines).☐ Mobile phone.☐ Printers/scanners (think about size / speed / cost).

Email Setup☐ Determine host (Microsoft’s Office365 or Google’s GSuite).☐ Set up user accounts.☐ Integrate email in key apps across all devices.☐ Ensure data sync is working.☐ Ensure data retention is adequate based on your business needs.

Office Data Network☐ Identify an ISP for data. Shop around for the best speed and price.☐ Network gear & Configuration - modems, wifi, routers.

Checklist

11

Task Two: Data Document Storage / Management☐ Determine best cloud storage tool. Set it up: Users, file directory, rules, integration -- on all your devices. We like Box.com and NetDocuments.☐ What data retention is required for your practice?☐ How will you collaborate with other attorneys, clients, and other stake holders?☐ How will the data be backed up? Will it be in three locations and two vendors?

Practice Management☐ Identify the right practice management platform, set up and migrate data.☐ If you decide on an alternative to practice management software, make sure that your tools integrate with each other – e.g, timekeeping & billing into accounting.☐ Integrate your practice management platform or your a la carte software into all of your devices.

12

Task Three: Accounting

Accounting☐ Identify and set up online accounting package.☐ Set up ability to receive electronic payments.☐ Make sure your credit card transactions flow into your accounting tool electronically.☐ Set up trust accounting best practices.☐ Set up default invoice template.

Time Keeping☐ Identify timekeeping tool, set up and integrate with invoicing and billing.

13

Task Four: SecuritySecurity☐ Ensure all mobile devices are encrypted and “find my phone” is enabled. ☐ Adhere to HIPPA and other data compliance requirements. ☐ Develop best practice for securely sharing data with clients.☐ Write policies for passwords, acceptable use, information disposal, and privacy. ☐ Ensure all your computers have the right anti-malware software.☐ As needed, educate your team on cybersecurity best practices.☐ Set up bi-annual practice drills in case of a security breach.

No need to feel overwhelmed.

Do not attempt to do all of these tasks in a week or even a month. Work each task thoroughly before you move to the next and most importantly: do task one first.

Once you have your email and phone set up, you’ll not only feel better but you’ll also have in place the proper contacts for when you set up all your integrated services downstream.

With the right tools, the proper infrastructure and a clear, lean mindset, you’ll be able to accomplish the goal of a lean law firm - 20% overhead or less.

And if this is still overwhelming, give us a call. We can help you with some or all of this setup.

Join the Movement!Our Software Has Helped Firms Around The Globe Get Lean.

LeanLaw.co | (888) 882-3017

SEE HOW