Recent improvements in technology and accessibility have made client communications one of the most disrupted aspects of law firm practice management. Firms that communicate effectively with their clients are consistently building trust and confidence that their competitors simply can’t match.
In the past, more communication could have meant more time consuming tasks, but these days, new communication software has made it simple to improve client dialogue without creating extra steps. These are some of the best ways to leverage current technological solutions, and improve your firm’s communication.
One of the easiest methods of staying in contact with clients is by building and sending a recurring email newsletter. This starts with compiling an email list made up of existing clients, website visitors, business card leads, and others who may be interested in your services. Adding a link to sign up for emails on your website can make it easy for contacts to opt in.
Marketing automation tools like Mailchimp make it easy to send regular emails to a mass audience. The platform allows you to segment your audience, manage your lists, and send campaigns to individuals that are interested in your particular message. Lastly, make sure to add a link to content from your website in each email, allowing subscribers to stay engaged. Many firms have found success in delivering email content that provides value, including updates to changes to the law that may affect your clients, new and relevant cases of interest, and expert tips for your legal practice areas.
Before you hit send: Make sure your email list follows both Canada’s Anti-Spam Legislation (CASL) and the European Union’s General Data Protection Regulation (GDPR).
While blogging has become somewhat of a saturated market, there are great benefits to having blog posts on your firm’s website, especially if blogs are optimized with the right keywords for SEO. Creating content related to your firm’s specialty areas will give potential customers more ways to find you on Google searches.
Creating blog content is easy – you can write posts on anything, news, information related to your firm’s practice areas, or even announcements when firm colleagues are given recognition for awards or work well done. Good content strategies also focus on value provided to potential or existing clients, as many law firms use their blog as a way to demonstrate their expertise. By creating a blog and maintaining consistency in publishing new posts, you can begin to position your firm as an expert in your practice area, and improve your exposure to those potentially interested in your services.
Online Fax Services
The fax machine may have fallen out of favour with the advent of modern business best practices, but there’s still a role that it plays. Online fax services like eFax have filled that archaic role, providing a more streamlined experience for both sending and receiving faxed documents. Businesses can quickly send secure fax transmissions to clients using only a smartphone camera, sign faxes with electronic signatures, and receive faxes via an online portal or email.
Online Calendar Booking
Scheduling meetings and booking appointments is another major area that has been made more efficient by modern technology. Calendar booking applications such as SimplyBook and Calendly streamline the appointment setting process by sending a unique link to clients, coworkers, and colleagues, allowing them to view your availability and choose a free time slot on your calendar instantly. Booking apps integrate seamlessly with other calendar software, making it simple to stay on top of all appointments.
At a time in which users are concerned about security threats, it’s important to communicate to clients that their confidentiality is your top priority. As we’ve seen in the public sphere, emails may not be as private as we would hope. Client portals provide a more secure environment for communications between firms and clients.
Many client portals are HIPAA-compliant, meaning that they’re approved for confidentiality in the medical field. This is essential to look for as you search for the right portal for your firm. It’s also common for this software to be mobile-friendly, providing capability for multiple parties to access the portal anywhere.
Personalized client portals such as Clinked can be used to interact with clients, share documents, and discuss next steps within a private, secure environment branded to your firm.
Customer Relationship Management (CRM)
As your firm grows, keeping track of your potential and existing customers can become a challenge. CRM tools help manage the client relationship, from first point of contact to new client onboarding, and can ensure that you never miss a new opportunity or important meeting with a client.
While there are literally thousands of CRM platforms to choose from, Lexicata offers a CRM built specifically for law firms, to help improve client organization, maximize your team’s efficiency, and drive more business.
These are just a few of many examples of current technology making an impact on how law firms communicate with clients – which is also evidence of a larger trend. Efficient communication is becoming more and more important in all sectors, and businesses should take advantage of innovative technology to maximize growth opportunities. It’s never too late to start taking steps in streamlining your firm’s communication, and staying ahead of the competition.