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Automation and email management- how is it changing the legal fraternity



The legal industry has always been resistant towards any change but the advent of the COVID-19 pandemic changed it completely. The industry is now witnessing itself as evolving and employing technological tools to ease the burden from lawyers. In our article today, we will be discussing a few of these tools, namely email management and automation, and discuss how they have changed the face of the legal fraternity.


Amongst all the operations which lawyers perform, drafting of legal documents is one which takes up a lot of the lawyer’s time, which results in them not providing ample of time to listen to their clients’ needs. This further results in the client to believe that the lawyer, on his part, is not able to give much time to hear their queries, tampering the lawyer-client relationship.


Moving back to our topic, lawyers and legal professionals spend countless hours researching and drafting contracts and other legal documents. Nowadays, legal professionals can find a wide range of solutions which streamline, automate and speed-up the entire document lifecycle, saving their labor hours. We can say with all certainty that automation is the future of drafting legal documents and below we will discuss this statement more to prove our point.


Firstly, lets just have a brief of how document automation works. It is basically the process of designing systems and workflows that assist in the creation of electronic documents. This implies converting the documents which are used every day into templates so that they can be used in the future to facilitate the drafting and preparation of new documents. A few other functions of document automation includes collaboration of documents in real-time, providing automated notifications when changes are made, allowing e-signature from anywhere, archiving data securely in one place and extraction of data within seconds with usage of custom filters.


Some of the advantages which document automation provides to legal professionals are as follows-

  1. Using pre-defined templates allows users to comply with the approved business and industry standards. Moreover, these tools ensure that the documents produced are using the latest, most compliant version. They also pay attention to guidelines including spacing, fonts, margins, etc.

  2. Clients today are tech-savvy and are attracted mostly to those firms which employ technology in their daily chores. Document automation allows for easy and efficient collaboration on contracts, negotiation of contracts, and much more. These even allow for rapid delivery, providing an overall better experience for the clients.

  3. The tools used here improve the productivity of lawyers, speeding up the process of document automation and automating repetitive work, all over saving the working hours of lawyers and other legal professionals.

  4. If we consider the traditional methods, where lawyers used to create documents from scratch, using the copy-paste method to gather sources for making a new document, there was an increased likelihood for slip-ups and omissions. However, document automation eliminates these concerns, producing documents which are accurate and consistent.

Even though legal document management is considered a crucial matter for lawyers as we discussed above, another aspect of a lawyer’s job is often overlooked due to this matter, which is email management. Every day, legal professionals receive a vast number of emails from their clients, colleagues and many other professionals, making email management an issue of high priority for them. It is important that lawyers and legal professionals handle their emails in an effective way so as to not waste their time.


Below we have provided a few tricks which lawyers can employ in their email management, so as to ease their job operations and save their time.

  1. Manage all the emails from one central system. We should avoid switching between our email inbox and the management system which our legal firm uses. Focus on employing such software which can allow lawyers to send and receive emails from one convenient place. Further, we can also categorize these emails related to the respective legal matters.

  2. There are several software which allow seamless integration between Gmail and Microsoft Outlook so that lawyers can ensure advanced email management at every step. These can ensure an easy and automatic saving of our emails to their correct location.

  3. Employ in software which allows access to our emails from any place. Legal practitioners should be able to access, manage and respond to emails wherever they are from their desktop or laptop, or even mobiles. All in all, focus on adopting the software which allows legal email management for lawyers on-the-go.

 

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