When you’re contemplating how to transfer to a paperless office for your firm, you need to first think about your goals. What is the problem you’re trying to solve? Do you need to get more storage? Save money? Increase your staff’s mobility? Improve accuracy in document creation and editing? Whatever your goals, keep them in mind as you go through the process of going paperless at work.
Digitise paper documents
Many firms wrestle with the question, “Can we have a paperless office?” because they fear that it’s impossible since they have legacy systems heavily dependent on paper. But using paper in the past doesn’t mean that you must continue. You can begin digitising existing matters and commit new cases to digital-only systems. Digitising your existing matters may feel overwhelming but if you’re willing to dedicate some resources to that process it can pay off in the long run. Smokeball lets you easily scan a document and save it to a matter with 0 mouse clicks.
Digitise your time-tracking
Automatic time tracking software can be a very contentious issue because it’s time-consuming, and with paper systems, it can also be aggravating. It’s inaccurate time-tracking that can cause firms to leave a lot of money on the table so digitising this aspect of your office can create immediate and lasting positive impacts on your law firm’s bottom-line.
Digitise your invoicing
Going with a paperless invoice system is another decision that firms will benefit from immediately. Simple legal billing software and invoicing systems like Xero that support lawyers and conveyancers are more accurate and timely in terms of getting invoices to clients immediately.
Upgrade your hardware and software
Make sure that you have modern computers and the best software programs to help with your paperless office. That means that you can’t keep 10-year-old computers around if you want to get the most out of your paperless office solution.
Upgrade your internet
Paperless offices need reliable internet access. Don’t be cheap on this one. Get the best and fastest internet that you can afford for your business.
Secure your data
Make sure that you have in place security measures that will prevent data leaks of sensitive client information. This is another area where you should be willing to invest as much as you can afford.
Learn the tools
When you purchase software tools such as your full practice management system (like Smokeball), take the time to get training for your entire staff. Your team should understand how to use the technology tools so that they feel comfortable using it daily and can get the full benefits of the system.
When you’re creating strategies for how to reduce paperwork in the office, take a holistic approach. Think about your firm needs and how you can ensure that your staff will effectively adapt to working in a paperless office.
Interested in learning more about Smokeball practice management software? Book an online demo and see why the most successful small law firms choose Smokeball to manage and grow their business.