How legal technology and practice management software help make running a law firm easier for practice managers

Practice managers in SME law firms play a crucial role in ensuring the smooth operation of legal practices. They often wear several hats and cover a wide variety of operational tasks including managing tech, marketing, client service, reporting on performance, compliance, facilities, and more. 

Legal tech is designed to take away the mental load required to complete operational tasks like monitoring risk, managing data, and collaborating with clients. Case and practice management systems help to centralise information and processes to improve consistency, communication, and visibility. 

The role of practice managers in SME law firms

In the dynamic environment of an SME law firm, the practice manager is the maestro conducting an orchestra of tasks, each requiring a unique tempo and attention. The role is often tailored to each firm’s specific needs and goals and so requires an adaptable, agile individual to take on the role.  

The practice manager role often encompasses the following skills and areas of expertise: 

Operationally focused: At the core, the practice manager ensures the firm’s smooth running of the firm’s business operations and is similar to a COO. 

Financially savvy: With a keen eye on the firm’s financial health, they manage budgets, oversee billing, and ensure the firm’s profitability, all while navigating the complexities of legal financial regulations.

People person: The practice manager also plays a pivotal role in human resources, from recruitment to retention, fostering a culture that attracts and nurtures talent, and ensuring an effective workplace culture. 

Tech innovator: In an age where technology underpins efficiency, they lead the charge in implementing and managing IT systems, ensuring the firm stays ahead in the digital race.

Marketing strategist: They steer marketing efforts to ensure the firm’s brand resonates with its desired audience and aligns with market opportunities.

Compliance guardian: With an ever-evolving legal landscape, the practice manager vigilantly safeguards the firm against compliance risks, interpreting legislation into actionable policies.

Facilities overseer: From the physical office space to virtual meeting rooms, they ensure the firm’s infrastructure supports peak performance.

Champion of change: Change is constant, and the practice manager is the firm’s change agent, leading transformations that keep the firm agile and responsive.

In essence, the practice manager’s role is a testament to the power of juggling multiple roles with poise and precision. Practice managers are often unsung heroes and it’s a role that demands not just a versatile skill set but an extraordinary level of dedication and emotional intelligence.

How legal technology and practice management software benefits practice managers in SME law firms

Legal practice management software offers numerous benefits for practice managers, helping them streamline operations and improve overall efficiency. Here are some key advantages:

1. Enhanced Organisation:

Centralised data: All case details, client information, documents, and communications are stored in one secure location, making it easier to access and manage information firm-wide. 

Task management: Helps organise to-do lists, track task progress, and manage team workloads, ensuring nothing falls through the cracks.

Reporting and Analytics: Provides insights into firm performance, including utilisation, realisation, risk management, marketing efforts, helping managers make informed decisions.

Cloud software: Improves access and business continuity. 

2. Improved Communication:

Client Portals: Secure portals allow clients to access their case information, communicate with their legal team, and upload documents, enhancing transparency and client satisfaction.

Internal Collaboration: Facilitates better communication and collaboration among team members through shared calendars, task lists, and document management.

3. Increased Efficiency:

Automated Workflows: Automates repetitive tasks such as document generation, billing, and compliance requirements, setting key dates, saving time and reducing errors.

Time and Expense Tracking: Simplifies tracking billable hours and expenses, ensuring accurate billing and maximising revenue.

4. Compliance and Risk Management:

Document Management: Ensures secure storage, version control, and easy retrieval of documents, maintaining compliance with legal and regulatory requirements. Data can be keyed once and automatically populated in documents, forms, and emails. 

Compliance Tools: Helps manage compliance tasks and protect client data, reducing the risk of breaches and penalties. Embed compliance tasks throughout department workflows to avoid compliance being an afterthought. 

For more information on these features in Osprey, and how we assist practice managers to run a smooth operation, book a consultation meeting with our experts. 

Newnham & Jordan stay competitive using Osprey’s automated workflows 

“As soon as a matter is created, case handlers start saving time using Osprey’s comprehensive workflows.

“Time savings are important for us and our clients. We use a host of workflows, especially around conveyancing work, which would otherwise be very time-consuming. There’s a workflow in place for everything.

“Matters can now be set up in at least half the time it normally takes, so I would recommend you take a look at Osprey. There are numerous time-saving features within the software that bring value to our firm on a daily basis.”

The Osprey case management system, with integrated legal accounts, is deeply embedded in the way Newnham & Jordan operates across multiple offices. James Newnham, Practice and Accounts Manager shares how they utilise Osprey’s time-saving features to benefit their firm and their clients.

“Although flexible working had always been an option for our staff, this experience demonstrated just how agile the business could be. It showed that clients could be looked after wherever fee-earners were based – and Osprey played a pivotal role in that. I think our staff will continue to work in a flexible manner for the foreseeable future, bringing numerous benefits to the business and our team.”

Enhance service, reduce risk, and empower employees with
legal tech that eases the pressure for practice managers 

Legal technology and practice management software are indispensable tools for practice managers in SME law firms. These technologies streamline operations, enhance communication, and improve efficiency, allowing practice managers to juggle their multifaceted roles more effectively. By centralising data, automating workflows, and facilitating better collaboration, these tools help practice managers overcome common challenges such as time management, compliance, and resource allocation. Ultimately, the adoption of legal tech not only supports the smooth operation of law firms but also contributes to their overall success and competitiveness in the legal market.

For more information and a free consultation on how Osprey can assist practice managers in their day-to-day tasks, please contact our experts.