Affinity LPM | Manage a Firm

The majority of small businesses do not recover from a disaster, be it physical like a fire or flood, or electronic like a data breach or ransomware attack. You must know how to protect your documents and client information, and how to securely access it if you can’t reach your physical office.

Cybersecurity and disaster-preparedness don’t just mean document-related concerns. They also entail things such as secure backups of all client and business information, contact information for key individuals and telephone trees for notifying employees, and even access to blank checks somewhere other than the office. Disaster preparedness is important for everyone.

E-Signature Services Feature
E-Signature vendors offer legally-binding signing services clients can execute from anywhere. Use this chart to compare the vendors on key features.

Encryption Services Feature
Disc encryption keeps client data safe even on lost or stolen devices. This comparison chart shows features and benefits of top providers.

Google Workspace vs Microsoft 365
Henry Ford said customers could have any color so long as it’s black. At least you have two choices when it comes to core email, communication, and office productivity applications. This comparison chart highlights the strengths and weaknesses of Google and Microsoft’s bundled, subscription offerings.

Microsoft 365 Plans
Microsoft 365 offerings combine an always up-to-date install of Microsoft Office with email hosting, mobile apps, and web-based apps. Compare Microsoft’s 365 options with this link.

Password Managers Feature
Hard-to-break passwords are either long, complex, or both. Don’t expect to remember them all. Use this chart to pick a password manager that will do the remembering for you as well as help create secure new passwords.

VPN Services Feature
Working away from the office (or home) means accessing a network you don’t control. VPN services create an encrypted, secure link between your device and the provider’s servers. No one physically near you (or even on the same network) can spy on your communications. Compare functionality and features with this chart.

For the overwhelming majority of attorneys, the end-product of their work is a document. This seems obvious if you’re in estate planning, but is also true in new entity formation, litigation settlements, and many more matters. Furthermore, attorneys and legal professionals no longer create documents in a vacuum. Plenty of products, including plain-old Microsoft Word, allow people to collaborate on documents in real-time. Additionally, if you’re sharing the document with co-counsel or opposing counsel, you may want to control what edits other people can make. In this section, learn how to effectively and securely draft, edit, share, and collaborate on electronic documents.

Document Assembly

Efficient document creation (producing them fast and correct) means that you can do more client work in less time.

Document-intensive practices often rely on a series of drafters and reviewers. The attorney meets with the client and takes notes that are passed off to a paralegal or legal assistant, who produces a first draft of the instrument. That instrument is then reviewed by the attorney, who may make edits, and the process begins anew.

Document assembly tools offer legal professionals a way to begin with any word processing document, including ones containing your particular attorney-approved language, and turn that starter document into an interactive, logic-driven template. Answer a few questions, click a button, and get a perfect document every time.

Using automated templates, a legal organization can product more accurate documents more quickly, with fewer resources. Your clients will benefit and so will your bottom line.

Document Automation
The overwhelming benefits of document automation come from stuff you already own: a word processor and your existing documents. While you can invest in technology to do great things, the biggest “bang for your buck” comes in reconciling and consolidating language you already have into templates. Learn how to create model documents that combine all your best language without spending a dime.

Document Assembly Tools
If you’re tired of performing “find and replace surgery” on word processor documents, this comparison chart helps you pick a document automation tool to make document creation quicker, easier, and error-proof.

Document Management
Document management systems take file organization to the next level with security and cataloging capabilities. Whether you want an on-premises or cloud-based solution, this comparison chart covers all the bases.

Legal organizations receive, generate, and retain tons of documents. Your management of those documents cannot be the “needle in a haystack” approach. You must consider naming conventions and file organization so that you can efficiently and effectively find and share documents. Do you have a process in place to manage your documents?

While paper is inarguably an excellent working medium, it’s fragile, hard to move, and expensive to catalog and store. Becoming less paper-dependent helps legal organizations build businesses that put information at everyone’s fingertips without compromising client security and confidentiality. Look here to learn about creating and managing electronic documents, and building a robust knowledge management system at your organization.

Document Management System Feature Considerations
Choosing a document management system is like buying a house or a car: it’s pricey, important, and will hopefully last a while. Use this list to decide what’s important to you before you go shopping.

Cloud Document Storage
Having “everywhere access” to your documents requires internet-connected storage. If you’re a Microsoft 365 or Google Workspace customer, you already pay for terabytes of online storage. Use this comparison chart to find the right cloud storage vendor for your organization.

Document Management
Document management systems take file organization to the next level with security and cataloging capabilities. Whether you want an on-premises or cloud-based solution, this comparison chart covers all the bases.

Document Management Integrations

E-Signature Services
E-Signature vendors offer legally-binding signing services clients can execute from anywhere. Use this chart to compare the vendors on key features.

PDF Programs for Windows
Since Adobe open-sourced the PDF standard in 2008, the number of PDF editors and the range of price points has exploded, to the benefit of buyers. This chart walks through the major features and primary players to help you pick the product for you.

PDF Programs for Mac
Since Adobe open-sourced the PDF standard in 2008, the number of PDF editors and the range of price points has exploded, to the benefit of buyers. This chart walks through a Mac user’s options regarding the major features and primary players to help you pick the product for you.

DMS Features
If you’re considering moving to a new practice management system, time/billing/account system, VOIP, or document management system, these scorecards are designed for printing and distribution to firm members. As you talk to different vendors, use the subcategory section to guide your thinking on questions and capabilities. Rate the product’s features in the score category. There’s also plenty of space for typing or writing in your own comments.

Email Etiquette
Gone are the days when “You’ve Got Mail” excites you. Use this guide to write effective, cogent, and courteous emails.

Employee Onboarding Plan
A growing firm is a great thing. It's a sure sign that your hard work is paying off with happy clients and more opportunities. As your business expands, it's important to bring new people up to speed smoothly and efficiently. Use this list to make sure you cover everything without overwhelming the new hire.

Training Best Practices
Lawyers and legal professionals witnessed a sea change in tech recently. And the pace is not slowing. Use this checklist as a starting point for analyzing the training needs of your firm and building an effective, lasting training infrastructure that empowers employees to learn.

Firm Account Bank Reconciliation Summary
Law school doesn’t teach the business end of law. Good cash flow and bookkeeping are essential. Use this guide to reconcile your bank balances.

TBA Feature Considerations
Newer accounting programs have new features that make the business side of law easier, particularly for solos and small firms. Want to email bills and let clients pay with credit cards online or integrate your bank with the accounting program to pay bills online? These and other novel, but increasingly essential, features make it necessary to prioritize your “needs” and “wants” before you shop around.

Trust Account Bank Reconciliation Summary
Misappropriation of client funds is where many attorneys run afoul of professional conduct rules. Trust accounts, where you hold entrusted but unearned client money, deserve special care and monitoring. Use this guide to reconcile your trust account balances.

Year End
New Year’s Day isn’t just an opportunity to make ill-fated resolutions. It’s also the perfect time to review the prior business year and plan for the upcoming one. Use this checklist to guide a proper year-end financial review.

Time, Billing, & Accounting (Cloud-Based)
Invoicing and fee collection are no fun. With a cloud-based TBA program, you can create, review, and send electronic bills from anywhere. And, with one click, clients can pay promptly with credit cards. Compare vendor features on this chart.

Time, Billing, & Accounting (Server-Based / Traditional)
Complex billing requirements, such as fee splitting, are best handled by traditional, server-based TBA products. This chart compares top vendors on core features.

TBA Features
If you’re considering moving to a new practice management system, time/billing/account system, VOIP, or document management system, these scorecards are designed for printing and distribution to firm members. As you talk to different vendors, use the subcategory section to guide your thinking on questions and capabilities. Rate the product’s features in the score category. There’s also plenty of space for typing or writing in your own comments.

Moving to a New PM System
Changing practice management systems is like moving to a new city. You know what did and didn’t work in the prior town, but you also know there are new and different things to explore. This checklist poses helpful starter questions on your journey to a new practice management system. Use this checklist in conjunction with “Practice Management Feature Considerations” for a full 360-degree picture of options and possibilities.

Practice Management Feeature Considerations
Newer practice management systems have features unimaginable 20 years ago, particularly for solos and small firms. Want to integrate your phone system with a practice management program or access your data from anywhere? These and other cool features make it essential to prioritize your “needs” and “wants” before you shop around. Use this checklist in conjunction with “Moving to a New PM System” for a full 360-degree picture of options and possibilities.

Pre-Conversion Data Cleanup
Depending on your current practice management and accounting programs, you may be set no matter what changes happen to your firm from a revenue, staffing, or practice area perspective. Some products can grow with you; others, not so much. If you’ve decided to change practice management or accounting programs, review this checklist to ensure a quality data conversion from your existing system to the new one.

Practice Management (Cloud-Based)
The easiest way to have access to client and matter data anywhere is with cloud-based practice management. An internet-connected device is all you need. Use this chart to determine which vendors have the features you desire.

Practice Management (Server-Based / Traditional)
Server-based practice management solutions work well for those in complex practices, those who rely on desktop-based integrations with other programs, and those who aren’t ready to store client data in the cloud. Use this chart to determine which vendors have the features you need.

TBA Features
If you’re considering moving to a new practice management system, time/billing/account system, VOIP, or document management system, these scorecards are designed for printing and distribution to firm members. As you talk to different vendors, use the subcategory section to guide your thinking on questions and capabilities. Rate the product’s features in the score category. There’s also plenty of space for typing or writing in your own comments.

Answering Services 
When you’re busy, it’s difficult to think of a ringing phone as a prospective client rather than a mere interruption. This chart compares services that not only answer phones but can help with client screening, intake, and more.

Encryption Services
Disk encryption keeps client data safe even on lost or stolen devices. This comparison chart shows features and benefits of top providers.

E-Signature Services
E-Signature vendors offer legally-binding signing services clients can execute from anywhere. Use this chart to compare the vendors on key features.

Google Workspace vs Microsoft 365
Henry Ford said customers could have any color so long as it’s black. At least you have two choices when it comes to core email, communication, and office productivity applications. This comparison chart highlights the strengths and weaknesses of Google and Microsoft’s bundled, subscription offerings.

Microsoft 35 Plans
Microsoft 365 offerings combine an always up-to-date install of Microsoft Office with email hosting, mobile apps, and web-based apps. Compare Microsoft’s 365 options with this link.

Password Managers
Hard-to-break passwords are either long, complex, or both. Don’t expect to remember them all. Use this chart to pick a password manager that will do the remembering for you as well as help create secure new passwords.

Voice Over IP (VoIP) Services
Working away from the office doesn’t mean clients have to reach you at a different phone number. Voice over IP services use the internet to carry phone calls. Be anywhere and look like you’re calling from the office. You don’t even have to change phone numbers. This chart lists core features by vendor.

VPN Services
Working away from the office (or home) means accessing a network you don’t control. VPN services create an encrypted, secure link between your device and the provider’s servers. No one physically near you (or even on the same network) can spy on your communications. Compare functionality and features with this chart.

Web Meeting Services
Zoom is not the only game in town for web meetings, but it’s popular for a reason. Use this chart to learn about the major web meeting vendors and what they offer.

VOIP Features
If you’re considering moving to a new practice management system, time/billing/account system, VOIP, or document management system, these scorecards are designed for printing and distribution to firm members. As you talk to different vendors, use the subcategory section to guide your thinking on questions and capabilities. Rate the product’s features in the score category. There’s also plenty of space for typing or writing in your own comments.