Digitizing the legal profession: why take an interest today?

1) How do you digitize a law firm?

Digitization enables : 

1. make day-to-day work easier, 
2. to save time, 
3. improve reliability 
4. and communicate better with customers. 

However, successful transformation requires a structured approach.

a) Mapping legal workflows

To approach digitalization successfully, it's essential to position yourself in terms of added value. 

The first step is to carry out an audit of your practices and processes for handling files. 

You need to analyze existing digital tools to identify potential areas for development.

1) Identify low-value tasks: paper files, manual reminders, invoicing

The aim is to simplify time-consuming tasks and optimize the time devoted to the core business. 

New technologies make it possible to simplify tasks such as :  

• electronic signature, 
• making an appointment 
• or payment of fees. 

Digitization makes it easier to draw up legal documents from templates, reducing the risk of error, and partially automating legal validity checks. 

Software can also make life easier when it comes to invoicing and time management. 

These technologies can be complicated to master, which is why it's a good idea to call in a low-code agency. 

Similarly, managing paper documents represents a major organizational challenge. 

Automation and dematerialization are challenging the hourly rate, making value less dependent on time spent. 

Identifying opportunities to free up lawyers' time enables them to focus on their real added value: listening and personalized advice.

b) Choosing the right digital architecture: secure cloud or in-house server?

Selecting the right digital architecture is the key to mastering new tools without risk and guaranteeing confidentiality. 

A first essential tool concerns data management, which should be stored on a Cloud or secure servers, rather than just on local computers. 

An interesting solution in this case would be to call on a Xano agency to diagnose your needs and create a tool that is truly adapted to your situation.

Indeed, in-house or cloud storage, as well as access level management and protection against cyber-attacks, are major challenges when it comes to digital data security. 

Cloud-based collaborative platforms are becoming increasingly popular.

1) Select a scalable legaltech platform that is RGPD and professional secrecy compliant.

It's essential to identify the digital building blocks you need to drive your business forward. 

Legaltechs offer services and tools to accelerate the digitalization of the profession. 

A good CRM, for example, allows you to store your data in a secure, reliable space and guarantee compliance with official regulations (such as the RGPD). 

Data security and respect for ethics and deontology are important cornerstones of digitalization. 

Fundamental ethical principles such as confidentiality and professional secrecy need to be adapted to the digital environment, with the protection of customer data at stake in the age of cloud computing and cyber-attacks. 

The right decision often hinges on the technology's ability to meet the need while respecting these constraints. 

It's important to choose platforms whose software solutions include training in their use.

c) Managing human and organizational change.

Digital transformation is not just about acquiring tools; it also involves human and organizational change. 

Under-equipment and a lack of familiarity with the tools are frequently due to a lack of knowledge of the solutions, and a lack of time for implementation and learning.

1) Involve associates and collaborators right from the POC, and set clear KPIs.

To successfully complete this conversion and ensure that the new tools are adopted by the whole firm, we need to both evangelize and rely on resource people. 

It's essential to identify the employees who can drive this change, and to set aside time to learn and master digital tools. 

Raising team awareness of the challenges and risks of cybercrime is the first thing to do, because the biggest vulnerability remains the human factor. 

Monitoring clear KPIs (performance indicators) or, more generally, analyzing results and malfunctions helps identify trends and opportunities. 

It's important to keep reminding people of features, objectives and solutions. 

The aim is to transform uses, not just tools.

2) List of legal activities that can be digitized

• Drafting deeds
• Follow-up
• Customer communication
• Appointment management
• Billing and collection
• Deadline management and alerts

d) SWOT analysis of the law firm's digitalization.

2) What are the challenges of digitalization?

Behind the screens lies a triple challenge that few firms anticipate. 

The digital revolution has profoundly transformed the way lawyers practice their profession, changing personal and professional habits and impacting the behavior of litigants. 

Digitization is not just a trend, but a necessary development to ensure the competitiveness of law firms. 

Lawyers need to embrace the opportunities offered by digital technology, while remaining vigilant about the ethical risks it entails.

a) Competitiveness and visibility in the legal market

In a highly competitive legal sector, the search for legal services is mainly conducted online. 

It is therefore essential to have a solid online presence and to stand out from the crowd.

1) Attract new customers via optimized website, SEO and social networks.

A professional, active website is essential. 

It must be a showcase for the firm's expertise, clearly presenting the range of services, specializations, team and, if applicable, rates. 

A well-designed site, with intuitive navigation and mobile compatibility, embodies credibility. 

To be effective, the creation of a website can be carried out by a no-code agency to guarantee its performance and optimization for web referencing. 

Search engine optimization (SEO) is an essential lever. 

Using the right keywords helps prospects find the practice on Google, increasing visibility and reaching a targeted audience. 

The creation of relevant content such as : 

• blog posts, 
• guides or 
• case studies, demonstrates expertise, improves referencing and attracts interest. 

The use of professional social networks such as LinkedIn is becoming more widespread, offering new opportunities for networking and customer development. 

Matchmaking platforms can also be a powerful channel for developing your customer base. 

An attractive online presence and good e-reputation management are important.

2) List of the benefits of digitalization for a lawyer.

• Time saving
• Error reduction
• Better organization
• Better traceability
• Remote access
  
  

b) Operating efficiency and profitability.

Digital transformation offers lawyers considerable advantages in terms of visibility, loyalty and lead generation. 

Digital technology can simplify certain tasks. 

New technologies enable : 

1. optimize day-to-day work, 
2. to save time and improve reliability, 
3. increase productivity 
4. and therefore profitability. 

Lack of knowledge and time to implement digital solutions are barriers to adoption.

1) List of obstacles to digitalization in law firms.

• Tool costs
• Lack of training
• Resistance to change
• Cybersecurity issues
• Incompatibility with certain judicial practices

2) Reduce administrative time through automation.

It's important to list the time-consuming tasks that can be simplified to optimize the time devoted to the core business. 

Digitization and automation help reduce repetitive, low value-added tasks. 

Digital solutions such as : 

• electronic signature, 
• automated document and contract creation, 
• file management and billing software, 
• voice recognition input systems, 
• document flow management, 
• and electronic document management (EDM) solutions help simplify and accelerate processes. 

The use of a DMS, for example : 

1. facilitates the circulation of documents, 
2. secure storage, 
3. for fast searching 
4. and offers traceability. 

These tools save time, freeing up time for high value-added legal tasks and improving efficiency.

c) Compliance and risk management.

With digitization, the issue of data security becomes paramount. 

Lawyers hold sensitive and confidential information, and confidentiality is a cornerstone of the profession.

Digital technology raises new ethical questions, and ethical principles need to be adapted to this environment. 

Mistrust of new technologies and lack of training have been obstacles to digitalization for some. 

The rush to use new tools without taking cybersecurity into account is a problem.

1) List of cybersecurity solutions for lawyers

• VPN
• Professional anti-virus
• Encrypted storage
• Strong authentication (2FA)
• Access rights management

2) Guarantee RGPD, professional secrecy and data traceability.

Protecting data against cyber-attacks and leaks is essential. 

The RGPD regulation imposes strict obligations in terms of personal data protection. 

Lawyers are bound by professional secrecy and any breach is punishable by law. 

Professional secrecy must be preserved even in the digital age. 

The use of tools unsuited to the specificities of the profession and the lack of contractual provisions on IT security are factors of insecurity. 

Risks include : 

• ransomware, 
• illegitimate consultations, 
• sending confidential information by mistake, 
• and data mining on the darknet.

‍

These risks can lead to heavy legal liability for the lawyer (criminal, civil, ethical, administrative).

Technical solutions such as the systematic use of encryption are recommended to preserve professional secrecy .

Security also involves legal solutions such as contracts to ensure that service providers respect confidentiality. 

You must therefore use secure means of communication to guarantee the confidentiality of electronic exchanges. 

Lawyers need to be vigilant about the security of their IT systems. 

A good CRM, for example, enables data to be stored in a secure and reliable space, and ensures compliance with regulations. 

EDM software also enables documents to be shared securely, with restricted access and traceability.

The biggest flaw in cybersecurity remains the human factor! 

Raising awareness of cybercrime issues and providing ongoing training for our teams are essential. 

Lawyers need to develop the technical and ethical skills required to navigate the digital environment while respecting their ethical obligations. 

Mastering the challenges of cybersecurity and personal data protection has become essential. 

The evolution of the regulatory framework by regulatory bodies is necessary to frame the use of technologies and preserve fundamental values.

Document traceability and historization is another advantage of using digital tools such as an EDM. This contributes to the rigor and reliability expected by customers.

3) List of the ethical challenges of digitalization.

• Transparent information
• Respecting confidentiality
• Traceability of algorithmic decisions
• LegalAI can go astray

3) How can we improve customer relations?

A litigant's loyalty is now just a click away. 

Changes in customer behaviour, as they become increasingly connected and demanding in terms of experience, responsiveness and transparency, mean that legal professionals have to adapt their methods of practice. 

Digitization has become almost a condition of survival in a highly competitive sector. 

Improving customer relations is a fundamental trend in the use of technology, and digitalization offers considerable advantages for loyalty and lead generation.

a) Implement omnichannel communications.

Digital tools greatly facilitate communication with customers, and their use is becoming increasingly widespread. 

Adopting a digital communications strategy helps to boost brand awareness and attract new prospects. 

As a result, personalized communications can be automated with AI.

1) 24/7 customer portal: file tracking, secure chat, electronic signature.

Cloud-based collaborative platforms are becoming increasingly popular as a way of connecting with customers and sharing documents securely .

The use of secure communication platforms is imperative to ensure secure exchanges, using advanced encryption protocols. 

Thanks to these secure digital platforms, customers can track the progress of their files in real time, access relevant documents and stay informed at every stage. 

This transparency builds trust. 

The creation of a shared electronic file is one possibility. 

Videoconferencing and teleconsultation solutions have also been successfully tested. 

Electronic signatures are a recurring need identified by a large majority of lawyers. 

The digital age makes services more accessible, enabling consultation without the need for physical travel, thanks to secure communication tools.

2) List of other uses of digital technology in customer relations.

• Automated customer onboarding
• File tracking via online customer area
• Automatic sending of information
• Reminder notifications

b) Personalize advice using data.

The digitalization of law firms is having an impact on data management. 

In-depth use of generative AI tools can optimize various legal tasks and improve customer communication. 

AI can help develop legal marketing strategies, automate marketing efforts and personalize communications. 

Lawyers sometimes underestimate the value of the data that passes through their hands. 

AI relies on this data, often referred to as "black gold", to function. 

It can transform raw data into usable information, enabling further analysis. 

Data analysis helps identify trends and opportunities.

1) Legal CRM: segments, proactive alerts, targeted recommendations.

Customer Relationship Management ( CRM ) tools are essential for managing the customer journey. 

A CRM enables you to store and centralize information on customers and prospects, and share it with the right people. 

It provides a complete history of interactions and enables rigorous tracking of sales prospecting. 

Using a CRM means ensuring that no customer is forgotten, and offering personalized service. 

Prospects can be registered to track potential opportunities and direct them to the services they need, maximizing customer development. 

CRM also helps you manage tasks and deadlines. 

Some CRMs allow you to analyze data, create dashboards and analytical graphs to identify trends and malfunctions. 

Customers requiring special attention or automated reminders can be identified. 

Specialized CRMs exist for lawyers, including dedicated functionalities such as case tracking.

c) Measure and optimize satisfaction on an ongoing basis

A successful customer experience increases the referral rate. 

Digitization has improved the customer experience by offering transparency, accessibility and speed. 

Customers are often satisfied with the digitized process, finding it fast, clear and fluid. 

Lack of follow-up or communication is a frequent cause of unsuccessful collaborations. 

It is possible to collect customer reviews, for example via Google My Business. 

Managing feedback, whether positive or negative, is an opportunity to stand out from the crowd. 

Authentic customer testimonials build trust. 

Measuring the impact of digital actions is important, using indicators such as conversion rate or cost per lead. 

A/B testing enables us to continually optimize our strategy. 

A nurturing strategy helps to maintain a relationship of trust with customers and build loyalty.

1) NPS, real-time feedback and quarterly review of expectations.

NPS (Net Promoter Score) or quarterly reviews of expectations underline the importance : 

• customer satisfaction, 
• collecting feedback (customer reviews) 
• and continuous improvement of the customer experience. 

The information compiled in CRM can help to understand customer behavior and the customer typology to be targeted, enabling performance to be assessed and strategy to be adapted. 

Marketing automation and newsletters can be used to send personalized communications to prospects and customers, nurturing the relationship. 

The aim is to guarantee good customer relations.

4) What digital tools should you use?

Here's the arsenal of the perfect "lawyer of the future". 

The integration of digital tools has become essential to optimize legal practice, improve efficiency and meet customer expectations. 

The digital transition is a prerequisite for survival in a competitive market.

a) Practice management software: CRM, ERP, collaborative DMS

Practice management software is at the heart of a lawyer's day-to-day practice. 

They enable : 

• optimize the organization and follow-up of files, 
• manage contacts and interactions with customers and prospects (via CRM), 
• and make invoicing and accounting easier. 

Centralizing information in a CRM secures data and improves operations, enabling employees to better manage their time. 

Electronic document management(EDM), or DMS, is an indispensable solution for : 

1. organize, 
2. store, 
3. index 
4. and share documents securely, reducing the risk of loss and facilitating retrieval.

b) Digital tools classified by use

1) Jarvis vs Secib vs bespoke portal: strengths and limitations

Several specialized software packages are available for law firms. 

Secib is a comprehensive solution with a reputation for being intuitive and dynamic, and is particularly appreciated for its file management, cloud access, task tracking and work distribution between employees. 

It is equally effective for customer relationship management and invoicing, and excels in performance analysis for business development. 

JarvisLegal is also a comprehensive tool, integrating artificial intelligence to automate a large number of tasks and offering flexible pricing. 

Diapaz stands out as a 100% French web software designed exclusively for lawyers, offering a complete and modular range of functionalities to suit all organizations and specialties. 

It guarantees enhanced data security with triple certification. 

Other solutions, such as Kleos, offer CRM and invoicing functionalities, and integrate well with existing tools. 

Beyond specialized software, generalist platforms such as Salesforce or HubSpot can be used as CRM, offering greater customization but requiring advanced configuration. 

Legaltechs also offer solutions that make lawyers' day-to-day work easier. 

Institutional platforms such as e-Barreau are also essential digital tools .

2) List of digital tools for lawyers.

• Practice management software (legal ERP)
• Videoconferencing platforms
• CRM for lawyers
• Electronic signature services
• Document management tools
• Task and project management tools

b) Automation and artificial intelligence.

Automation and artificial intelligence (AI) are transforming the legal profession, allowing us to optimize tasks and focus on added value: listening and personalized advice. 

Low value-added tasks can be automated, such as :  

• drafting documents based on templates, 
• validity checks, 
• or case law research. 

AI promises to revolutionize legal analysis, enabling massive volumes of data to be processed for more accurate advice. 

Legaltechs are often at the forefront of these automation and AI solutions.

1) Legal chatbots, invoice OCR, contract generation.

The generation of contracts and legal documents is a task that benefits greatly from automation. 

Platforms and software can automatically generate documents from templates, reducing time and the risk of error.

c) Collaboration and remote working.

Digital technology fosters collaboration and remote working, a necessity highlighted by the health crisis. 

Collaborative platforms and software enable better communication between lawyers in the same firm and with their clients.

1) Cloud suites, document co-editing, encrypted videoconferencing.

Cloud suites are solutions for secure data storage. 

They not only centralize documents for easy access from anywhere, but also facilitate document co-editing, which is essential when several members of the firm are working on the same file. 

Some cloud solutions offer hosting in France to meet data sovereignty concerns. 

Videoconferencing is another digital tool that enables virtual meetings to be held without the need to travel. 

Electronic signatures are also a key tool for facilitating remote transactions.

‍

5) How can data security be guaranteed?

Customer confidence or bankruptcy? 

It all comes down to this. 

While digitalization offers many advantages in terms of efficiency and optimization, it also raises major challenges, not least data security. 

Lawyers hold particularly sensitive information, whether : 

• personal, 
• confidential, 
• financial 
• or even media-related. 

A security breach can entail serious risks, including penalties: 

• penalties, 
• civil, 
• ethics 
• and administrative authorities (CNIL), not to mention the loss of customer confidence and direct financial losses linked to fraud. 

Protecting this data is therefore a top priority.

a) Data governance and classification of sensitive information.

The first step in ensuring data security is to understand the information you hold. 

You need to carry out an audit of its uses, an analysis of the existing situation, and a precise mapping of its risks. 

This approach enables us to classify information, particularly sensitive information or information covered by professional secrecy, and to understand where vulnerabilities lie.

1) Access matrix, logging and retention policy.

Managing access levels is important for protecting information. 

Electronic document management (EDM) tools can be used to restrict access to authorized users only, and to open up access with variable permissions for different employees. 

The traceability and historization of documents in an EDM are also mentioned as advantages for tracking, which can contribute to the logging of accesses and modifications. 

b) Secure infrastructure and tools.

Data security also depends on the infrastructure and tools used. 

We need to invest in suitable, secure information systems and use appropriate digital tools. 

Cloud-based collaborative platforms are becoming increasingly popular, as they facilitate secure document sharing and offer online storage that guarantees data security and backup. 

Choosing a cloud solution may involve considering criteria such as data location, with some French solutions hosting data in France for reasons of sovereignty. 

Customer relationship management (CRM) tools also need to store data in a secure, reliable space.

1) Encryption, penetration testing, disaster recovery planning.

Among the technical solutions for securing digital practices, the systematic use of encryption is presented as indispensable for preserving professional secrecy .

Encryption is the method that makes it impossible to understand a document without the key. 

Secure communication platforms ensure that information is protected by advanced encryption protocols. 

c) RGPD compliance and professional secrecy.

Navigating the digital world with integrity means respecting ethics and deontology. 

Professional secrecy is a fundamental pillar of the legal profession, and its violation is severely punished. 

Dematerialization and the use of digital tools must never compromise this principle. 

The protection of personal data is an issue in the digital age, and RGPD compliance is a strict obligation for lawyers. 

The RGPD imposes the need to guarantee the protection of personal data. Lawyers must comply scrupulously. 

The Code of Ethics for Lawyers reminds us of the importance of professional secrecy , which must be preserved at all costs. 

Compliance with the code of ethics requires particular vigilance with regard to the security of IT systems and the protection of sensitive information.

The CNIL and professional associations are working together to draw up guidelines on data protection in the legal context.

‍

1) List of regulations on digitalization and the law.

• RGPD
• Digital ethics
• Customer privacy
• Hosting sensitive data

2) DPO roles, breach procedures, contractual clauses.

Managing compliance and data security involves several elements. 

The role of the DPO (Délégué à la Protection des Données) is mentioned in the context of data protection working groups, highlighting its importance for cybersecurity professionals and DPOs. 

In the event of a violation, you must : 

1. provide procedures for responding, 
2. including disconnecting devices, 
3. open a crisis unit, 
4. and notify the relevant authorities (e.g. cybermalveillance.gouv.fr, state and regulatory authorities), as well as the customers concerned. 

You need to note down everything about the incident. 

Securing digital practices also requires legal solutions, particularly contractual techniques. 

The lawyer must ensure, by contract, that third parties likely to come into possession of the processed data are bound to respect it. 

It is the customer's responsibility to inform the service provider:  

1. the specific nature of its profession, 
2. professional secrecy in particular, 
3. and explain how to respect it.

6) What is the impact of the health crisis?

COVID-19 has shaken things up more than you might think... 

The health crisis has acted as a major gas pedal in the digital transformation of the legal profession. 

Although the digitization process was already underway, the periods of confinement highlighted the need for lawyers to have digital tools to facilitate their tasks and teleworking. 

Digital solutions adopted in the emergency of confinement tend to become established over time. 

88% of lawyers agreed that confinement had exacerbated the difficulties associated with practicing their profession, underlining the importance of technology in sustaining and improving law firm performance.

a) Teleworking and accelerated online hearings.

The pandemic has forced professionals to adopt new practices, in particular remote working and the use of digital means of interaction to communicate with their customers, the courts and confined colleagues. 

The emphasis on telecommuting was remarkable.

1) Rapid adoption of judicial videoconferencing platforms.

In this context, the importance of remote consultations has been clearly demonstrated. 

New videoconferencing solutions, such as virtual meeting rooms, have been successfully tested, helping to maintain links with customers during confinement. 

Remote interaction with the courts has also become a necessity.

b) Changing customer expectations.

The impact of the digital revolution and the health situation on customer behavior is undeniable. 

The majority of lawyer searches are now carried out online. 

Customers have become more demanding in terms of : 

• customer experience, 
• responsiveness 
• and transparency.

1) Demand instant and accessible legal services.

Digitalization has helped to improve the customer experience by offering greater transparency, accessibility and speed. 

Customers expect greater immediacy in the relationship and easy, secure access to the documents in their file. 

Speed, made possible in particular by the automation and dematerialization of exchanges, is particularly appreciated. 

Digital solutions are appreciated by internal teams and customers alike.

c) New business models for the bar.

Digital transformation, accelerated by the crisis, is forcing law firms to rethink their business model in the face of competition and the emergence of LegalTechs. 

While some LegalTechs can be perceived as competition, others offer tools that facilitate lawyers' day-to-day work and open up new perspectives.

1) Packages, subscriptions and digitalized remote advice.

Automation and dematerialization are challenging the traditional pricing model based on hourly rates. 

Value is increasingly perceived in the tasks performed and the advice given. 

New service offerings based ondata analysis, made possible by digitalization, are emerging. 

Lawyers anticipate having to prioritize digital communications with clients. 

Lawyers see digital and technology as fundamental investments in their ability to thrive. 

80% of lawyers questioned in a survey said their need for technology solutions had increased as a result of the pandemic, and 63% plan to increase their investment in this area.

7) How do you learn about digital tools?

Digital know-how, the new black dress.

It requires adaptation to technological developments and ongoing training.

a) Building a digital skills pathway.

The starting point for a successful digital transformation is often an audit of internal practices and processes to identify tasks that can be optimized.

Assessing where the added value lies is essential to avoid missing out on the digital transition. 

The aim is to develop the skills needed to integrate digital technologies into daily practice, in particular to :  

• file management, 
• process automation 
• and improving customer communication.

1) Digitization stages and success indicators

‍

2) Cybersecurity, automation, data: the essential foundation.

Certain digital areas constitute an indispensable foundation of skills for the legal professional. 

Cybersecurity and data protection are essential in the age of cloud computing and cyberattacks. 

The digitization of the legal profession has a direct impact on data security. 

It is essential to encrypt data covered by professional secrecy. 

Firms need to map their risks to reduce the scope of threats. 

Beyond cybersecurity, the ability to leverage digital tools to optimize business expertise is essential. 

This includes the automation of document and contract creation, document workflow management, and the use of cloud-based services and digital search solutions. 

Understanding generative AI and its impact on the legal field is also becoming relevant.

3) List of key digital skills to be developed.

• Proficiency in advanced office automation tools
• Digital culture
• Computer security
• Digital communication
• Legal Analytics

b) Leverage the legaltech ecosystem and external resources.

The legaltech ecosystem offers many opportunities for law firms.

These companies offer digital services and tools designed to facilitate lawyers' day-to-day work, such as billing management and document retrieval. 

Practices don't always have to undertake a profound digital transformation themselves to access these technologies.

1) MOOCs, certifications, bar association workshops.

To acquire these skills, a variety of external resources are available. 

Judicial institutions and professional associations play their part by encouraging further training and offering appropriate digital tools. 

Training courses dedicated to digitalization have been set up by orders such as that of Versailles. 

The Paris Bar offers a catalog of digital tools and resources available. 

Platforms are offering training courses on generative AI specifically for lawyers and jurists, issuing certifications. 

Free MOOCs, such as the one offered by ANSSI for cybersecurity, are also valuable resources.

c) Introduce continuous learning within the firm.

In addition to external training, continuous learning within the firm is essential. 

It's important not to let anyone fail when it comes to the new digital tools.

2) Internal mentoring program, collaborative monitoring, training KPIs

To successfully carry out this adaptation, you need to rely on your employees and identify internal resource people who can be the driving force behind the change. 

We need to find at least one intermediary for each profession (secretary, assistant, lawyer) and set aside time to learn and master the digital tools we use on a daily basis. 

Some software solutions include on-the-job training, but regular progress reviews and team debriefings are essential to ensure full understanding and mastery. 

A proactive, reflective approach, including technology watch, is essential to keep abreast of the latest advances and anticipate challenges. 

Personalized support is also a key component of certain training courses.

‍