![\"Law](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2025\/02\/Law-Firm-Tech-Cleanup.jpg?resize=770%2C495&ssl=1\" "\\"\\"")
Table of contents<\/h2>\n\n- Your Law Firm Tech Cleanup List<\/a><\/li>\n
- 1. Declutter Your Digital Files<\/a><\/li>\n
- 2. Review Software Subscriptions<\/a><\/li>\n
- 3. Update Your Tools<\/a><\/li>\n
- 4. Secure Your Digital Environment<\/a><\/li>\n
- 5. Automate and Streamline Processes<\/a><\/li>\n
- 6. Train Your Team<\/a><\/li>\n
- About Affinity Consulting Group<\/a><\/li>\n
- More Office 365 Training Manuals for Lawyers<\/a><\/li>\n<\/ul>\n<\/div>\n
As we transition out of the dark days of winter, there\u2019s 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.<\/p>\n
Want more tricks like these? Check out Affinity Consulting Group<\/a>\u2019s legal-specific software manuals<\/a>.<\/p>\nYour Law Firm Tech Cleanup List<\/h2>\n1. Declutter Your Digital Files<\/h2>\n
It\u2019s hard to work efficiently if you\u2019re wasting time searching for the document you need or watching your computer spin as it tries to load your list of folders.<\/p>\n
To declutter your digital files, do this:<\/p>\n
Archive old cases.<\/strong>\u00a0Move closed case files to long-term storage. Tools like Microsoft OneDrive\u00a0and SharePoint\u00a0are great for archiving.\u00a0If you already use them for\u00a0everyday\u00a0file storage, create a separate folder or SharePoint site to house archived files. They\u2019ll be there if you need them, but they\u2019ll be tucked out of the way when you\u2019re looking through active matters.<\/p>\nStandardize naming conventions.<\/strong>\u00a0When you name documents consistently, it\u2019s easier to search for them \u2014 and to identify documents without opening them.\u00a0If everyone in the office can agree on \u201cMSJ\u201d being used for motions for summary judgment, you can quickly search for \u201cMSJ\u201d to find documents you need and identify them\u00a0at a glance\u00a0when skimming a folder\u2019s contents.<\/p>\nAdopt file retention policies.<\/strong>\u00a0Stop 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\u00a0you are no longer obligated to retain.<\/p>\nTip<\/strong>: Schedule decluttering sessions\u00a0quarterly\u00a0to prevent buildup.<\/p>\n2. Review Software Subscriptions<\/h2>\n
We\u2019ve 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\u2019re not using, and if it\u2019s installed on our devices\u00a0or holds our data, it poses a potential security risk.<\/p>\n
Here\u2019s how to fix it:<\/p>\n
Review credit card statements<\/strong>.\u00a0Review your credit card statements for the last year (some\u00a0only charge you annually) and look for charges for applications you\u2019re no longer using.<\/p>\nMake an inventory.<\/strong>\u00a0List all the software your firm\u00a0actually\u00a0uses, including subscriptions for practice management, communication and billing tools.<\/p>\nAssess usage.<\/strong>\u00a0Identify tools that are underutilized, no longer relevant or\u00a0are redundant.\u00a0If you have two tools that serve the same purpose,\u00a0give one of them the axe.<\/p>\nTip<\/strong>: Set\u00a0recurring\u00a0calendar\u00a0appointments\u00a0for subscription renewal dates to\u00a0remind you to consider canceling before they automatically renew themselves.<\/p>\n3. Update Your Tools<\/h2>\n
Anything installed on your computer is a potential security risk. It\u2019s critical to keep your computer and its applications up to date\u00a0to minimize\u00a0the chances of a cybersecurity incident.<\/p>\n
To stay up to date:<\/p>\n
Replace outdated systems.<\/strong>\u00a0Double-check that all systems you use are still supported by the vendor.\u00a0Microsoft and other vendors eventually sunset support for their products.\u00a0Support for Microsoft Office 2016 and 2019 is slated\u00a0to be sunset\u00a0later this year.\u00a0<\/p>\nInstall updates and patches.<\/strong>\u00a0Your operating system and installed programs all need to install security patches regularly to protect against\u00a0the latest security threats.<\/p>\nTip<\/strong>: Enable automatic updates where possible to save time and ensure nothing is overlooked. Confirm on a regular basis that everything is up to date.<\/p>\n4. Secure Your Digital Environment<\/h2>\n
Cybersecurity is critical for law firms. Here are some quick wins:<\/p>\n
Conduct a permissions audit.<\/strong>\u00a0Review who has access to sensitive data and remove permissions for former employees or outdated roles.<\/p>\nEnable multifactor authentication (MFA)<\/strong>.\u00a0Add an extra layer of security to your systems and accounts.<\/p>\nGet a password management<\/strong>.\u00a0Use a password manager like 1Password to simplify secure password management for your entire team.<\/p>\nTip<\/strong>:\u00a0Set calendar reminders to review user access and update passwords every six months.<\/p>\n5. Automate and Streamline Processes<\/h2>\n
Automation tools can reduce administrative burdens and improve efficiency. Here are examples:<\/p>\n
Automate repetitive tasks.<\/strong>\u00a0Use tools like Power Automate or Zapier<\/a> to streamline processes like client intake and document generation.<\/p>\nOptimize workflows.<\/strong>\u00a0Invest in practice management systems that offer built-in automation for billing, calendaring and communication.<\/p>\nTip<\/strong>: Start small by automating one manual process, then scale up as your team becomes comfortable with automation. (Read: \u201cDo You Need an SOP for Your SOPs?\u201d<\/a>)<\/p>\n6. Train Your Team<\/h2>\n
Even the best tools won\u2019t deliver results if your team doesn\u2019t know how to use them. Some must-dos:<\/p>\n
Host training sessions.<\/strong>\u00a0Regularly train your staff\u00a0on how to use the latest\u00a0updates to your\u00a0software.<\/p>\nCreate quick-reference guides.<\/strong>\u00a0Provide step-by-step instructions for common tasks to reduce confusion.<\/p>\nT<\/strong>ip<\/strong>: Designate a tech champion on your team to act as the go-to person for tech questions and\u00a0for staying up to date on the latest features.<\/p>\nBy investing a little time in\u00a0a tech\u00a0spring 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.<\/p>\n
About Affinity Consulting Group<\/h2>\n
Affinity Consulting Group inspires, enables and empowers legal teams of all sizes to work smarter, from anywhere. The company\u2019s holistic approach incorporates people, process and technology. Affinity\u2019s passionate, well-connected industry experts work hand in hand with you to help you better understand and optimize your business \u2014 from software to growth strategy, and everything in between.<\/p>\n
\n![\"\"](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2023\/07\/Affinity-Microsoft-Word-2023.jpg?resize=600%2C600&ssl=1\" "\\"\\"")
<\/a><\/figure>\n\nMicrosoft Word for Legal Professionals<\/strong><\/h3>\nWant to work faster? For in-depth information and instructions on getting the most from Word, order\u00a0Affinity Consulting Group<\/a>\u2019s hands-on digital manual\u00a0\u201cMicrosoft Word for Legal Professionals.<\/a><\/strong>\u201d<\/a> Individual and site licenses are available for download in the Attorney at Work bookstore.<\/p>\n\nOrder Today!<\/strong><\/a><\/div>\n<\/div>\n<\/div>\n<\/div>\n
\nMore Office 365 Training Manuals for Lawyers<\/h2>\n
Check out Affinity Consulting Group<\/a>\u2019s \u201cExcel for Legal Professionals<\/a><\/strong>,\u201d \u201cOutlook for Legal Professionals<\/a><\/strong>\u201d and \u201cPowerPoint for Legal Professionals<\/strong><\/a>.\u201d Each manual zeros in on your practice\u2019s needs with in-depth instructions from Affinity experts on getting the most out of your tech.<\/p>\nImage \u00a9 iStockPhoto.com. <\/p>\n
As we transition out of the dark days of winter, there\u2019s 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.<\/p>\n
Want more tricks like these? Check out Affinity Consulting Group<\/a>\u2019s legal-specific software manuals<\/a>.<\/p>\n It\u2019s hard to work efficiently if you\u2019re wasting time searching for the document you need or watching your computer spin as it tries to load your list of folders.<\/p>\n To declutter your digital files, do this:<\/p>\n Archive old cases.<\/strong>\u00a0Move closed case files to long-term storage. Tools like Microsoft OneDrive\u00a0and SharePoint\u00a0are great for archiving.\u00a0If you already use them for\u00a0everyday\u00a0file storage, create a separate folder or SharePoint site to house archived files. They\u2019ll be there if you need them, but they\u2019ll be tucked out of the way when you\u2019re looking through active matters.<\/p>\n Standardize naming conventions.<\/strong>\u00a0When you name documents consistently, it\u2019s easier to search for them \u2014 and to identify documents without opening them.\u00a0If everyone in the office can agree on \u201cMSJ\u201d being used for motions for summary judgment, you can quickly search for \u201cMSJ\u201d to find documents you need and identify them\u00a0at a glance\u00a0when skimming a folder\u2019s contents.<\/p>\n Adopt file retention policies.<\/strong>\u00a0Stop 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\u00a0you are no longer obligated to retain.<\/p>\n Tip<\/strong>: Schedule decluttering sessions\u00a0quarterly\u00a0to prevent buildup.<\/p>\n We\u2019ve 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\u2019re not using, and if it\u2019s installed on our devices\u00a0or holds our data, it poses a potential security risk.<\/p>\n Here\u2019s how to fix it:<\/p>\n Review credit card statements<\/strong>.\u00a0Review your credit card statements for the last year (some\u00a0only charge you annually) and look for charges for applications you\u2019re no longer using.<\/p>\n Make an inventory.<\/strong>\u00a0List all the software your firm\u00a0actually\u00a0uses, including subscriptions for practice management, communication and billing tools.<\/p>\n Assess usage.<\/strong>\u00a0Identify tools that are underutilized, no longer relevant or\u00a0are redundant.\u00a0If you have two tools that serve the same purpose,\u00a0give one of them the axe.<\/p>\n Tip<\/strong>: Set\u00a0recurring\u00a0calendar\u00a0appointments\u00a0for subscription renewal dates to\u00a0remind you to consider canceling before they automatically renew themselves.<\/p>\n Anything installed on your computer is a potential security risk. It\u2019s critical to keep your computer and its applications up to date\u00a0to minimize\u00a0the chances of a cybersecurity incident.<\/p>\n To stay up to date:<\/p>\n Replace outdated systems.<\/strong>\u00a0Double-check that all systems you use are still supported by the vendor.\u00a0Microsoft and other vendors eventually sunset support for their products.\u00a0Support for Microsoft Office 2016 and 2019 is slated\u00a0to be sunset\u00a0later this year.\u00a0<\/p>\n Install updates and patches.<\/strong>\u00a0Your operating system and installed programs all need to install security patches regularly to protect against\u00a0the latest security threats.<\/p>\n Tip<\/strong>: Enable automatic updates where possible to save time and ensure nothing is overlooked. Confirm on a regular basis that everything is up to date.<\/p>\n Cybersecurity is critical for law firms. Here are some quick wins:<\/p>\n Conduct a permissions audit.<\/strong>\u00a0Review who has access to sensitive data and remove permissions for former employees or outdated roles.<\/p>\n Enable multifactor authentication (MFA)<\/strong>.\u00a0Add an extra layer of security to your systems and accounts.<\/p>\n Get a password management<\/strong>.\u00a0Use a password manager like 1Password to simplify secure password management for your entire team.<\/p>\n Tip<\/strong>:\u00a0Set calendar reminders to review user access and update passwords every six months.<\/p>\n Automation tools can reduce administrative burdens and improve efficiency. Here are examples:<\/p>\n Automate repetitive tasks.<\/strong>\u00a0Use tools like Power Automate or Zapier<\/a> to streamline processes like client intake and document generation.<\/p>\n Optimize workflows.<\/strong>\u00a0Invest in practice management systems that offer built-in automation for billing, calendaring and communication.<\/p>\n Tip<\/strong>: Start small by automating one manual process, then scale up as your team becomes comfortable with automation. (Read: \u201cDo You Need an SOP for Your SOPs?\u201d<\/a>)<\/p>\n Even the best tools won\u2019t deliver results if your team doesn\u2019t know how to use them. Some must-dos:<\/p>\n Host training sessions.<\/strong>\u00a0Regularly train your staff\u00a0on how to use the latest\u00a0updates to your\u00a0software.<\/p>\n Create quick-reference guides.<\/strong>\u00a0Provide step-by-step instructions for common tasks to reduce confusion.<\/p>\n T<\/strong>ip<\/strong>: Designate a tech champion on your team to act as the go-to person for tech questions and\u00a0for staying up to date on the latest features.<\/p>\n By investing a little time in\u00a0a tech\u00a0spring 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.<\/p>\n Affinity Consulting Group inspires, enables and empowers legal teams of all sizes to work smarter, from anywhere. The company\u2019s holistic approach incorporates people, process and technology. Affinity\u2019s passionate, well-connected industry experts work hand in hand with you to help you better understand and optimize your business \u2014 from software to growth strategy, and everything in between.<\/p>\n Want to work faster? For in-depth information and instructions on getting the most from Word, order\u00a0Affinity Consulting Group<\/a>\u2019s hands-on digital manual\u00a0\u201cMicrosoft Word for Legal Professionals.<\/a><\/strong>\u201d<\/a> Individual and site licenses are available for download in the Attorney at Work bookstore.<\/p>\n Check out Affinity Consulting Group<\/a>\u2019s \u201cExcel for Legal Professionals<\/a><\/strong>,\u201d \u201cOutlook for Legal Professionals<\/a><\/strong>\u201d and \u201cPowerPoint for Legal Professionals<\/strong><\/a>.\u201d Each manual zeros in on your practice\u2019s needs with in-depth instructions from Affinity experts on getting the most out of your tech.<\/p>\n Image \u00a9 iStockPhoto.com. <\/p>\nYour Law Firm Tech Cleanup List<\/h2>\n
1. Declutter Your Digital Files<\/h2>\n
2. Review Software Subscriptions<\/h2>\n
3. Update Your Tools<\/h2>\n
4. Secure Your Digital Environment<\/h2>\n
5. Automate and Streamline Processes<\/h2>\n
6. Train Your Team<\/h2>\n
About Affinity Consulting Group<\/h2>\n
<\/a><\/figure>\nMicrosoft Word for Legal Professionals<\/strong><\/h3>\n
\nMore Office 365 Training Manuals for Lawyers<\/h2>\n
![\"\"](\"https:\/\/i0.wp.com\/www.attorneyatwork.com\/wp-content\/uploads\/2023\/06\/AttorneyatWork-Logo-%C2%AE-2021-1.jpg?resize=372%2C106&ssl=1\" "\\"\\""){kind=logo}
<\/a><\/figure>\n