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Integrations That Work

If your firm hasn’t explored these integrations and feel they spend a lot of time with administrative tasks, its time to start making some changes. However, knowing the right integrations to use can be difficult, especially when there are so many different software programs out there.  To help you learn more about legal integrations, below is the list of a few that we use and how they are helpful:

 

  • Clio Grow: We have talked a lot about Clio Grow in past blogs because of its versatility. This integration allows us to add new leads and take notes on calls in your “Clio Grow Inbox.”
  • Acuity: A great scheduling tool for Outlook and Google calendar. This user- friendly software has turned scheduling, taking payments, and completing customized legal intake forms into a simple and easy process.
  • Appointment Core: A scheduling tool that integrates with InfusionSoft. This software allows our receptionists to easily schedule client appointments through booking links.

It Makes Life Easier

Integrations are here to help and make life easier, so if you haven’t hopped on the bandwagon yet, you are only making administrative tasks more difficult on yourself and your employees. We have adopted many integrations to make scheduling, billing, and payments seamless, so that we can provide the best services possible!  All of the integrations we use are on our website, where you can read a more in-depth description of their functions.

 

Increase Workplace Happiness With A Dream Manager

If you are looking for employees who are loyal to your company, strive to meet company goals, take pride in their work, and want to see their organization grow more successful…then you need to understand the influence of job satisfaction. Employees who feel appreciated and tend to be happier are:

  • cared about by management
  • feel they can be trusted
  • given an appropriate workload

It’s not exactly rocket science that being treated well makes a person happier, but often organizations miss the mark with their attempts to increase employee job satisfaction.

Dream Manager Program

One of the more unorthodox, yet effective strategies at increasing employee happiness is implementing a dream manager program. Matthew Kelly’s book, The Dream Manager, shows how companies can have stupendous results by helping their employees achieve their dreams. A dream manager’s job is quite literally helping employees plan how to fulfill what they desire! This can be anything from helping an employee with their goal of running a marathon to helping an employee learn to make the perfect souffle!

While employees work hard to support company goals, in return, the company is helping them achieve their personal goals. This sends a message to the employees that their interests’ matter and that their lives outside of work matter.  More importantly, they feel valued. In turn, employees have more confidence, are more invested in their work.  They naturally will work harder and become generally happier, feeling more satisfied with their position.

If you’re looking for a way to increase job satisfaction, consider a dream manager program because it’s fun and rewarding. It truly benefits everyone! Furthermore, it’s doable for almost any company, no matter the size. Even small businesses can fulfill small employee dreams and goals.  It’s certainly a worthwhile investment!

 

Legal Intake Forms: Why You Should Use Them

Do you currently use intake forms when answering new client calls? If not, you need to severely rethink your client intake! Using a detailed standardized intake form will streamline the process and ensure that important details have not been overlooked. If completing intake forms has not been working for you, perhaps your forms need a facelift. Here are some suggestions of what a great intake form includes:

  • Name
  • Address
  • Contact information
  • Details of the legal issue (some firms put a checklist here)
  • History of prior legal matters
  • Other firms they have worked with
  • And any other information they feel is relevant to the matter

If the form is too basic, or if it does not apply, then surely it won’t be helpful. Sometimes it is helpful to create different intake forms for specific needs or areas within your firm. Some firms choose to simplify things even more by doing their intake forms online through Clio.

Intake Forms Are Versatile

Offering intake forms are useful for areas other than just streamlining the intake process. They can be used as:

  1. A screening tool. If a prospective client is unwilling or hesitant to provide certain information, it could be a sign of problems to come.
  2. Documentation. Intake forms are a great place to document that you have discussed the fee arrangement with your prospective client and that they have agreed to the terms you set forth. This ensures right from the beginning that the prospective client can afford your services.
  3. A risk management tool. Having clients sign that the information on the intake form is correct can save you in the future if something is incorrect or inaccurate.
  4. Identify future needs. They can help you identify if a potential client needs any additional legal services that you may be able to help with in the future.

Intake Forms Are Useful

As you can see, intake forms are infinitely useful and can be implemented in any firm. Remember, they’re not just a tool to make life better for you- your prospective clients will also love them because they offer an easier, neater, and more streamlined process for them too! When your client is going through [sometimes] long, expensive, and messy legal matters, they will recognize and appreciate every effort made by you to simplify their case.

If you have yet to implement intake forms in your firm, what’s stopping you?

Improve Your Law Firm Process

Constantly looking for ways to improve your law firm is never-ending.  Now more than ever is the time to find an integrated system that can you with your practice management.  Clio Grow is just that – a groundbreaking cloud-based law practice management software program.  This system is designed to streamline day-to-day work of law firms and improve the tasks required.

Client Lifecycle Solutions

Here are some of the ways in which this system is providing you with end-to-end client lifecycle solutions:

  1. It allows you to organize your leads and house billable matters for clients all in one system.  Whereas before these had to be done through two separate systems. This means no more wasting time transferring data back and forth between systems and no more doing duplicate data entry.

 

  1. A cluttered billing system can be a nightmare to organize and manage, especially when it is clogged with old information that you may not need now, but you also don’t necessarily want to delete. Clio Grow acts like a filter to allow you to capture all the valuable information you need for leads. The good stuff makes it to Clio Grow for billing and casework, and the rest is stored so you don’t lose data that you may need again later.

 

  1. Clio Grow now greatly reduces the time spend doing data entry to intake forms by allowing clients to fill out forms on their own, then is automatically submitted. This eliminates the time is takes to be filled out by hand and then transcribed, saving you hours to time.  It also reduces typos made through the transcription process.

 

  1. For every new client, Clio Grow provides firms with an ROI measurement for investments in business development like marketing. This helps firms zero in on the business development strategies that work best for them, so they can continue to grow and acquire new clients.

Improve Your Process

If you are not a Clio user, there has never been a better time to become one. This technology is huge for law firms and is ever-changing and improving, continuing to make life easier and more seamless for you.

 

Time For A Virtual Receptionist?

Answering phones is an element of business that is essential to engage with clients. Whether they are new customers calling with questions about a product, or an existing one calling with issues that need to be reconciled; the key is both groups are funneled through the phones.  As a business owner who is juggling a million tasks throughout the day, answering phones may not be a top priority.

Virtual Receptionists

Virtual receptionists can answer the phones for your business as well as to conduct tasks such as scheduling and directing calls.  To analyze what people look for most when calling an establishment, Clutch Marketing conducted a study of 468 callers who called an organization with questions.  They found that the most important characteristic of callers was the ability to converse with a human representative.

The second most important finding in this study related to the process of transferring calls. 34% of callers that were transferred from the initial point of contact felt they were talking to a call center.  This is an important finding… only 44% of callers said that their receptionist helped their situation when speaking with a call center.  Conversely, 76% of callers who did not have the perception they were speaking to a call center reported that they were helped by the time their call ended.

There are many companies out there that specialize in an area of business known as Business Process Outsourcing.  This is the area of business where virtual receptionists can be categorized in.  Virtual receptionists usually have smaller teams that focus on one specific client, learning that specific business inside and out.  This enables them to answer some of the complicated questions that get thrown at them by callers rather than simply just transferring the call or taking a message.

Attributes

Looking for the right fit for your business can seem daunting.  Here are some of the best qualities to look for in a virtual receptionist:

  • Positive
  • Intelligent
  • Organized
  • Empathy
  • Takes Initiative

In a nutshell, you want to find someone that is going to treat your clients well.  In addition, be able to elevate your quality of customer service.

Free Up Your Time & Save Money

If you are having a tough time keeping up with your business every week, then it is time to start considering a virtual receptionist. Not only will they help free up your day, but they are also significantly less expensive than hiring your own full-time receptionist for your business.  If you are on the fence and need more information on possible ways to incorporate a virtual receptionist into your business, tune in to Back Office Betties Video Blog on Monday, June 18th?  Our topic of conversation: what is the best fit for you when it comes to finding a virtual receptionist.

 

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