Danielle DavisRoe | Use these law firm tech cleanup tips and clear the way for a more productive, profitable year.
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By tidying up your tech stack, you can set the stage for a more productive and profitable year. Follow these law firm tech cleanup tips to keep your digital workspace humming smoothly all year-round.

As we transition out of the dark days of winter, there’s no time like the present to clean your digital house, boost efficiency and cut costs! Optimize your legal tech today with these six steps to spruce up your files, software systems, cybersecurity and more.

Want more tricks like these? Check out Affinity Consulting Group’s legal-specific software manuals.

Your Law Firm Tech Cleanup List

1. Declutter Your Digital Files

It’s hard to work efficiently if you’re wasting time searching for the document you need or watching your computer spin as it tries to load your list of folders.

To declutter your digital files, do this:

Archive old cases. Move closed case files to long-term storage. Tools like Microsoft OneDrive and SharePoint are great for archiving. If you already use them for everyday file storage, create a separate folder or SharePoint site to house archived files. They’ll be there if you need them, but they’ll be tucked out of the way when you’re looking through active matters.

Standardize naming conventions. When you name documents consistently, it’s easier to search for them — and to identify documents without opening them. If everyone in the office can agree on “MSJ” being used for motions for summary judgment, you can quickly search for “MSJ” to find documents you need and identify them at a glance when skimming a folder’s contents.

Adopt file retention policies. Stop holding onto files for longer than legally required. In the event of a cybersecurity incident, having less data means less data to potentially be compromised. Once you set your file retention policies, purge documents that you are no longer obligated to retain.

Tip: Schedule decluttering sessions quarterly to prevent buildup.

2. Review Software Subscriptions

We’ve all done it: We hear about a cool new application that will revolutionize the way we work. We sign up for a free trial, get into it for a while, and then forget to cancel it when we stop using it. Meanwhile, we are charged for software we’re not using, and if it’s installed on our devices or holds our data, it poses a potential security risk.

Here’s how to fix it:

Review credit card statements. Review your credit card statements for the last year (some only charge you annually) and look for charges for applications you’re no longer using.

Make an inventory. List all the software your firm actually uses, including subscriptions for practice management, communication and billing tools.

Assess usage. Identify tools that are underutilized, no longer relevant or are redundant. If you have two tools that serve the same purpose, give one of them the axe.

Tip: Set recurring calendar appointments for subscription renewal dates to remind you to consider canceling before they automatically renew themselves.

3. Update Your Tools

Anything installed on your computer is a potential security risk. It’s critical to keep your computer and its applications up to date to minimize the chances of a cybersecurity incident.

To stay up to date:

Replace outdated systems. Double-check that all systems you use are still supported by the vendor. Microsoft and other vendors eventually sunset support for their products. Support for Microsoft Office 2016 and 2019 is slated to be sunset later this year.

Install updates and patches. Your operating system and installed programs all need to install security patches regularly to protect against the latest security threats.

Tip: Enable automatic updates where possible to save time and ensure nothing is overlooked. Confirm on a regular basis that everything is up to date.

4. Secure Your Digital Environment

Cybersecurity is critical for law firms. Here are some quick wins:

Conduct a permissions audit. Review who has access to sensitive data and remove permissions for former employees or outdated roles.

Enable multifactor authentication (MFA). Add an extra layer of security to your systems and accounts.

Get a password management. Use a password manager like 1Password to simplify secure password management for your entire team.

Tip: Set calendar reminders to review user access and update passwords every six months.

5. Automate and Streamline Processes

Automation tools can reduce administrative burdens and improve efficiency. Here are examples:

Automate repetitive tasks. Use tools like Power Automate or Zapier to streamline processes like client intake and document generation.

Optimize workflows. Invest in practice management systems that offer built-in automation for billing, calendaring and communication.

Tip: Start small by automating one manual process, then scale up as your team becomes comfortable with automation. (Read: “Do You Need an SOP for Your SOPs?”)

6. Train Your Team

Even the best tools won’t deliver results if your team doesn’t know how to use them. Some must-dos:

Host training sessions. Regularly train your staff on how to use the latest updates to your software.

Create quick-reference guides. Provide step-by-step instructions for common tasks to reduce confusion.

Tip: Designate a tech champion on your team to act as the go-to person for tech questions and for staying up to date on the latest features.

By investing a little time in a tech spring cleaning, your law firm can enjoy smoother operations, reduced costs, and improved security throughout the year. Make this an annual tradition, and your digital workspace will stay fresh and efficient year-round.

About Affinity Consulting Group

Affinity Consulting Group inspires, enables and empowers legal teams of all sizes to work smarter, from anywhere. The company’s holistic approach incorporates people, process and technology. Affinity’s passionate, well-connected industry experts work hand in hand with you to help you better understand and optimize your business — from software to growth strategy, and everything in between.

Microsoft Word for Legal Professionals

Want to work faster? For in-depth information and instructions on getting the most from Word, order Affinity Consulting Group’s hands-on digital manual “Microsoft Word for Legal Professionals.” Individual and site licenses are available for download in the Attorney at Work bookstore.

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