How to Map Out Your Workflows and Leverage the Right Tools for Greater Efficiency in Small Firms
If you’re a solo practitioner or part of a small law firm, it can be overwhelming to juggle client appointments, paperwork, and deadlines—on top of providing the personalized legal service your clients expect. Process automation might seem like a far-off concept you’ve heard in passing, but it’s easier to implement than you think. In fact, steps to automate legal processes boil down to two main tasks:
- Understand the steps in your current legal workflows.
- Use the right tools to automate those steps effectively.
Below, we’ll tackle each part and show you how a simple, structured approach today can help you improve efficiency in small firms tomorrow.
(For more details on the benefits of process automation, check out our article here.)
Part 1: Map Out Your Current Processes
Why You Need a Clear Map Before Automating
You can’t automate something you haven’t defined clearly. If you don’t fully understand which tasks form your processes, it’s easy to overlook important details—and end up with messy or incomplete automations. Think of it like cooking from a recipe: you wouldn’t hand over a half-written set of instructions to a chef and expect a five-star meal. The same is true for automation—your tools are only as good as the steps you feed them.
My Personal Anecdote: The “STEPS” Folder
I remember when I first started thinking about the steps to automate legal processes in my practice, I created a huge folder labeled “STEPS,” actually, the real name was “PASOS,” steps in English. Inside, I placed a file for each major workflow:
- Steps to Register a Trademark
- Steps to Conduct a Trademark Search
- Steps to Notify Clients of Opposition
- Steps to Draft and File an Opposition Response
Each file was a mini “recipe” of what needed to be done. For example, when I had to respond to an opposition, my checklist looked something like this:
- Download the opposition files into the client’s folder.
- Send an email to the client using a pre-approved template.
- Draft the response with the standard format.
- File the response electronically and confirm receipt.
It was nothing fancy—just bullet points on what I (or my staff) needed to do, step by step. Once I had this binder of processes, it became so much simpler to spot tasks that were repetitive or time-consuming.
Brainstorming Your Own Processes: the first steps to automate legal processes.
To create a similar system, try these steps:
- List Your Core Services
- Are you primarily dealing with trademarks, personal injury cases, or estate planning? Jot down each service or case type.
- List Your Core Services
- Outline Major Milestones
- For each service (e.g., trademark registration), note the big tasks: searching existing marks, preparing application documents, responding to office actions, etc.
- Outline Major Milestones
- Break Tasks Down into Subtasks
- Identify micro-steps. For example, “File an application” may include “Gather client data,” “Prepare forms,” “Double-check for errors,” “Submit online,” and “Email client confirmation.”
- Break Tasks Down into Subtasks
- Identify Which Tasks Occur Repeatedly
- Routine tasks are prime candidates for automation. Look for things like sending follow-up emails, scheduling appointments, or creating standard documents.
- Identify Which Tasks Occur Repeatedly
- Note Who’s Involved
- Do certain tasks involve paralegals, clients, or outside counsel? Noting this helps you see the entire workflow and where it might get bottlenecked.
- Note Who’s Involved
By having this basic system in place—even if it’s just in a Word document or Google Sheet—you’re setting the stage for smooth automation. Once you’ve mapped your tasks, you’ll be able to clearly see where technology can help you improve efficiency in small firms like yours.
Part 2: Automate With the Right Tools
Once you have your processes laid out, the next question is: Which tools can help me automate these steps? Having the right software or platform makes a big difference. Below are suggestions to jump-start your automation journey.
1. Document Generation and Merging
Manual document drafting is a notorious time-drainer. For instance, when you draft a standard client engagement letter, you might be copying and pasting the same clauses repeatedly.
- Example: “Steps to Draft a New Client Engagement Letter” might include “Insert client name and address,” “Add relevant fee arrangement,” and “Clarify scope of representation.”
Dragonmatics can handle these repetitive tasks by letting you input data once (client name, case details, etc.) and automatically merging it into a template. Rather than tediously editing a dozen fields by hand, you click a button, and your document is ready to go.
Other Tools You Could Explore:
- HotDocs, Smokeball, or Lawyaw (similarly provide automated document assembly)
2. Email Notifications and Follow-Up
Chasing clients via email and sending routine reminders can be relentless. Automating this aspect can save countless hours.
- Example: When you conduct a trademark search, your workflow might include sending the initial results to the client. With automation, you can set a trigger (e.g., once the search is complete, the system automatically sends an email with a templated summary).
Dragonmatics offers email templates and triggers that can be connected to your files or case milestones. As soon as a date passes or a status changes, an email can go out without you needing to type a word.
Other Tools You Could Explore:
- Zapier or Make (formerly Integromat), which integrate multiple apps (like Gmail and Dropbox) to trigger automated emails.
3. Scheduling and Calendar Management
Missing a deadline or double-booking a call is a nightmare scenario for any attorney. Automated scheduling tools help you avoid these pitfalls by syncing calendars, sending reminders, and even re-scheduling if necessary.
- Example: “Steps to Schedule a Client Meeting” often include “Check availability,” “Send proposed times,” “Confirm final slot,” and “Send Zoom link or office address.” Tools like Calendly, Acuity, or built-in features of Dragonmatics can handle these tasks and keep your calendar in sync.
4. Billing and Invoicing
For small law firms, late or unpaid invoices can hurt your bottom line. Automating your billing process can ensure invoices go out on schedule, with automated payment reminders and confirmations.
- Example: “Steps to Invoice a Client Post-Filing” might involve generating an invoice with standard rates, sending it via email, and reminding the client of the due date. An automated system can do this with minimal input from you.
5. Client Updates and Case Status Tracking
Clients want to stay informed. But regularly emailing or calling each client with status updates can be time-consuming.
- Example: “Steps to Notify the Client of an Opposition Filing” could look like:
- Log the opposition in the case management system.
- Draft a short email update.
- Attach relevant documents.
- Confirm receipt.
- Example: “Steps to Notify the Client of an Opposition Filing” could look like:
With automation, your system can automatically generate that email once the case status changes to “Opposition Filed,” attach the relevant document, and alert the client instantly.
Bringing It All Together
1. Start Small, Then Grow
Don’t try to automate everything at once. Pick the most repetitive process—maybe it’s drafting standard documents or sending routine follow-up emails. Automate just that first. Once you see how much time you save, you’ll be motivated to expand automation to other workflows.
2. Involve Your Team Early
Even if you’re a solo practitioner, you might have an assistant or a freelance paralegal. Get them in on the process so they can help identify pain points and highlight tasks ripe for automation.
3. Choose Tools That Fit Your Firm
With so many automation platforms on the market, it’s easy to get shiny-object syndrome. Focus on tools that are specifically built—or can be adapted—for your law firm’s needs. Dragonmatics is one robust solution that integrates document merging, email notifications, and more under one roof.
4. Keep Your Workflows Updated
Your legal processes may change over time, especially if new regulations come out or if you expand your practice areas. Make sure to revisit your “STEPS” files and update them so your automations never fall out of date.
Why Now Is the Perfect Time to Automate
Gone are the days when only large firms had the budget and IT resources to enjoy automation. Cloud-based tools and affordable subscription models have leveled the playing field. Even solo and small law firms can now:
- Improve client satisfaction by delivering timely updates and quick turnarounds.
- Eliminate tedious manual work so you and your team can focus on strategy and client engagement.
- Reduce errors that can creep in when you’re juggling a thousand daily tasks.
If you’re ready to take the leap and improve efficiency in small firms, begin by simply documenting your core workflows. Then explore automation options like Dragonmatics or other specialized legal tech solutions to handle those repetitive tasks.
Final Thoughts
Automation isn’t about losing the personal touch; it’s about saving time, cutting costs, and mitigating risks—all while freeing you to do your best work as an attorney. Whether it’s:
- Creating an email series that updates clients at each milestone,
- Auto-generating documents for your trademark filings, or
- Scheduling all your client consultations without an endless back-and-forth,
you’ll find that implementing steps to automate legal processes can open a new level of productivity and professionalism in your day-to-day practice.
Ready to delve deeper into the advantages of automation? Check out our [Silo Article Link] for a broader view of how automation is changing the landscape for small firms and solo practitioners. By combining a clear understanding of your existing workflows with the right automation tools, you’ll position your law firm for sustainable growth—and reclaim the headspace to focus on what you do best: practicing law.