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Buchanan Law Firm Finds Hidden Benefit Beyond Automation with Lawmatics

Like many small law firm owners, Deena Buchanan found her team spending lots of their time sifting through leads for their business—valuable time that could have focused on paying clients. 

The Wrong Clients Were a Bottleneck

At the time, Buchanan Law focused on representing employees who faced discrimination or retaliation from their employers. It’s an area where many people call a law firm feeling mistreated, but only a few of those cases are valid. “For every 100 inquiries we received, only 5-10 of those cases would look like they possibly had legal merit. And, only 2-3 of those would end in an engagement starting. Most people’s claims weren’t ready yet or didn’t meet the legal requirements for a case.” 

In 2020, Deena joined Lawyerist Lab, a business coaching community for solo and small law firms. She knew she needed to improve how she ran her business for everyone’s sake and that higher profits would be a pleasant result. Through her work in Lab, Deena narrowed in on the bottlenecks in her firm and how she could solve them. Client intake was near the top of the list. 

That’s when Deena discovered Lawmatics. Lawmatics’ client relationship management software promised to help Deena’s firm drive efficiency and increase client engagement leading to more revenue. It delivered on that promise—and more. 

Lawmatics Made Qualifying Clients Seamless

Before Lawmatics, Deena’s team would send a Google form to potential clients to collect information. Once submitted, the team would manually review the form to determine if it was complete, resulting in lots of back and forth to gather the information. With the correct information, the team could qualify the client. If they didn’t have a case or needed to wait, the team would write emails from scratch with dozens of variations to explain to the potential client why they couldn’t help them. When Deena met with clients for a consultation, she often realized she was meeting with people she could not help. Her qualification process was failing her. 

“It’s what happens after the form that was the real game-changer.”

 Lawmatics allowed her to automate her intake process. She ditched her Google form for an intake form created in the Lawmatics platform. “It’s what happens after the form that was the real game-changer,” said Buchanan. We automated the collection process. The system sent automated reminders to clients to complete missing information. After a few attempts, the system created a task for a team member to call the client and follow up. The team also created templates for the various reasons they couldn’t help clients—no more hand-crafted emails. Now, the team could tag the reason for the rejection and trigger the correct message. 

“What previously took hours could now be accomplished in minutes. More importantly, I became confident in our system. I knew we weren’t losing cases simply because a team member had dropped the ball. I also knew we were meeting our obligations under the Bar’s rules by now having a written record with an email for every lead we rejected.”  

Lawmatics Made It Painless for Clients to Hire Me

The team also built an automated process for collecting a signed engagement letter and any initial payments through Lawmatics. 

“The system just made everything easier.”

Buchanan Law also offers a service where they will review a contract for a fixed fee. They set up a separate sequence in Lawmatics to send out the engagement contract and payment link and collect the information for the contract review. 

“I’d arrive at my desk in the morning with money in my account and everything needed to complete the review. I could just focus on the client work and not the administrative headache that often accompanies it.”

Deena saw that clients realized the difference, too. “We noticed that the number of positive Google reviews went up because clients found working with us was so easy.” 

Lawmatics Offered a Hidden Benefit: Managing Team Members

One thing Deena didn’t expect when she adopted a new tech platform was to help her better manage her team. Once the system is created in the platform, it is easy to assign tasks and responsibilities to team members and also track when and how they are completing them. 

Deena explained that with Lawmatics, she could see when her team was completing tasks and what was taking them longer than it should. It helped her figure out that one of her team members was not in the right role, so the firm made some adjustments. The system gave Deena data that allowed her to manage the team and improve how they helped their clients. 

Getting Started with Lawmatics

Like any new technology platform, Deena cautions lawyers to be patient because it will take time to learn and implement. She advises to start with a clear understanding of the problem you are trying to solve. Then, determine if you are actually telling the system to do that because it sometimes doesn’t match.

“I realized that sometimes I thought I was telling the system to do it one way, but I wasn’t talking to it the right way. Fortunately, Lawmatics has a great team of coaches who would get on with me and help me find the right way to set up the program.” 

Her other advice is to just start by building one thing—what one thing would help your practice the most right now? It’s easy to get excited and want to build out everything at once, but that’s not always feasible. Instead, build the first thing and then expand from there. 

She also noted that you often won’t know exactly what you want it to do until you get a process started. So, it’s best to start with a few simple things and then build more as you figure out what you need. 

Finally, Deena complimented the Lawmatics team for their continuous development efforts. “They are always introducing something new and working to improve the platform.”

 
If you’re interested in seeing how Lawmatics can help your firm, learn more by visiting Lawyerist’s Lawmatics Review. Curious if business coaching could help your firm? Lawyerist Lab offers several options to help every firm no matter what stage of business they are in.

Craft Better Firm Intake Through Automation with Law Ruler

Marketing your law firm is crucial to attracting new potential clients. Marketing, especially legal marketing, is one of the most important skills you’ll need to develop and run a successful practice. For new firms, it’s essential. Legal marketing helps showcase and develop your firm’s image. This helps you stand out in an oversaturated market and helps potential clients, or leads, find you. 

Legal marketing can cover a mix of digital marketing, SEO, blogging, networking, content marketing, and print and digital ads. Each of those has its own strategies and considerations, which can be overwhelming, especially if you’re just getting started. Deciding how to invest your time and money in marketing while also focusing on practicing law can be tricky. This is where marketing automation comes in handy. 

Law Firm Marketing Automation Saves You Time

Marketing automation uses software to automate manual, daily marketing work. Using marketing automation software lets you automate repetitive tasks like blog posting, ad campaigns, or sending out client communications. Marketing automation is key, especially when handling a high volume of intakes. Automation doesn’t just make these tasks faster and easier to do. It can also provide a more personalized experience for both your new and existing clients. Marketing automation, and how well you take advantage of it, can make or break your firm’s growth. 

As life and business move more and more into the digital space, clients expect a quick response after reaching out. More than 78% of customers buy from the first company that responds. Generating leads and keeping clients engaged throughout their journey with your firm should be top of mind. Most firms use marketing automation for automated email sequences, like sending an email after a client completes a website form. While this is a great use of automation, without further thought, this approach can lead to a disjointed or impersonal experience. 

Using Automation to Create a Personalized Experience

Thoughtfully integrated law firm marketing automation creates the foundation to develop fruitful, long-term relationships with your clients. This all starts when they reach out to you. Each prospective client is telling a different story depending on how they contact you. Are they filling out a form on your firm’s website? Sending you an email? Calling you? Texting you? Are they reaching out to you in English or in another language? Are they finding you through Google? How clients reach out is an important data point. And there’s nothing more disappointing for clients than reaching out with a problem and receiving a generic response from an 800 number or info email. 

Law Ruler helps you engage with your clients meaningfully, giving them the right information at the right time, no matter how they contact you.

Create Meaningful Client Engagement with Law Ruler

Send Personalized Emails and Texts Automatically

Law Ruler makes it easy to create and send customized automated messages to your clients. Its AI-enabled automation features allow you to preset messages based on your preferences and how clients contact you. You can send custom and personalized emails or texts to your clients based on predefined statuses and templates. For example, if a client reaches out to you in Vietnamese from a Google Ad, you can respond with a personalized message acknowledging the Google Ad in Vietnamese. And if you’re texting clients back, you’re texting back from your own number, and not a generic number, so clients can save your contact information right off the bat. 

Use Law Ruler’s Softphone to Increase Conversion with Calls

Law Ruler is the only legal CRM with a built-in softphone dialer. If you’re not familiar with what a softphone is, you might be familiar with VOIP, or Voice over Internet Protocol. VOIP allows law firms to make and receive calls through an internet connection instead of a telephone line. A softphone is an interface that allows you to make and receive phone calls over the internet via your computer or smartphone, among other features. 

Law Ruler’s softphone dialer can automatically prioritize leads and save you time by automating callbacks to new and existing clients. If the client doesn’t answer, no problem, you can leave a pre-recorded voicemail. With Law Ruler, you can pre-recorded voicemails to leave for clients to further your marketing efforts or automate follow-ups. You’ll also be able to track and record calls for more detailed analytics. 

Easy to Use System

Law Ruler is a powerful software to automate your marketing and your firm’s workflow. While the features it offers sound complicated to set up, it’s actually quite easy. Its intuitive and user friendly system makes Law Ruler easy to learn and get started in just a few minutes. Law Ruler also integrates with dozens of legal vendor tools to help you keep your digital toolbox lean and efficient. Law Ruler is also completely mobile friendly, making it a great option for attorneys who want to run a flexible and modern practice. 

Demo Video

Matthew at Law Ruler recently gave us a demo of how their marketing automation features can help give your firm a more personal touch and save you hours in your week. Watch the video below to see a walkthrough he provided our Legal Tech Advisor, Zack Glaser.

How to Get It

Law Ruler is a legal client relationship manager and intake platform built with your growth in mind. If your law firm wants to learn more about Law Ruler, contact them at lawruler.com and get a free personalized demo. You can also sign-up for a free trial: no credit card needed. Want to learn more about Law Ruler? Check out our previous Product Spotlight on them, or check out the full review, where you can see a features list, other demo videos, and community comments. Remember that Lawyerist readers get an affinity benefit through the review page.

Law Ruler Saves Time on Legal Intake through Automation, Integrations, and Reporting

Law firms looking to expand and grow or implement automated legal intake systems would benefit from incorporating a client relationship manager (CRM) into their tech stack. CRM software, like Law Ruler,  assists in tracking your interactions with current, prospective, and past clients. It can reduce the amount of effort your firm spends on potential new clients (PNCs). And, good CRMs will help you track the return on your marketing investments.

Law Ruler, specifically, helps law firms in three distinct ways. They have:

  1. Robust integrations and an open API (for non-native integrations).
  2. Numerous methods of automating your workflows within the system.
  3. Built-in, powerful reporting functionality.

Integrate With Other Software

Offices save time when they reduce double-entry of information. In fact, it’s one of the simplest ways to improve efficiency. And, since the intake process consequently gathers a lot of information, CRMs are a great place to begin reducing the number of times your office has to touch information. 

By integrating your CRM with applications like your Law Practice Management Software (LPMS), you reduce the number of times your office needs to enter client information, as well as the amount of opportunities you have to mistype or make other mistakes. Because of this, Law Ruler has deep integrations with some of its partners—including Rocket Matter, TimeSolv, and CosmoLex. Additionally, their open API allows any other platform with the appropriate credentials to connect to information stored in Law Ruler.

As most firms know, automating repetitive tasks in their offices can quickly increase productivity. It can also reduce headaches and simple mistakes. To this end, Law Ruler has multiple areas that allow for automation. 

First, their intake forms allow for conditional logic throughout the process. This means that once your office sets up it’s legal intake, certain decisions can be automated based on answers the PNC provides in the form. Most offices find that this means they can weed out clients who are not a good fit well before the consultation stage.

Additionally, Law Ruler has a comprehensive integration with HelloSign. The integration makes it possible to track the status of your contracts inside the Law Ruler application. This means you can see the status of each contract while it’s out for signature. After signing, each contract is sent directly into the document management area.

More than anything, though, workflow automation is where law firms will find the largest productivity increase. Law Ruler allows users to create tasks in workflow templates. These tasks can be dependent on each other, or the entire workflow can be dependent on a status change. This means that each different matter may have a distinct set of tasks based on actions taken by the PNC.

Use Reports to Make Smart Decisions

Law firms who track the value of their marketing and intake efforts can spend their dollars more wisely. Specifically, firms that can hone in on their best lead sources will be able to spend less time sorting through PNCs who are not a good fit. Beyond this, recognizing where your firm is going wrong (or right) in its lead conversions can help get the most out of the sources you are using. And lastly, tracking your return on investment (ROI) by assigning a value to each matter you have closed will assist your office in determining what marketing efforts are worth investment.

None of the above is possible without capturing the appropriate information and structuring it so users can get to it and compare specific data points to each other. Not only does Law Ruler have the built-in reports listed above, but it also allows for users to create custom reports to visualize a whole host of data your firm is tracking.

How to Get It

If you’d like to learn more about Law Ruler, just visit them at www.lawruler.com where you can schedule a demo for yourself and get ideas on how they can help you automate your legal client intake.

Lawmatics Legal CRM Now Includes a Secure Client Portal

Client Relationship Management (CRM) software is quickly becoming a must-have for any small to medium-sized law firm. Obviously, it’s easier to keep a client than to gain one. Lawmatics, one of the leaders in CRM for Legal, knows this as well as anyone, which is why they’re constantly adding features to help you delight your clients.

To that end, Lawmatics has recently expanded the client-facing features on the platform. Recently, they added a Client Portal that allows users to securely communicate with their clients, share documents, schedule appointments, and more. This is a rare move for a CRM, but to be expected from the team at Lawmatics.

Lawmatics Client Portal

The Lawmatics Client Portal helps you set the tone with your clients from the beginning of your relationship. Bringing this level of interaction all the way to the intake process means your clients become accustomed to it right off the bat. This is important, because a client portal that isn’t used by clients is worthless. 

But, not all Client Portals are the same. Some will simply allow users to pay invoices, while others are just a method of secure communication. Lawmatics, on the other hand, has a robust stable of features.

Document Sharing

Most interactions with clients will require some sort of document exchange. The majority of us will have the clients send emails with attachments and will move those documents into the client file. But, most email isn’t secure, and it certainly isn’t efficient. 

Lawmatics allows you to request documents from your clients, and allows them to upload them directly into the file. You can even create a task for them that they check off when they’re done.

Integration into Automation

Importantly, this Client Portal is connected to the CRM as a whole. Which means it can interact with Lawmatics’ automation functions. So the task that your client checked off above can create more tasks, send documents, or trigger anything that can be automated in the system.

Secure Client Messaging

On top of passing documents back and forth, Client Portals should be a place where we can communicate with clients. Afterall, email isn’t always secure, and text messages (unless encrypted by both parties) is an outright liability. So Lawmatics has included a threaded messaging feature where you and your client can communicate in a way that feels familiar. 

Check out our demo video with Matt Spiegel as he walks us through Lawmatic’s new features.

Lawmatics Demo Video

How to Get It

To learn more about Lawmatics and their other features, read our full product review. Or, you can get a free demo at lawmatics.com.