Technology as a Competitive Advantage
The Clio 2023 Legal Trends Report found that firms using technology effectively are more profitable and have higher client satisfaction scores.
Clio 2023 Legal Trends ReportEffective IT management is no longer optional for law firms. Technology directly impacts productivity, security, client service, and ultimately profitability. These best practices help firms build a stable, secure, and efficient technology foundation.
1. Standardize Your Hardware and Software
Standardization reduces complexity, simplifies support, and improves security. When everyone uses the same equipment and software versions, IT issues are easier to diagnose and resolve.
Standardization Checklist:
- Device lifecycle policy: Replace workstations every 4-5 years, laptops every 3-4 years
- Approved hardware list: Specify exact models for consistency
- Software inventory: Track all installed applications and licenses
- Standard configurations: Use imaging or deployment tools for consistent setup
2. Implement Proactive Maintenance
Reactive IT support—fixing things when they break—is costly and disruptive. Proactive maintenance prevents problems before they impact productivity.
Proactive Maintenance Activities:
- Automated patching: Apply security updates within 30 days of release
- Monitoring and alerting: Track system health and address issues before users notice
- Regular maintenance windows: Schedule time for updates and optimization
- Capacity planning: Monitor storage, bandwidth, and resource usage trends
3. Develop a Cloud Strategy
Cloud services offer flexibility, scalability, and reduced capital expenditure. However, a thoughtful strategy is essential to balance benefits with security and compliance requirements.
Flexera 2024 State of the Cloud ReportCloud Strategy Considerations:
- Classify your data: Determine what can move to cloud vs. what stays on-premise
- Vendor due diligence: Verify security certifications and data handling practices
- Exit strategy: Ensure you can retrieve your data if you change vendors
- Hybrid approach: Consider keeping sensitive data on-premise while using cloud for collaboration
4. Layer Your Security
No single security measure is sufficient. A defense-in-depth approach uses multiple layers of protection so that if one fails, others remain.
Essential Security Layers:
5. Document Everything
Good documentation reduces dependency on individual knowledge, speeds up troubleshooting, and ensures continuity when staff changes.
Essential Documentation:
- Network diagrams: Visual maps of your infrastructure and connections
- Asset inventory: Hardware, software, licenses, and warranty information
- Procedures: Step-by-step guides for common tasks and incident response
- Vendor contacts: Support numbers, account information, escalation paths
- Password management: Secure storage for administrative credentials
6. Invest in User Training
Technology is only as effective as the people using it. Regular training helps staff use tools efficiently and recognize security threats.
Training Program Elements:
- New hire onboarding: System access, security policies, key applications
- Security awareness: Phishing recognition, password hygiene, incident reporting
- Application training: Deep dives on case management, document systems, etc.
- Productivity tips: Shortcuts and features that save time
7. Plan for Disasters
Business continuity planning ensures your firm can continue operating after hardware failure, natural disaster, ransomware attack, or other disruption.
Veeam 2024 Data Protection Trends ReportBusiness Continuity Essentials:
- Backup testing: Regularly verify that backups can actually be restored
- Recovery objectives: Define acceptable downtime (RTO) and data loss (RPO)
- Communication plan: How to reach staff and clients during an outage
- Alternative work locations: Remote access or backup office arrangements
- Annual testing: Conduct tabletop exercises to validate your plan
Need Help Implementing These Practices?
Our managed IT services handle all of these best practices so you can focus on practicing law. Let us assess your current environment and build a roadmap.