6 Processes and Tools Your Law Firm Needs This Year

Before adopting new tools, it is helpful to review your current tech stack and processes. Small changes can often make a big difference, even if your systems work well. Look at how you handle tasks like client intake, document sharing, billing, and communication. Identifying areas where your firm could save time or reduce risk will help you choose the best tools for 2025.

1. Onboard clients quickly with digital intake and eSignature forms

A streamlined intake process creates a strong first impression. Online intake forms allow clients to complete them at their convenience, eliminating paper forms and reducing back-and-forth communication, making the process more efficient and comfortable.

eSignature tools further simplify onboarding by enabling clients to digitally sign engagement letters from any device, saving time and offering flexibility. These tools also help track signatures, ensuring no steps are overlooked.

2. Protect client data by sharing files securely

Emailing sensitive documents is risky and can expose client information if hacked or intercepted. Instead, use secure file-sharing tools to keep files private and protected.

Professional file-sharing tools will encrypt files during transfer and storage, preventing unauthorized access. They also let you set permissions, ensuring only authorized individuals can view or download files—essential for protecting clients and law firms from data breaches.

3. Get secure access from anywhere with cloud-based software

Using cloud-based software allows you to access important documents and case files from any device with an internet connection, making it ideal for working remotely or on the go.

It also enhances security by using encryption or two-factor authentication to protect data and regularly backing up files to prevent loss. If office computers fail, your data remains safe and accessible. Many law firms now use cloud systems for convenience, security, and reliability.

4. Review security protocols and your firm’s communication plan

Effective communication is key to exemplary client service. Clients value timely updates and clear answers to their questions, so regularly reviewing your practices can highlight areas for improvement.

Tracking response times, issue resolution, and client updates can reveal where communication could be faster or more precise. Automated texts and emails help engage with prospects much sooner. And sharing files through secure links can help streamline communication and help avoid the risks of lost or hacked emails.

5. Foster digital adoption through ongoing staff training

New tools are effective only if your team knows how to use them. Regular training ensures your staff can confidently use eSignature tools, file-sharing platforms, client portals, and cloud software, boosting firm security and client satisfaction.

As technology evolves, ongoing training helps your team stay updated and maximize these tools. Consider bringing in a consultant to teach best practices for secure digital workflows.

6. Improve client service by using secure features

Adopting new digital tools requires your team to use them effectively, not just technically but in ways that protect client data and improve service.

For instance, your team learns how to set file-sharing permissions properly to ensure that only authorized people can access specific files. Staff should also know how to track the status of a signature request in eSignature tools for follow-up.

Regular training or help from a consultant can build confidence with these tools, ensuring smoother and more secure operations.

Head into the coming months with confidence

The right tools and processes can help firms like yours simplify workflows, manage billing and documents easily, and prioritize security. Investing in changes now will reap the benefits of a more profitable future for your practice.