When it comes to the legal field, there are some unique challenges you must conquer in order to manually enter data correctly. These include the following:
- Complexity and Volume: The sheer volume of information that you have to deal with when entering data into your law firm’s database can be immense. The data can also be complex and include legal matters that require authorization, such as signatures. Depending on the type of law you practice, it could even include entering and categorizing various formats, such as forms in different languages, and then constantly modifying and updating this information. What this means is, manual data entry becomes an arduous task that requires the attention of at least one or two of your team members. This can cost you dearly in terms of not having enough of your team working on a case or cost you a client due to the necessity of billing hours based on data entry or the fact that you didn’t follow through quickly enough due to administrative responsibilities.
- It’s Time-Consuming: Manual data entry isn’t fast. Even if your team member is excellent at the process, scanning, pasting, formatting, copying, verifying data, and more involves multiple steps that include organizing, indexing, archiving, and categorizing. It just takes a great deal of time, no matter what manual system you are using. In addition, it can make researching and litigating a case more difficult than it should be because getting the needed information can be confusing and frustrating.
- Prone to Human Error: Another hidden cost that could come from manual data entry is the fact that it comes along with human error. Even the most dedicated employee will occasionally type the wrong letter or enter the wrong sum. While this might not be devastating in some fields, as you know, in the legal arena, it can significantly impact your cases and might even cost you a win in some cases. This is because there is no way to reduce the reality that humans can and will make errors and that information will be accidentally deleted, duplicated, misplaced, or entered incorrectly. It will happen.
Ditch the Spreadsheets: How to Automate Your Law Firm’s Intake and Marketing Processes
The Solution for the Modern Law Firm
Thankfully, although it is necessary to have a digital database of cases and client information in this modern era of law, there are ways to help make the process of data entry much, much simpler and even error-proof. This is through CRM software, which features data entry and an automated onboarding process. As part of CRM, which stands for Client Relationship Management software, your firm can create personalized intake forms that automatically gather client information and guide them through the onboarding process. This eliminates the risk of double entries, incorrect entries, and more. This will save you immensely in terms of the cost of labor to pay a team member to manually enter data and keep your firm on one page, meaning that the database will be updated simultaneously across the company, ensuring that everyone is working with correct and updated information. This administrative service will allow your entire firm to focus on winning cases and representing your client’s best interest beyond these tedious tasks.
More About CRM Software and Its Benefits
As you know, in the legal arena, the intake or onboarding process for clients is arduous, to say the least. It involves gathering immense amounts of information and then categorizing that into data that can be used to build a case. Unfortunately, because the process is so extensive and involves so many details, information, case facts, documents, and forms, gathering it all is time-consuming. Thankfully, CRM software helps with this and more by offering the following services in the form of CRM software:
- Qualifying Leads: Not every potential client is a good fit for your practice. Good CRM software will help evaluate whether a client is a good fit for your firm in minutes. The form builder allows you to build custom forms to ask the questions you want answered to help qualify a potential lead. Of course, these forms are all mobile-friendly and accessible from various digital devices, not just computers.
- Lead Management: Another helpful aspect of CRM software is the lead management feature. This streamlines any potential leads, so you and your team are able to pre-screen potential clients easily. The entire lead management process with CRM becomes swift and precise and involves pre-screening and analyzing applicable information.
- Data Entry: As is the focus of this entire piece, CRM software also helps you get a handle on data entry, making those data entry marathons a thing of the past. Intake software will efficiently process clients, eliminate any accidental double entries, and collect clients’ information securely, including their addresses, contact information, subject details, and other sensitive information. This means instances of data entry errors will plummet, and your firm can save countless hours by eliminating this as a manual task.
- Document Assembly and Organization: CRM software also comes with an online editor and custom document templates. This means that it imports the information and then assembles it in a usable format for your team. As a result, gathering documents and case-related information, which probably used to take your team hours, will be a simple, quick process. Every file is organized in the client intake software system, with automated features to give you the best overview of all your client’s cases at a glance.
- eSignatures: Another vastly important way that CRM software can help your firm in terms of data entry and its hidden costs is by allowing you to gather signatures from clients electronically through this software. This can include legal documents, fee agreements, retainer agreements, and more; really any document that requires a signature can be signed digitally using this software. As a result, you are never forced to wait for a client to sign an important document before you can proceed with working on building their case. In addition, the client doesn’t have to come into your office but can do all they need to do to work with you from their device.
Driving Client Growth with Digital Marketing and Legal CRM
Contact us at Law Ruler and Eliminate the Hidden Costs of Manual Data Entry
Manual data entry can be costly for a variety of reasons, which are outlined above. Therefore, as a law firm, your best bet is to implement CRM software that includes data entry, automation, and categorization. This will save you countless billing hours and help you give your clients better customer service as well, since you will be able to focus more on their cases instead of the related administrative details. Contact us at Law Ruler today to schedule a demo. You will be amazed at the difference this software can make in your daily operations.
Maximize your client intake process and acquire more leads with Law Ruler’s all-in-one legal intake and marketing automation software. Schedule a personalized, one-on-one demonstration of Law Ruler today!
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