THE OKLAHOMA BAR JOURNAL 62 | NOVEMBER 2022 a lawyer could help them in their situation. Prompt communication with a potential client makes it easier to retain that client. Traditionally, law firms used receptionists to communicate with potential clients and schedule consultations. Today, there are multiple ways to communicate using technology. One way is to use a virtual receptionist such as Ruby or SmithAI. These services offer live people to communicate with the potential client, but they also offer live chat and chatbots that can give instant answers to basic questions on a website. Another way to communicate is through automated intake forms and calendaring. Most of the practice management software for law firms now offers automated intake forms. Some of these products keep innovating with recent updates and are adding customer (client) relationship management (CRM) software. CRM software offers automated email campaigns and marketing, lead follow-up reminders and statistical reports. In a study last year, only 25% of law firms use CRM software. However, it should be easier now for many who do use practice management software. MyCase, PracticePanther and Clio all have CRM that works within their software. Lawmatics and Lawcus are stand-alone products that integrate with many practice management solutions. MANAGING THE CLIENT FILE Using a practice management software solution is the only way to efficiently manage the client file. When used to their potential, these products save time and money. For one thing, lawyers getting paid for their work is important. In a recent survey, 65% of consumers prefer to make payments electronically. Most of the practice management software companies offer credit card payment processing either using their own brand or integrating with one of the OBA’s member benefits, LawPay. Law practice solutions also help lawyers with easy timekeeping and billing. For example, Clio and Smokeball are two solutions that integrate with Microsoft Outlook and Word, so a timer is readily available when working on a client file. They can track communications, reduce redundancy and run reports for business health checkups. They make it easier to check for conflicts. Most of them now offer client text messaging and client portals. Practice management solutions integrate with Google and Microsoft Outlook calendars. Lawyers should try out these products before they commit to one of them. They all offer great features, but the user experience is important. If lawyers and staff are not going to really learn and use the product, it is a waste of everyone’s time and money. Clio, MyCase, PracticePanther, Cosmolex and Rocket Matter are practice management software solutions that offer short free trials and provide OBA members discounts. Lawyers need to log in to their MyOKBar account and click on Practice Management Software Benefits on the right side of the page. Some companies are also offering free data migration from another product. CONCLUSION Law firms can increase efficiency and their bottom line by taking the time to invest in legal technology. The staff with the OBA Management Assistance Program constantly reviews and tests new and updated products. We are here to assist with your technology needs. Ms. Bays is a practice management advisor in the OBA Management Assistance Program, aiding attorneys in using technology and other tools to efficiently manage their offices. Traditionally, law firms used receptionists to communicate with potential clients and schedule consultations. Today, there are multiple ways to communicate using technology.
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