Internal communication shall occur predominantly in Teams, either through the various channels or direct messages.
All passwords should be saved to Bitwarden (the password manager can be accessed via web or via mobile app)
For now, all documents relating to a client file such as letters, emails, pleadings, etc. should be stored in the client’s file on the server saved in S:/shared/clients. First iterations of internal documents should be stored in the S: drive under Firm Admin or one of the other folders. All precedents are stored under S:/shared/clients/0. Precedents
All departments have meetings called L10s which are structured through Traction Tools. Any to-dos created from meeting should be duplicated as Clio tasks.
We use Clio as practice management software to address nearly every aspect of a client file from onboarding to billing to document storage to task delegation. The task lists in Clio lead to “to-dos” for all users. All other avenues of technology or communication resulting in a “to-do” (i.e. email messages, Teams messages, Traction Tools, etc.) should result in the creation of a task in Clio.
The Rise app is used to request time-off (pro-active) or record time away (reactive) from the office for purposes such as vacation, sick time, working from home (remote work), and half-day or longer professional development (i.e. conferences, CPD activities, CPLED, etc.) The app’s calendar can be synced to a users Microsoft Outlook so entries made in Rise will sync to Outlook, this requires configuration which can be found by clicking this link;
If all staff use this app any member of the team can look at a future date and see who will be out of the office. See the Away Today Tab
With the absence of the standard office receptionist role, we use a virtual reception service which answers incoming calls outside of the following periods: business days 9:15-11:45am and 1:15-4:45pm. Call handling is managed based on a set of instructions we have sent and regularly update. Calls may be live-transferred, forwarded directly to staff, or messages taken with specific information collected.
Our office uses Fujitsu Snapscan for most scanning of documents. Once scanned, the documents should be immediately saved to the server
From time to time, we must scan documents remotely (i.e. copying a court file or other document when not at the office). These documents should be scanned using the team members cell phone and the app Scanner Pro, then immediately emailed to that team member or another in order to have the scan saved to the server
Our accounting department uses QuickBooks Online for such things as bank reconciliation, bookkeeping and accounting functions.
The only team functions of QuickBooks Online is for expense reimbursement; All staff will be setup as users allowing them to send receipts to firstname.lastname@example.org for reimbursement.
Lawpay is a program that integrates with Clio and processes client payments, sending the same to either trust or general;
We use Microsoft Word to process external-facing documents such as letters, court pleadings and other documents.
For external-facing documents, such as property matrices and visual aids, we use Microsoft Excel.
We use Microsoft Outlook for all external communication with clients, vendors, opposing parties, court staff etc. The ONLY emails distributed internally are cc:, bcc:, or forwarded messages. If any follow up is required, the communication should occur in Teams.
There is a Clio plugin (add-on in Outlook) that all users of Clio Manage should have enabled to save all emails to a client file; “Outlook 365 Add-in – Clio”