Technology for Attorneys: Enhance the Productivity for Attorney’s … · 2019-03-22 · Jetpack for Task Management My team uses Jetpack to manage the workflow of projects, called

Technology for Attorneys: Enhance the Productivity for Attorney’s Practice

2019 Edition

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Technology to Enhance Productivity

Christina Lael, CPA, JDCEO and Founder of Lael Tax, LLC

[email protected]

(239) 437-9934

Fort Myers, FL l Clarksville, TN

Christina Lael, CPA, JDCEO & Founder, Lael Tax, LLC www.LaelTax.com

mailto:[email protected]

http://www.laeltax.com/


Agenda• Introduction – Technology to Enhance the Productivity for Attorney’s Practice

• Task Management and Workflow Assistants

• Email Management

• Online Scheduling and Conferencing

• Expense Tracking

• Reducing IRS Hold Time

• Team Communication Portals

Christina Lael, CPA, JD CEO & Founder, Lael Tax, LLC www.LaelTax.com


Jetpack for Task Management

My team uses Jetpack to manage the workflow of projects, called jobs within Jetpack.

Jetpack allows you to create multiple templates listing specific tasks based on the type of job. Within any job, you can assign tasks to team members, create a due date, add specific instructions, send team members a message, or email the client. With the multiple filter options, calendar view, bookmark and tag options, it is a breeze locating the information desired.

This software was created with accounting firms in mind, however alternatives to Jetpack are MyCase.com and Clio.com.


https://jetpackworkflow.com/

https://www.mycase.com/

https://www.clio.com/


Jetpack Dashboard


Quickly see everything going on across your firm, easily identify jobs and work in danger of falling through the cracks, and get projects completed on time.


Jetpack Search OptionsThe search option lets you find any project, task, or client in seconds.


*Support is available by clicking the small envelope on the bottom right.


Jetpack Filters


Filter by: Client, Job, Label, Due Date, Status, Staff, Partner


Jetpack Job Template


Each project is a “job” and each job is broken down into “tasks”. Jobs that your firm does repeatedly can be standardized and saved as a template to be assigned to a client.

This is our Tax Plan Template. Each task allows for additional instruction, checklists, or notes. You can also attach files. Each task has a due date. The assigned team member will check off the task upon completion. You can add Task Dependencies so that a task cannot be checked off before a task that it is dependent on.

NOTE: Once a dependency is added, you can not re-order the tasks without removing it.


Jetpack Templates


List of Templates



Jetpack LibraryJetpack has a library of templates available for you to use or

customize for your firm’s needs.


Jetpack Calendar


The calendar view is a great way to see all of your jobs and tasks, and syncs with your Google calendar.



Jetpack LabelsCategorize jobs with labels for easy search and workflow.


Jetpack Email Templates


Create email templates and send to clients from within Jetpack.



JetpackReports


Email Management

G Suite Helpscout Close.io



G Suite


CONNECT Reach your

colleagues wherever they are.

ACCESS Store files and find

what you need instantly.

CREATE Everything you need to bring your project

to life.

CONTROL Manage users,

devices, and data securely and easily.


Helpscout


All team members manage their email inboxes within Helpscout, which records all emails sent or received. Rules can be set up to assign emails to team members based on criteria you choose. Your team can handle emails, no matter who was

the original recipient, according to their availability.


Helpscout


Emails can be tagged for easy search.

“FLEXIBLE SEARCH ENGINE”

Search


Helpscout Follow Ups

Christina Lael, CPA, JDCEO & Founder, Lael Tax, LLCwww.LaelTax.com

A Follow Up date can be assigned to a conversation.

It appears in bold text, in the team member’s Assigned folder on its due date.


Helpscout Follow Ups

Christina Lael, CPA, JDCEO & Founder, Lael Tax, LLCwww.LaelTax.com

You can also see other team members’ Follow Up folders for coverage in case of absence or emergencies.The category bar allows you to sort by Customer, Communication, Assignee, and Date.



HelpscoutYou can enter notes to yourself or to other team members, using an @ plus their username.

The team member receives a notification that the conversation needs their attention.


Close.io


Emails sent and received by all team

members are automatically tracked.

Once a new email address is entered, my

entire team’s email correspondence will appear on the right

side.


Close.io ‘Narrow your results’


Filter through all leads by using the ‘Narrow your results’ options. Create Smart Views

for your most common searches to optimize your sales

process.

Narrow your results →


Close.io Tracking Correspondence


Ways to Track Communication with Clients:

View All

View Notes

View Emails

View Calls

View SMS

View Mine

This envelope indicates the message has been

read. If you hover over, it will let you

know by who and how many times.


Close.io Activity Report


Filter per:

• Day

• Week

• Month

• Lead

• User

Activity Reports Monitor:

• How many leads are created

• How many leads are contacted

• How many emails were sent

• How many emails were received.


Close.io Email Options


Creating email templates makes emailing much faster and prevents typos. Set emails for follow-up, to send at a later date, or send an Email Sequence.

Email Templates

Follow up


Close.io Email Sequences


Leads in close.io originate from my connections with LinkedIn Sales Navigator. I send emails to potential clients so they can book a meeting with me by clicking on a link which is scheduled through Acuity. Once the

meeting is scheduled, Zapier then updates the Client’s status so they will not receive more emails.


Zapier


Sync data between two or more apps for an automatic workflow.


Zapier


Acuity to Close.io A New Appointment is made when a client Books a Meeting in Acuity. Zapier finds the Client in Close.io and marks it as ‘Potential’ which will pause the email campaign.


Appointment Management

• Set available and unavailable times

• Create appointment types

• Clients schedule their own appointments

• Create intake forms for additional information needed from client

• Manage Additional Users

• Accept Payments



Acuity


Specific times can be blocked off by appointment type. If I prefer to meet with Tax Plan clients on Monday and Wednesday, I can adjust what days appear available to clients booking that appointment type.


Acuity


Create specific appointment types based on the services you provide to categorize by color and set specific rules.


Join.me Conferencing


I use this tool to facilitate meetings with clients by sharing my screen. Both parties can screenshare and annotate, and you can record the conference for future reference or to

forward to the client.


Join.me



Expensify

Start using an app on your phone to keep track of receipts. I recommend Expensify. For $9/month, can take smart scan your receipts from your phone or send to [email protected].

Not having copies of the source documents of receipts is the #1 audit risk.


www.expensify.com



ENQ


Your time is your most valuable asset.When calling the IRS Priority Practitioner line, this service cuts your

waiting time up to 90%!

www.callENQ.com


Slack


You can use this app as an instant messenger with additional options. You can make phone calls and screen share through slack. You can use it as a private or public channel….…..….…...


Slack



Slack


Custom channels can be created to communicate with your team about specific topics.


Kyber


Kyber is an app specifically for Slack that can boost your productivity.It works inside Slack to eliminate switching between Slack and external apps.

www.kyber.me


Email any questions to me. You can also visit my website to book a complimentary consultation or meeting.

Christina Lael, CPA, JDCEO and Founder of Lael Tax, LLC

[email protected]

239-437-9934

Fort Myers, FL l Clarksville, TN





Documents

Technology for Attorneys: Enhance the Productivity for Attorney’s … · 2019-03-22 · Jetpack for Task Management My team uses Jetpack to manage the workflow of projects, called