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Today’s Tech: How A Startup Attorney Uses Cloud Computing
Cloud computing used to be a foreign concept to many lawyers, but these days most lawyers are working in the cloud whether they know it or not. Cloud computing offers so many advantages over traditional on-premises software — including convenience, mobility, flexibility, affordability, and 24/7 access — that it’s hard to avoid using cloud computing for work-related purposes. That’s why so many lawyers start using cloud computing services like Dropbox to share documents — oftentimes after being prompted to by other lawyers involved in a case — without even realizing they’re collaborating on documents in the cloud.
But not all lawyers stumble into the cloud unknowingly. Some choose cloud computing with their eyes wide open, after carefully researching their options. Steven Ayr is one such lawyer.
Last year Steven joined Fort Point Legal, a Boston law firm that focuses on representing small businesses and startups, after practicing law as a solo practitioner for a number of years. As a solo, his law practice was 100% paperless and all of the firm’s data was stored in the cloud. So when he started at Fort Point Legal, he was first in line to help move the firm into the cloud: “When I got here, the firm was on its way to a cloud-based practice but I nudged it along. For a firm like ours that’s growing quickly, it’s scalable and it takes out a lot of the management costs since we don’t have to worry about having an in-house IT department. And, from a productivity and security standpoint and the built-in ability to have 24/7 access from anywhere, it just makes sense for us.”
But according to Steven, it’s not just cost savings and convenience that make the cloud so appealing; the cloud also allows them to compete with larger law firms.
“We use the cloud-based software since it’s a relatively inexpensive way for a smaller law firm to get the capabilities that used to be reserved for larger firms. Whether it’s data management or security, the cloud really is the great equalizer,” he explains. “There aren’t many law firms our size in Boston that do what we do. Instead you typically find small departments within very large firms. So web-based software levels the playing field for us.”
The firm uses a number of different cloud-based tools. First, there’s Google Apps. “We use Google Apps for our email contacts and calendars. It’s the hub of our practice. We share calendars amongst team members so we can see what’s going on with everyone’s schedule and we can create specific calendars to keep track of different issues. So, for example, we have a calendar to keep track of corporate filings throughout the year that is accessible to everyone.”
The firm also uses Asana, which provides web-based task management software. “We can forward emails into Asana and it will create a task using the body text of the email and will also add any email attachments to the newly created task. Team members can then comment the task as well. And over time you can follow each matter as it progresses and tasks are checked off.”
Dropbox is another web-based tool that the firm relies on. “We use Dropbox as our central file repository. We use it to collaborate, but it’s not ideal for collaboration since it doesn’t update in real-time like Google Drive’s collaboration. We use Dropbox Pro because of the higher level of encryption it provides, since in Massachusetts we have very strict data privacy laws. Another reason we prefer Pro is because you have access to more security features when it comes to team members, including the ability to remotely wipe devices.”
Another cloud-based tool the firm uses is Phone.com. “We recently switched from Ring Central to Phone.com because we were seeking a more user-friendly interface and better customer support. Another reason we really like this service is because there’s no limit to customization you can set up in terms of how you want phones to ring and at what time of day and in what order.”
Cloud-based tools benefit their firm in many ways. Not only do they provide convenience and save their firm money, they also make the firm more appealing to their target market. “Our startup clients would be put off if we didn’t use these tools with them. We use them regularly with clients and many of my client interactions take place online now.”
Of course there can be drawbacks when collaborating with clients online, as Steven acknowledges: “There is arguably lack of human touch when a lot of client communication occurs online. So it’s important when using cloud computing tools for client communication to be cognizant of that fact and to take steps to maintain those connections.”
His advice to lawyers seeking to use cloud computing software in their practice? Plan carefully. “Think through your needs before you start implementing different types of software. Take the time to research your options and sit through demos with sales reps. Figure out what you truly need ahead of time so you can avoid wasting time by constantly switching between systems and software.”
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Case Study: Plum
Based in Austin, Texas, Plum makes a Wi-Fi-enabled light switch and dimmer that “completely reinvented the light switch,” says CEO Utz Baldwin of the company’s Lightpad product. Users can control and customize their home lighting from their phone and Lightpad’s touch-based switch plate. They can also see their energy use in real time.
A graduate of Techstars and Microsoft Ventures Accelerator in Seattle, Plum has raised nearly $5 million in three years. Customers have pre-ordered more than 10,000 Lightpads, which Plum began shipping in November.
Baldwin says Microsoft Ventures Accelerator helped him meet investors, test hardware and give brand legitimacy to Plum. That helped Plum raise money on crowdfunding platforms like Fundable and CircleUp, positioning the startup for a Series A round.
“When investors see that Microsoft supported you, and still supports you through BizSpark, it provides them with another checkbox that has been satisfied,” Baldwin says. He encourages other entrepreneurs to explore Microsoft for support.
“Programs like what Microsoft has built through BizSpark and Microsoft Ventures Accelerators around the globe are a surefire way to get the help you need,” he says.
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CONGRATULATIONS TO JENNELL MOTT
JUNE 2016 PLAYER OF THE MONTH
[/vc_column_text][/vc_column][/vc_row][vc_row][vc_column width="1/2"][vc_column_text]This award is given on a monthly basis to a Managed Solution employee who has done an amazing job of exemplifying and living up to the Managed Solution Core Values.
The Managed Solution leadership team selected Jennell Mott as Player of the Month because as the first one on the office and the last one to leave, Jennell is not only always available to help co-workers with anything and everything, but her passion for Managed Solution and their people really shows daily.
Jennell has been with Managed Solution since the beginning, starting as the first woman employee over twelve years ago. She genuinely likes helping employees solve problems and loves partnering with colleagues on projects and events. Devoting her free time to local charities, Jennell implemented a philanthropy program at Managed Solution and gets employees excited and involved in local charities. Jennell loves building Managed Solution’s company culture and makes an effort to build a personal relationship with everyone in the office. Her down to earth personality inspires colleagues to trust her and ask for help and advice when needed. Being Jennell has been with the company since it originated, she is a reliable source for all operations and always portrays a fun approaches work ethic, therefore leadership is excited to award her dedication and hard work with this month’s Player of the Month.
This award is given on a monthly basis to a Managed Solution employee who has done an amazing job of exemplifying and living up to the Managed Solution Core Values.[/vc_column_text][/vc_column][vc_column width="1/2"][vc_column_text][vc_single_image image="10222" img_size="large"][/vc_column_text][/vc_column][/vc_row][vc_row][vc_column][vc_column_text][vc_cta_button2 h2="" title="CAREERS & CORPORATE CULTURE " btn_style="3d" size="lg" position="bottom" css_animation="top-to-bottom" accent_color="#4daabc" link="url:http%3A%2F%2Fwww.managedsolution.com%2Fcorporate-culture%2F||"]
At Managed Solution, we strive to be the best technology based company by investing in our top assets; our people!
Here at Managed Solution we thrive in an energetic, performance-driven environment where results, teamwork, and quality of customer satisfaction are recognized and rewarded. Our corporate culture is diverse, open and creative. We look for team members with proven experience, a strong sense of passion and dedication to the highest levels of excellence, technology and business ethics.
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