Three ways law firms can customise workflows for maximum efficiency according to Sysero
In today’s fast-paced legal landscape, workflow automation has become an indispensable tool for law firms looking to stay competitive. However, no two firms operate the same way—each has unique processes, client needs, and practice specialties. This is where customisation comes into play. Tailored workflow automation solutions allow firms to design processes that fit their specific requirements, maximising efficiency and improving outcomes.
In this post, we’ll explore some key ways law firms can customise workflow automation to streamline operations and enhance productivity.
Automating Client Intake Forms and Processes
The client onboarding process is often one of the most time-consuming tasks for law firms. Fortunately, customisable workflow automation tools can simplify this process by automating client intake forms, engagement letters, and initial data collection. By combining well-developed compliance policies with the right technology solution, firms can create a streamlined and integrated client onboarding process that is tailored to the firm’s requirements.
Take for example, how Wikborg Rein automated its client onboarding process with a digital intake solution from Sysero that uses a built-in risk matrix to automatically assess a new client or case against Money Laundering Act requirements. Client information is automatically checked against various public registers and information databases and their identity authenticated through their Bank Identifier Code. All client data is then stored (and deleted) in accordance with GDPR legislation.
By streamlining client intake with a customisable workflow automation solution, firms can minimise errors, speed up onboarding, and establish an onboarding process that suits their requirements.
Integrating Knowledge Management into Contract Drafting with AI
Another time-consuming aspect of legal work is the drafting and revision of contracts. Traditionally, this process involves manually editing and rephrasing clauses to ensure clarity, compliance, and alignment with client needs. However, law firms can now integrate the power of AI into their contract drafting workflows, thanks to new solutions like Sysero’s ChatGPT API.
Sysero’s API leverages an AI framework called Retrieval-Augmented Generation (RAG) to enable firms to pair ChatGPT with their internal systems in a secure and reliable way. Accessible directly from within Word, Sysero’s AI tool allows users to quickly and easily rewrite and revise contract clauses and drafts. If a party requests specific revisions to a contract, a lawyer could leverage Sysero’s chatbot to redraft the contract based on the specific requirements, without having to seek out various subject matter experts or worry about drafting conflicting clauses.
Unlike public AI tools, Sysero prioritises in-house knowledge documents to generate new content and guarantees that in-house knowledge is never exposed to public search engines or other AI systems.
By leveraging AI to seamlessly share in-house knowledge as part of an automated contract drafting workflow, law firms can significantly enhance efficiency and quality.
Personalising Client Communication Automations
Effective communication is essential to maintaining strong client relationships. However, managing emails, follow-ups, and document exchanges can become overwhelming, especially for law firms handling multiple clients and cases simultaneously. Workflow automation tools, like Sysero, allow firms to streamline these communication processes, ensuring that client interactions are timely, organised, and consistent.
For instance, automated client intake forms can collect essential information from clients without the need for back-and-forth emails. This information can then be automatically routed to the relevant legal team for review, reducing delays and errors. Additionally, automated reminders and notifications can be set up to ensure that clients are kept informed about key deadlines, meetings, and case updates.
For example, Spoor & Fisher Jersey leveraged Sysero’s low-code platform to build a robust workflow system designed to help its trademark formalities team quickly process and respond to trademark status updates. The Sysero Trademark Enquiry Handling Workflow pulls in data from the firm’s IP system to make it easy for team members to automatically access and aggregate the data they need to keep clients informed of their trademark status progress.
By automating routine communication tasks, law firms can deliver faster, more responsive service while reducing overhead costs. This improved efficiency translates into greater value for clients, who benefit from a more streamlined and organised legal process.
Conclusion
Customising workflow automation isn’t just about improving efficiency; it’s about creating solutions that align with a firm’s unique needs and goals. From client intake to communication, tailored automation tools empower law firms to streamline processes, reduce costs, and deliver better outcomes for clients.
Ready to explore how workflow automation can transform your law firm? Contact Sysero todayto learn more about our customisable solutions.
