You may have heard the term “cloud based software” used as an option for your law firm’s legal practice management software and feel that you have somewhat of a grasp of what this term means.
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Or you may – like many law professionals – have not a clue what “cloud based software” is referring to and are unsure what it does, how it works, or whether or not it’s even safe.
We live in a time when technology is rapidly changing and trying to keep up with all the latest innovations and options can at times be pretty exhausting.
Not only that but learning all the new tips and tricks can also be overwhelming, especially when you worry that by the time you learn and implement something new into your practice there’s a good chance an update will come out or a new feature will come along, forcing you to start all over again.
That said, it’s hard to imagine that a technological advancement as big as cloud based software is going to be replaced anytime soon.
In fact, research has shown that in 2021 it was estimated that over 90% of the workload in businesses worldwide would be processed by cloud based data centers.
Not only that but since the pandemic, companies have gone from seeing cloud based software systems as a nice feature to have, to now seeing these systems as something they almost can’t do business without.
And law firms are no exception to this.
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Regardless of the size of your law firm, cloud based software programs and applications can make a significant difference in your staff’s workflow, their ability to work remotely, and their ability to stay productive, regardless of any factors surrounding them.
Cloud based software systems also allow for staff to collaborate easily with one another and work together while not necessarily in the same room, same department, or even the same building.
Many law practice administrators or staff members may hesitate to implement cloud based software because they worry about the security concerns and wonder if their files, email correspondence, accounting information, and legal documents can truly be safe when a cloud based software system is being used.
Though these are valid and understandable concerns, cloud based software companies have gone to great measures to ensure that any information that is loaded onto the cloud is secure and well protected.
Not only are there plenty of ways that a law practice can be reassured of cloud security and safety, but you may even come to realize that your law firm’s cloud based legal documents are actually more secure than the files, correspondence, and other sensitive materials being held in your office or stored on your law firm’s computer server.
What is Cloud Based Software?
Most of us do a fair amount of daily work on our computers and we know that the different types of software that are installed on them is what allows us to do a wide range of different jobs.
From checking and sending emails to preparing invoices and other accounting system tasks, the software on our computers is an integral part of our workflow and makes our days much more productive and organized.
Cloud based software is also able to help us with all of our administrative tasks. But instead of being installed on a computer (and only accessible through that specific computer) cloud based software allows information to be stored remotely and accessed anywhere you need it, as long as you have an internet connection and the appropriate login details to access it.
It’s also important to note that a cloud can be either private or public. A public cloud can be used by anybody who has access to the internet.
A private cloud belongs to a specific network or data center and provides services for a small group of individuals with limited access and rights.
But regardless of which type a business or individual chooses to use, a cloud aims to give easy and remote access to computer resources and information technology services.
When an attorney or law firm utilizes cloud based software, they will be able to access any documents, legal files, client communication, time and expense tracking reports, or other forms of firm accounting from any computer or mobile device they choose.
For many of us, cloud based software is still a difficult idea to grasp. (Perhaps, in part, because there is literally nothing to grasp…no floppy disc, no zip drive, no USB stick!)
But grasp it we must.
A study done by Forrester Research found that by 2021, the worldwide public cloud infrastructure market was expected to grow by 35% to $120 billion. And it has continued to take center stage since then.
So, what does this mean for your law practice?
As cloud technologies continue to advance and more businesses and individuals move to cloud-based services, it is going to be essential for your firm’s success that you and your staff understand the cloud and how to use it.
What Are the Top Benefits of a Cloud Based Software System?
Even once you understand what exactly defines a cloud based software system, it may still be hard to fully grasp the benefits of it.
Humans don’t exactly love change, and lawyers are no exception to this.
Not only that but when time is of the essence, the idea of having to learn a whole new platform – especially one that is hard to grasp physically as well as mentally – a cloud based system can quickly become a low priority on the list of to-dos for anyone in your practice.
Let’s look at some of the biggest benefits of moving to a cloud based legal practice management software for a legal firm and how a system such as this is going to help everyone’s workflow improve, regardless of their position in your firm.
1. Flexibility
One of the best and biggest advantages to introducing and utilizing cloud based software in your law firm is going to be the enormous amount of flexibility it is going to provide to your attorneys and their support staff.
Not to mention, your clients as well!
Using cloud based software means that everyone is going to be able to get work done both within and outside of the law practice’s physical walls.
Whether it’s an attorney on his or her way to court or an employee who is home with a sick child, being able to work on case management, contact management or even legal document management from a cell phone, a laptop or even an iPad is going to allow everyone in your practice to work smarter, not harder…something everyone will appreciate.
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Request a DemoAnd not only will a cloud based practice management software legal system allow employees the flexibility to work outside the confines of the practice, but it will also allow for everyone involved in various types of matter management to stay connected with the workflow that’s happening.
For example, if an individual in the accounting department is working on an expense and/or time tracking report in the office, another person in that same department can be viewing it in real time…even if they are working from home.
This type of flexibility in a law practice management software system means that not only will task management be much more efficient across all departments, but your entire staff will feel confident that any information that they are currently viewing on their screen is accurate.
Legal professionals know the sensitivity of time more than just about anyone.
Being able to communicate and collaborate quickly and effectively as a staff and with clients is the bedrock of any successful law office.
2. Cost
Another beneficial factor in having your law practice management software moved to a cloud based solution is the overall cost that will be involved.
According to an article in The National Law Review, for law firms that move their data and document management to a cloud, profit margins can greatly increase, thanks in large part to the amount of efficiency that a cloud system creates.
A cloud system also eliminates the high cost of local data storage and maintenance.
Not only that, but the article goes on to remind us that the cost of outdated software can also be problematic for many law firms…an expense that is often overlooked.
When your law practice management software is cloud based, your law firm is going to be able to grow without updating or adding any updated equipment, new software, advanced IT staff, or the other seemingly endless expenses that are so often associated with keeping a firm’s data and document management in-house.
Having at least certain parts of your legal practice management software system be cloud based will allow predictable costs that will make a big difference in your monthly as well as yearly budgets when it comes to your technology bottom line.
3. Security
For any law firm that is considering moving its legal practice management systems to live on the cloud, there is always going to be one area that’s probably more concerning than all the others combined.
Is it really (truly) secure?
This concern is completely understandable. Any highly ethical and well-respected law firm will always prioritize the importance of attorney and client communication remaining confidential.
They will also recognize that client information is often extremely sensitive and will make sure there is never a question as to the security or safety of how their firm’s client matter is being handled.
But here’s the great news…
In the past, a law firm had every right to be concerned about the safety and possible security challenges of a cloud based legal practice management software system.
From client information to document management, there were valid reasons to be skeptical that sensitive material could be kept safe and secure on something as obscure-sounding as “the cloud.”
Today, however, cybersecurity advancements have led to the cloud often being more secure than on-site servers.
In fact, according to Security Magazine, small to medium-sized businesses of any nature are more vulnerable to cyber attacks than large corporations, since they often don’t have the infrastructure or IT staff that’s needed to keep their servers secure.
If security seems to be a big reason why a law firm isn’t considering moving the majority of its legal practice management software to a cloud based platform, it may be time to talk with an expert about the advantages that the cloud can offer your law practice when it comes to not only efficiency but security as well.
4. Reliability
Finally, another big benefit to implementing cloud based software into your law firm’s practice management system is the reliability of cloud based systems compared to those that are still server based.
In the past, most law firms believed that in-house servers were much more reliable (and obviously secure) than anything that was utilizing a cloud system.
But for modern law firms today, this is simply no longer the case.
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Cloud based servers are usually equipped with backup servers that aren’t available to traditional, in-house servers.
This means that if your law firm experiences any sort of data breach or system malfunction, cloud systems can quickly be reconfigured and any damage can be kept to a minimum.
It also means that if there is a problem within your firm, such as a fire, a flood, or even a physical break-in, information that’s being stored on the cloud can’t be lost or compromised.
And…it is not uncommon for a staff member to sometimes forget to create a server backup at the end of the day, meaning that important and sensitive data could be lost in the event of something as common as an overnight power outage.
When it comes to reliability, the bottom line is this…
No matter what type of system you have in place, a cloud system is always going to be able to continually sync and update your law firm’s files, client communications, and any financial documents so there is never a fear that something is going to be forgotten, misplaced, destroyed or lost.
Are You Ready to Switch to a Cloud Based System for Your Legal Practice?
When you’ve decided it’s time to take the plunge and find out what type of cloud based software is available for your law practice, reach out to LeanLaw for guidance.
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LeanLaw is a cloud based financial operating system that is built by legal professionals for legal professionals.
Our experts understand the complexities of managing a law firm, and can guide you toward cloud based solutions that are going to help everyone on your staff stop fighting with your practice management software and learn to love it instead.
Powered by Quickbooks Online, our billing software is designed to ensure that everything billable is being captured, that money flows through the firm properly, and that all your firm’s reports are always run-ready.
When you integrate LeanLaw software into your legal practice, all of your firm’s information is going to be accessible and accurate, as well as transparent.
If you are ready to see how your firm can understand and fully utilize LeanLaw’s cloud based legal software in a simple and seamless way, reach out to us today!
