The Mobile Law Office. Work Anywhere, Anytime.

Mobile Internet Device, Beijing

(Photo credit: Cory M. Grenier)

You’re rushing to meet a client for an important meeting. You have a deadline to meet and you need the client’s signature on some documents before you can file. Unfortunately, you’re in bumper-to-bumper traffic barely moving. You’re not going to make it on time.

This is an occurrence you’ve no doubt experienced at one time or another. Fortunately, such scenarios can become a thing of the past. By adopting the latest in computing technology and legal practice software, you can become a mobile law office and eliminate the headaches caused by such a scenario.

The key to your new mobility is web-based software. Cloud computing, the common term now used for such technology, has been around for a while. Gmail, Google Docs and Hotmail are examples of cloud computing. This type of technology allows you to handle most of your daily tasks remotely, including:

Communication – Law practice management software in the cloud enables you to communicate securely from anywhere, with real-time notification to recipients. It also helps you to avert the inherent security issues with unsecure email when dealing with sensitive and privileged information. As we’ve discussed previously, online portals solve this security issue, making it easier than ensure that confidential client data remains confidential.

Case and Document Management – A cloud-based case management software program provides online document storage, searchable client files, and complete access from anywhere. Your files are not only available to you regardless of your location, but they will also be better organized. Such software also allows scheduling and document sharing both with your office and with that of the client. Permissions allow only certain people to have access.

Remote Access – Software that allows you to access your office computer from anywhere can help you find files that you may have left on the computer and can save you time in having materials printed to your office printer while you’re on your way to the office. Most of these types of programs allow access from your tablet or smartphone.

Time Collection – Collecting time so it is billed appropriately is a crucial task. With cloud-based software this can be done in real time from the road without having to wait to get back to the office to log in and record your hours from memory. Such delays often result in this crucial data being captured incorrectly or not at all. Various legal practice software programs have a mobile app or mobile website, so time collection on the go is fast and painless.

Electronic Signatures – Much time is wasted meeting clients in person just to get a signature. Apps that enable electronic signatures allow complete mobility for this task. Look for features such as common file format support, biometric authentication, and document archiving.

Virtual Online Offices – This software allows you to work with your clients remotely online. It offers secure portals, self-service functions for your clients, and encrypted attorney-client communication that is time and date stamped in documented communication threads. It also offers online collaboration tools such as web conferencing.

Cloud apps developed for the legal industry tend to employ high security standards and protection due to the sensitive nature of the documentation and confidentiality required. Before signing on with any of these applications, though, make sure you check that they indeed have this added level of protection.

Go mobile. Save time. Reduce stress. And be many times more productive!

–Matt Spiegel

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