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Summary: By leveraging AI, law firms can optimise knowledge management, leading to increased efficiency, improved client service, and a competitive edge.
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Posted 26 February 2025

The legal industry thrives on knowledge—case law, statutes, contracts, legal opinions, and firm-specific best practices. However, managing and retrieving this vast amount of information efficiently has long been a challenge for law firms. Enter artificial intelligence (AI), which is transforming knowledge management by streamlining how law firms organise, retrieve, and share critical legal information across the firm.

The Knowledge Management Challenge in Law Firms

Law firms generate and rely on enormous amounts of in-house knowledge - most of which has been traditionally stored within the firm’s document management system (DMS), a Sharepoint repository, or a knowledge management system (KMS). Though many of these systems offer robust search capabilities, they rely on keyword-based searches and lack the ability to understand the context behind the search. That means legal professionals may find themselves spending countless hours searching for the information they need, rather than spending valuable time advising on their cases.

However, by leveraging AI, law firms can optimise knowledge management, leading to increased efficiency, improved client service, and a competitive edge. 

How AI Can Transform Legal Knowledge Management 

One way that law firms can leverage AI to transform knowledge management is by employing AI-powered search engines like ChatGPT to improve knowledge retrieval. Take for example, Sysero’s unique chatbot solution which enables law firms to pair their in-house knowledge bases with ChatGPT to enable secure, smart, knowledge retrieval. Using the tool, legal professionals can instantly surface relevant legal precedents, case summaries, or documents using natural language queries in an intuitive chatbot. 

For example, a lawyer could prompt the chatbot to answer questions such as “what clauses is this document missing?” or “is this document buyer biased?”. By instantly cross-referencing in-house knowledge documents, the chatbot can verify facts and provide reliable information, while ensuring the firm’s valuable knowledge stays safe and secure. Lawyers and staff can also leverage the tool to draft new content, automate document summarisation, and uncover more relevant information using semantic searches. 

Built specifically for use by law firms, Sysero’s chatbot puts data security at the heart of its search. Unlike public-facing AI tools, Sysero’s AI solution only leverages in-house knowledge documents to generate new content and guarantees that in-house knowledge is never exposed to public search engines or other AI systems. Firms can opt to store their knowledge within their own infrastructure, or enhance scalability with the power of a private cloud. 

By ensuring that only approved, in-house knowledge is referenced, Sysero’s chatbot ensures accurate content generation and minimises “AI hallucinations” - a phenomenon that occurs when AI produce outputs that are incorrect or fabricated, despite appearing plausible. 

Creating a Competitive Advantage with Sysero AI

AI is no longer a futuristic concept for law firms - it’s a necessary tool for those looking to maintain a competitive edge in today’s market. By leveraging AI-powered tools and chatbots, firms can:

  • Drastically reduce research time, allowing lawyers to focus on high-value work.

  • Improve accuracy, ensuring high-quality client deliverables.

  • Enhance efficiency, streamlining case preparation and decision-making.

  • Increase client satisfaction, delivering faster and more precise legal counsel.

As AI technology continues to evolve, firms that embrace these advancements will position themselves as industry leaders, offering unparalleled efficiency and strategic legal expertise. To learn how you can bring the power of Sysero’s AI-driven chatbot to your firm, please get in touch



Relevance Score: 0.1436066
Summary: As 2024 draws to a close, it’s the perfect time to reflect on the remarkable strides made in legal technology and share an exciting glimpse into what lies ahead in 2025.
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Posted 13 December 2024

As 2024 draws to a close, it’s the perfect time to reflect on the remarkable strides made in legal technology and share an exciting glimpse into what lies ahead in 2025. For law firms, where efficiency and precision are non-negotiable, these advancements have been transformative. Let’s dive into the highlights from 2024 and explore the innovative solutions coming your way in the new year.

2024 Highlights: Key Milestones

AI-Powered Knowledge Management

This year was the year of Artificial Intelligence (AI), as firms increasingly adopted the technology to enhance services and streamline their operations. One area where we saw significant innovation was knowledge management. 

Earlier this year, Sysero launched our AI-powered knowledge management solution, which integrates ChatGPT and Retrieval-Augmented Generation (RAG), seamlessly combining generative large language models (LLMs) with traditional information retrieval systems.

This approach allows lawyers to identify a select number of documents from within the firm’s knowledge base and temporarily provide ChatGPT access to them to cross-reference. Lawyers can then prompt ChatGPT to answer questions such as “what clauses are missing within this document?” or “is this document seller or buyer biased?” or draft new content such as a Material Adverse Clause for a Share Purchase Agreement. To learn more, check out our post on Leveraging ChatGPT for AI-Powered Knowledge Management

The Continued Rise of Low-Code/No-Code

This year ushered in a new era of workflow automation with the expanded adoption of low-code/no-code platforms. These intuitive, visual–based platforms make it easy for non-technical users to build their own applications, without the need for extensive IT support. With low-code/no-code solutions, law firms and legal service providers can put the task of application development into the hands of their internal IT support staff and lawyer.

Many firms, like Wedlake Bell, have already proven how no-code workflow solutions can be used to modernise traditional processes and increase efficiency. However, this year saw more firms expand their capabilities through the use of these platforms. Take for example, how Mills & Reeve leveraged Sysero’s low-code platform to successfully migrate from their macro-based template management system to an intuitive cloud-based solution. 

Looking Ahead to 2025

As we look at what’s to come in 2025, the innovations planned for 2025 are just the beginning of a journey to redefine what’s possible in legal workflow automation. Building on the momentum of 2024, where technology drove transformative operational efficiencies, the coming year will see law firms further embrace technological innovation to sharpen their competitive edge. From how AI and automation combine to what is coming down the pipe in the development of diverse technology ecosystems, we’re excited to see what the future holds for legal technology. 

Thank you to all of our customers and partners for sharing in our successes this year, and we can’t wait to see what we can achieve together in the year to come! 

Ready to explore the possibilities? Contact us today to learn more about how our solutions can revolutionise your firm.



Relevance Score: 0.1436066
Summary: In this post, we’ll explore some key ways law firms can customise workflow automation to streamline operations and enhance productivity.
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Posted 31 January 2025

 

In today’s fast-paced legal landscape, workflow automation has become an indispensable tool for law firms looking to stay competitive. However, no two firms operate the same way—each has unique processes, client needs, and practice specialties. This is where customisation comes into play. Tailored workflow automation solutions allow firms to design processes that fit their specific requirements, maximising efficiency and improving outcomes.

In this post, we’ll explore some key ways law firms can customise workflow automation to streamline operations and enhance productivity.

Automating Client Intake Forms and Processes

The client onboarding process is often one of the most time-consuming tasks for law firms. Fortunately, customisable workflow automation tools can simplify this process by automating client intake forms, engagement letters, and initial data collection. By combining well-developed compliance policies with the right technology solution, firms can create a streamlined and integrated client onboarding process that is tailored to the firm’s requirements. 

Take for example, how Wikborg Rein automated its client onboarding process with a digital intake solution from Sysero that uses a built-in risk matrix to automatically assess a new client or case against Money Laundering Act requirements. Client information is automatically checked against various public registers and information databases and their identity authenticated through their Bank Identifier Code. All client data is then stored (and deleted) in accordance with GDPR legislation.

By streamlining client intake with a customisable workflow automation solution, firms can minimise errors, speed up onboarding, and establish an onboarding process that suits their requirements. 

Integrating Knowledge Management into Contract Drafting with AI

Another time-consuming aspect of legal work is the drafting and revision of contracts. Traditionally, this process involves manually editing and rephrasing clauses to ensure clarity, compliance, and alignment with client needs. However, law firms can now integrate the power of AI into their contract drafting workflows, thanks to new solutions like Sysero’s ChatGPT API. 

Sysero’s API leverages an AI framework called Retrieval-Augmented Generation (RAG) to enable firms to pair ChatGPT with their internal systems in a secure and reliable way. Accessible directly from within Word, Sysero’s AI tool allows users to quickly and easily rewrite and revise contract clauses and drafts. If a party requests specific revisions to a contract, a lawyer could leverage Sysero’s chatbot to redraft the contract based on the specific requirements, without having to seek out various subject matter experts or worry about drafting conflicting clauses. 

Unlike public AI tools, Sysero prioritises in-house knowledge documents to generate new content and guarantees that in-house knowledge is never exposed to public search engines or other AI systems. 

By leveraging AI to seamlessly share in-house knowledge as part of an automated contract drafting workflow, law firms can significantly enhance efficiency and quality. 

Personalising Client Communication Automations

Effective communication is essential to maintaining strong client relationships. However, managing emails, follow-ups, and document exchanges can become overwhelming, especially for law firms handling multiple clients and cases simultaneously. Workflow automation tools, like Sysero, allow firms to streamline these communication processes, ensuring that client interactions are timely, organised, and consistent.

For instance, automated client intake forms can collect essential information from clients without the need for back-and-forth emails. This information can then be automatically routed to the relevant legal team for review, reducing delays and errors. Additionally, automated reminders and notifications can be set up to ensure that clients are kept informed about key deadlines, meetings, and case updates. 

For example, Spoor & Fisher Jersey leveraged Sysero’s low-code platform to build a robust workflow system designed to help its trademark formalities team quickly process and respond to trademark status updates. The Sysero Trademark Enquiry Handling Workflow pulls in data from the firm’s IP system to make it easy for team members to automatically access and aggregate the data they need to keep clients informed of their trademark status progress. 

By automating routine communication tasks, law firms can deliver faster, more responsive service while reducing overhead costs. This improved efficiency translates into greater value for clients, who benefit from a more streamlined and organised legal process.

Conclusion

Customising workflow automation isn’t just about improving efficiency; it’s about creating solutions that align with a firm’s unique needs and goals. From client intake to communication, tailored automation tools empower law firms to streamline processes, reduce costs, and deliver better outcomes for clients.

Ready to explore how workflow automation can transform your law firm? Contact Sysero today to learn more about our customisable solutions.

 

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Summary: From the rise of sophisticated AI tools to the growing adoption of automation solutions, we explore the pivotal trends that will shape the future of the legal sector in 2025 and beyond.
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Posted 10 December 2024

As we approach 2025, the legal tech industry is on the brink of significant innovation, set to reshape how legal professionals work, collaborate, and provide client services. Building on the momentum of 2024, where technology drove transformative operational shifts, the coming year will see legal practitioners further embrace advancements to sharpen their competitive edge.

From the rise of sophisticated AI tools to the growing adoption of automation solutions, we explore the pivotal trends that will shape the future of the legal sector in 2025 and beyond.

1. The Continued Rise of AI

Adoption of AI solutions amongst law firms skyrocketed in 2024, with more than 79% of firms now employing some use of AI in legal operations. AI-driven tools have proven crucial in streamlining time-intensive tasks, such as legal research, document review, and contract analysis, allowing lawyers to focus on high-value, strategic work. 

Heading into 2025, the rise of AI will continue to revolutionise the legal landscape, driving unprecedented efficiency and innovation. We also expect to see firms explore new ways of leveraging AI-driven solutions, such as to improve knowledge management and make in-house information and data more readily available to relevant parties within a firm. 

2. AI-Driven Knowledge Management 

One area where AI is making a substantial impact is in the realm of knowledge management. Law firms often have vast amounts of information and knowledge spread across the firm in disparate systems, making it difficult to access. However, advanced tools like Sysero are making it possible for law firms to pair their knowledge bases with ChatGPT, enabling lawyers to access the firm’s knowledge base via natural language processing. 

The year ahead is certain to bring new innovations in the space and expand the ability for law firms to leverage AI-tools like ChatGPT to access knowledge, draft contracts, and ultimately deliver a better client service. 

3. Enhanced Data Security 

With the greater adoption of AI also comes increased data security concerns. Public AI tools process input data on external servers, which raises concerns about inadvertent data exposure or misuse during input and processing. As the use of AI continues to rise, law firms must adopt robust cybersecurity measures to mitigate these risks while ensuring compliance with evolving data protection regulations. 

Balancing AI innovation with proactive security strategies will be critical to safeguarding client trust and maintaining operational integrity in the year ahead. Fortunately, tools like Sysero’s ChatGPT API, leverage an AI framework called Retrieval-Augmented Generation (RAG) to enable firms to pair ChatGPT with their internal systems in a secure and reliable way. 

4. Expanded Adoption of Low-Code/No-Code Solutions

In the year ahead, law firms will increasingly adopt low-code and no-code platforms to enhance operational efficiency and adaptability without requiring deep technical expertise. These solutions empower legal teams to design and customise workflows, such as automating document generation, client intake processes, and compliance tracking, all through intuitive drag-and-drop interfaces. 

Law firms such as Mills & Reeve are already using low-code tools to facilitate rapid integration with existing systems, allowing them to scale and adapt technology to meet evolving client demands. As we head into 2025, we can expect to see more firms adopt low-code/no-code platforms to innovate faster, while focusing on delivering value-driven legal services.

5. Diverse Technology Ecosystems  

As we head into a new year, law firms will continue to leverage an array of technologies, with workflow automation leading the charge, to enhance operational efficiency and remain competitive. Automated tools will streamline repetitive tasks such as client intake, billing, and document management, reducing manual effort and improving accuracy. Integration with advanced legal practice management platforms will enable seamless data flow, fostering better collaboration and real-time insights across teams. 

Beyond automation, firms will adopt cloud-based solutions for scalability, AI-driven tools for efficiency, and low-code platforms for customizable workflows. By embracing this diverse tech ecosystem, law firms can optimise resources, accelerate timelines, and deliver a higher standard of service while focusing on strategic growth and client-centric innovation.

The Year Ahead

The legal landscape is continually evolving and is certainly due for more change in the year ahead. There’s no doubt that technology will play a significant role in the law firm of 2025, and we expect it will be all about tapping into new ways to drive enhanced efficiency, deliver better client service and ensure tighter data security. 

To talk about evolving your firm in 2025, get in touch with our team

 

 

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Summary: As AI tools continue to create new opportunities for law firms to streamline workflows, enhance productivity, and ultimately improve client service, we explore how firms can embrace ChatGPT, while also maintaining data integrity and high-quality work.
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Posted 30 October 2024

The legal industry is increasingly intersecting with innovative technologies like artificial intelligence (AI). In recent years, AI models like ChatGPT have shown significant potential to boost efficiency in legal workflows, from drafting documents to rewriting legal contracts. However, with these innovations come critical responsibilities such as upholding client confidentiality, ensuring accuracy, and maintaining transparency.

As AI tools continue to create new opportunities for law firms to streamline workflows, enhance productivity, and ultimately improve client service, we explore how firms can embrace ChatGPT, while also maintaining data integrity and high-quality work. 

The Role of AI in Legal Practice

Today’s law firms face an increasing demand for speed and efficiency in delivering high-quality services to clients. With the emergence of large language models (LLM) like ChatGPT, lawyers can now leverage AI tools to streamline an array of once time-intensive legal tasks, such as:

  • Drafting routine documents and templates

  • Revising clauses and rewriting legal contracts

  • Generating summaries for case notes

  • Assisting with client communications 

By incorporating AI tools like ChatGPT into everyday workflows, law firms can enhance efficiency by streamlining routine tasks for lawyers. However, using ChatGPT also poses significant challenges, particularly in maintaining data privacy and ensuring high-quality work.

Key Considerations in Leveraging ChatGPT for Law Firms

While ChatGPT presents exciting opportunities for law firms to boost efficiency and streamline workflows, there also are some important drawbacks that need to be considered. Some of these key concerns include:

  • Data Privacy Risks: Public AI tools process input data on external servers, which could lead to unintended data exposure or leakage. Law firms must handle sensitive client information carefully, and public AI platforms can increase the risk of breaching confidentiality.

  • Lack of Customisation for Legal: Public AI models like ChatGPT are trained on vast, but general datasets, not on legal-specific data, which can lead to responses that lack the depth or specificity needed in legal contexts. Additionally, public models may not fully understand or correctly use legal terminology, potentially leading to inaccurate or vague outputs, which require careful review and correction by legal professionals.

  • Accuracy and Reliability Concerns: While ChatGPT is powerful, it can generate responses that are factually incorrect, outdated, or legally unsound. Relying on public AI without thorough review can risk the quality and accuracy of legal advice.

Solving AI Challenges with Sysero and ChatGPT

One way that firms can overcome the challenges of ChatGPT is through a tool like Sysero’s ChatGPT API, which leverages an AI framework called Retrieval-Augmented Generation (RAG) to enable firms to pair ChatGPT with their internal systems in a secure and reliable way. 

By leveraging RAG, law firms can pair ChatGPT with their own internal systems. In Sysero’s RAG-based system, the model first retrieves relevant documents or knowledge from the firm’s own knowledge management system. This information serves as a context or reference point for generating an answer. Then, using the retrieved content, the model generates a response. This process ensures that the generated response is both contextually relevant and grounded in reliable information, reducing the likelihood of “hallucinations” (or inaccurate or fabricated details). 

Additionally, a RAG model allows firms to limit the amount of data that’s shared with a LLM like ChatGPT, which is only retained for a short period of time. Access to the LLM can also be controlled and monitored by the law firm, offering security and auditing benefits.  

By opting for a RAG-based AI model like Sysero’s, firms benefit from:

  • Minimised Data Exposure: RAG systems allow AI to pull from a secured internal database of documents, precedents, or client-approved materials, reducing the need to send sensitive data to an external AI model for processing.

  • Improved Accuracy: By grounding responses in specific, retrievable data, RAG systems are less likely to generate incorrect information.

  • Enhanced Relevance: RAG allows AI to provide more contextually appropriate answers, limiting the risk of errors.

  • Cost-Efficiency: RAG systems only charge for the limited amount of data that is fed into the LLM, making it significantly less expensive to run than a dedicated chatbot. 

Bringing RAG-Based AI to Your Firm

The integration of ChatGPT into legal practice presents exciting opportunities for law firms to boost efficiency and streamline workflows. However, with these advancements come heightened responsibilities. By adopting a RAG model to leverage AI, law firms can use AI responsibly to support their services without sacrificing quality or trust.

To learn more about using Sysero to power secure and accurate AI solutions within your law firm, please get in touch

 

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Summary: Explore how workflow automation can revolutionise the way firms operate, benefiting both the firm and its clients.
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Posted 27 September 2024

Today’s legal clients are tech and cost-savvy - and they expect the same from their law firms. Not only are corporate clients under economic pressure to reduce legal expenditures, but they are also experimenting more with AI-powered tools to help drive internal efficiencies. To stay competitive, law firms need to rise to the challenge of helping clients meet their strategic objectives, while delivering maximum client value. 

One of the most effective ways for law firms to address these challenges is by leveraging workflow automation to streamline operations. By driving greater efficiencies internally, firms will be well positioned to deliver higher-level strategic work and develop greater trust with clients. In this post, we’ll explore how workflow automation can revolutionise the way firms operate, benefiting both the firm and its clients.

Streamlining Client Communication

Effective communication is at the heart of any successful client relationship. However, managing emails, follow-ups, and document exchanges can become overwhelming, especially for law firms handling multiple clients and cases simultaneously. Workflow automation tools, like Sysero, allow firms to streamline these communication processes, ensuring that client interactions are timely, organised, and consistent.

For instance, automated client intake forms can collect essential information from clients without the need for back-and-forth emails. This information can then be automatically routed to the relevant legal team for review, reducing delays and errors. 

Additionally, automated reminders and notifications can be set up to ensure that clients are kept informed about key deadlines, meetings, and case updates. For example, Spoor & Fisher Jersey leveraged Sysero’s low-code platform to build a robust workflow system designed to help its trademark formalities team quickly process and respond to trademark status updates. The Sysero Trademark Enquiry Handling Workflow pulls in data from the firm’s IP system to make it easy for team members to automatically access and aggregate the data they need to keep clients informed of their trademark status progress. 

By automating routine communication tasks, law firms can deliver faster, more responsive service while reducing overhead costs. This improved efficiency translates into greater value for clients, who benefit from a more streamlined and organised legal process.

Speeding Up Transactional Work

Transactional work, such as contract drafting, review, and management, is a core function of many law firms. However, the traditional approach to handling contracts can be labour-intensive and prone to delays, as lawyers often spend significant time manually reviewing and revising documents. Workflow automation can drastically speed up these processes by automating many of the repetitive tasks involved in contract management.

For example, AI-powered contract automation tools can help lawyers quickly draft contracts using pre-approved templates, reducing the need for manual input and ensuring consistency across documents. These tools can also flag missing clauses, suggest revisions, and identify potential risks, allowing lawyers to complete their work more efficiently. 

Consider Sysero’s legal workflow automation technology, which now features an AI chatbot accessible directly within Word. This tool enables users to quickly rewrite and revise contract clauses and drafts. If one party requests specific changes, a lawyer can use Sysero's AI tool to redraft the contract according to those requirements, without needing to consult multiple experts or worry about conflicting clauses.

Unlike public AI tools, Sysero uses in-house knowledge documents to generate content, ensuring that internal knowledge is never exposed to public search engines or external AI systems. This approach improves content accuracy and reduces the risk of "AI hallucinations"—instances where AI generates incorrect or fabricated outputs that seem credible.

By automating transactional work, law firms can complete higher-quality transactional work at scale. This not only helps firms meet tight client deadlines, but also reduces the cost of transactional services - giving firms a much-needed competitive advantage.

Delivering Higher-Value Client Services

One of the greatest benefits of workflow automation is that it frees up lawyers to focus on higher-value work. By eliminating time-consuming manual tasks, such as document generation, scheduling, and data entry, lawyers can spend more time providing strategic guidance and advice to their clients.

For example, instead of manually assembling routine legal documents, lawyers can use automation tools like Sysero to quickly generate them, allowing them to dedicate more time to understanding the nuances of their clients’ businesses and legal challenges. This shift from routine tasks to value-added services not only enhances the quality of legal support, but also strengthens client relationships, as clients receive more personalised and insightful advice.

In addition, by reducing the administrative burden on legal teams, workflow automation enables firms to operate more efficiently. This allows them to offer more flexible pricing models, such as flat fees or alternative billing arrangements, which can be more appealing to cost-conscious clients. Ultimately, clients benefit from more focused legal services, better advice, and predictable legal costs—all of which contribute to a stronger, more productive lawyer-client relationship.

Conclusion

Workflow automation is transforming the legal industry by enabling law firms to deliver more efficient, cost-effective services to their clients. From streamlining client communication and speeding up transactional work to freeing up lawyers for higher-value tasks, workflow automation empowers law firms to operate more efficiently while providing greater value to clients. As clients continue to seek faster, more affordable legal services, law firms that embrace workflow automation will be well-positioned to thrive in an increasingly competitive market.

The future of law is automated, and firms that leverage these tools will be the ones to lead the way.Ready to future-proof your firm? Get in touch with Sysero to learn more about bringing workflow automation to your firm. 

 

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Summary: In this post, we'll explore how AI is revolutionising the legal drafting process, and more importantly, how you can take advantage of AI to boost your firm’s productivity.
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Posted 29 August 2024

The legal industry is always evolving, but the growing adoption of Artificial Intelligence (AI) is bringing about one of the most significant transformations yet. As AI-powered tools become more sophisticated, they offer law firms and legal practitioners unprecedented opportunities to enhance efficiency, improve accuracy, and free up valuable time to focus on more complex and strategic aspects of their work. 

In this post, we'll explore how AI is revolutionising the legal drafting process, and more importantly, how you can take advantage of AI to boost your firm’s productivity.

Automating Routine Tasks: The Power of AI in Rewriting Legal Contracts

One of the most time-consuming aspects of legal work is the drafting and revision of contracts. Traditionally, this process involves manually editing and rephrasing clauses to ensure clarity, compliance, and alignment with client needs. However, AI-powered tools are now capable of taking on much of this burden by automatically rewriting and optimising contract language.

Lawyers can leverage an AI tool to analyse a contract's language, suggest improvements, and even rephrase clauses to meet specific legal standards. This is particularly valuable when dealing with boilerplate language that is commonly used across multiple contracts. Instead of manually revising these sections, lawyers can rely on AI to ensure that the language is consistent, up-to-date with the latest legal developments, and tailored to the specific needs of the client.

For example, Sysero’s legal workflow automation technology now includes an AI chatbot that can be accessed directly from within Word. This tool allows users to quickly and easily rewrite and revise contract clauses and drafts. So, if a party requests specific revisions to a contract, a lawyer could leverage Sysero’s AI tool to redraft the contract based on the specific requirements, without having to seek out various subject matter experts or worry about drafting conflicting clauses. 

Unlike public AI tools, Sysero prioritises in-house knowledge documents to generate new content and guarantees that in-house knowledge is never exposed to public search engines or other AI systems. This approach significantly enhances the accuracy of the generated content and minimises “AI hallucinations” -  a phenomenon where AI produces outputs that are incorrect, nonsensical, or fabricated, despite appearing plausible or confident.

By combining automation with AI, Sysero can reduce the time required to produce new content by up to 95% and ongoing redrafting time by 80%. To compensate for any reduction in billable hours, lawyers can increase their revenue by billing hours for continuously improving knowledge automation services, quality, and accuracy and dedicating more time to addressing the complex, unique aspects of each case and contract. This ultimately provides more value to clients. 

Enhancing Knowledge-Sharing: Using AI to Improve Knowledge Management 

Another area where AI is making a substantial impact is in the realm of knowledge management. Law firms often have vast amounts of information and knowledge spread across the firm in disparate systems, making it difficult to access. However, ensuring that knowledge is readily available is crucial in creating consistent and accurate legal documents. AI-powered tools can automatically cross-reference information and documents within a firm’s database, making it easier for lawyers to identify missing clauses, detect biases, and ensure the overall accuracy of a document.

Over the last 10 years, the size and complexity of legal documents has grown exponentially. AI tools that interact with in-house documents can reference huge documents and email chains to automatically generate answers to complex requests by clients and counterparties in seconds. Combined with Sysero’s ability to generate content using in-house contact and matter based data, complete, concise and accurate emails can be created almost instantly with minimal effort.

For example, Sysero’s AI tool enables law firms to pair their knowledge bases with ChatGPT, providing the AI tool with temporary access to select documents. Lawyers can then leverage Sysero’s chatbot to answer questions such as “what clauses is this contract missing?” or “is this contract seller biassed?”

This capability helps lawyers verify facts and access reliable information, while also benefiting from AI's efficiency.

Beyond Efficiency: The Strategic Benefits of AI in Legal Work

While the efficiency gains from AI are significant, the true value of AI in the legal industry lies in its ability to free up lawyers to focus on more strategic tasks. By automating routine drafting tasks and ensuring the accuracy of legal documents, AI allows lawyers to spend more time on activities that require deep legal expertise, such as developing case strategies, advising clients, and negotiating settlements. With AI handling the more mundane aspects of legal work, lawyers can leverage their skills and knowledge to provide higher-value services to their clients.

As AI technology continues to evolve, its role in the legal profession is likely to expand, offering even greater opportunities for innovation and improvement. For law firms looking to stay competitive in an increasingly digital world, embracing AI is not just an option—it’s a necessity.

To learn about bringing the power of AI to your law firm, get in touch with the Sysero team

 

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Summary: By leveraging AI tools like ChatGPT, law firms can boost efficiency by making it easier for lawyers to uncover the knowledge they need, when they need it.
Resource Type: Blog
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Posted 31 August 2024

 

Today’s law firms are increasingly leveraging artificial intelligence (AI) to enhance services and streamline their operations. In fact, a recent survey found that nearly three in four lawyers (73%) say they plan to utilise generative AI in their legal work within the next year.

One area that’s ripe for AI-driven innovation is knowledge management. Effective knowledge sharing enables lawyers to draw on the collective expertise and experience of the firm, ensure quality legal services and advice, and power greater productivity. By leveraging AI tools like ChatGPT, law firms can boost efficiency by making it easier for lawyers to uncover the knowledge they need, when they need it. 

The Challenges in Knowledge Accessibility 

Most firms today store their knowledge bases within a document management system (DMS), SharePoint depository, or a proprietary knowledge management system (KMS). These systems use metadata, such as document type, author, creation date, tags, etc., to allow users to filter, search and navigate through vast amounts of information efficiently. More advanced KMS applications also support taxonomical metadata, unlimited fields, and employ relevancy search engines. These advanced taxonomies make it easier to manage complex information. They also allow users to uncover information quicker and easier using fewer search terms, while providing context around searches and documents. 

While most modern knowledge bases have robust search capabilities, many lack a natural language interface like ChatGPT. ChatGPT serves as a natural language interface by allowing users to interact with it using plain, conversational language, mimicking human-to-human communication. Imagine asking your KMS to create a lockbox clause for a Share Purchase Agreement and receiving the ideal clause tailored to your specific needs. However, getting ChatGPT to understand your specific purpose can be challenging. While you can provide detailed input to guide content generation, the system's vast corpus of information often requires it to make numerous assumptions, which can result in less accurate answers.

Using ChatGPT to Improve Knowledge Management 

Law firms can leverage ChatGPT to offer their lawyers a more intuitive and efficient method for sharing and discovering information across the firm by pairing with their current knowledge bases. This is achievable through an AI framework called Retrieval-Augmented Generation (RAG), which combines generative large language models (LLMs) with traditional information retrieval systems. RAG essentially is the process of optimising the output of a large language model (such as ChatGPT), so it references an authoritative knowledge based outside its training data source (such as a knowledge base). 

Using RAG, law firms can employ ChatGPT within their own knowledge bases. This approach involves lawyers identifying a select number of documents from within the knowledge base and temporarily providing ChatGPT access to them to cross-reference. Lawyers can then prompt ChatGPT to answer questions such as “what clauses is this document missing?” or “is this document seller or buyer biassed?” or draft new content such as a Material Adverse Clause for a Share Purchase Agreement. By cross-referencing in-house knowledge documents, RAG can verify facts and provide more reliable information, reducing the likelihood of incorrect or fabricated details often associated with LLMs.

Another benefit of RAG is cost efficiency. LLMs such as ChatGPT charge by the word—both for input and generated words—and for storing the index of your knowledge base. Indexing and storing an entire knowledge base and querying it regularly can be expensive. RAG, however, only sends limited amounts of data into the LLM and retains the index for a short period. While RAG isn’t free, it is significantly less expensive to run than a dedicated chatbot. Furthermore, access to the LLM can be controlled and monitored by the law firm, offering security and auditing benefits.

Bring the Power of ChatGPT to Your Firm

To learn more about applying the natural language capabilities of ChatGPT to improve your firm’s knowledge management, please get in touch with us

 

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Summary: By automating routine processes, legal teams can streamline operations, reduce errors, and enhance productivity. Yet with a myriad of options available, how do you choose the right automation tool for your firm?
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Posted 21 June 2024

 

In the fast-paced legal industry, efficiency and accuracy are paramount. Legal professionals are often burdened with repetitive, time-consuming tasks that detract from their ability to focus on more strategic, high-value work. This is where workflow automation technology comes in. By automating routine processes, legal teams can streamline operations, reduce errors, and enhance productivity. Yet with a myriad of options available, how do you choose the right automation tool for your firm?

Here are five must-have capabilities for any legal workflow automation technology.

1) Exceptional User Experience

A seamless and intuitive user experience is paramount for any workflow automation tool. Legal professionals are typically not software engineers, so the technology they use must be user-friendly and easy to navigate. 

When evaluating a legal workflow automation technology, be sure to ask the following questions: 

  • Does the platform offer an intuitive interface that non-technical users can easily navigate? 

  • Does it offer user-friendly tools, such as drag-and-drop functionality and flexible searching capabilities? 

  • Does the platform empower seamless, yet secure, collaboration between internal users and external contributors?

An exceptional user experience ensures that legal professionals can adopt and utilise the automation tool efficiently, leading to higher productivity and user satisfaction. Workflow automation tools like Sysero provide users with an intuitive visual designer which enables lawyers and staff to quickly and easily build workflows, without the need for IT assistance. Lawyers can easily and accurately construct custom applications to fit their unique requirements, eliminating the need for extensive training. Sysero’s flexible Hybrid Cloud workflow automation technology also enables firms to host workflow forms on the public cloud to make them easily available to clients, whilst storing the data they provide on the private cloud for maximum security. 

2) Customisable Workflows

Every legal practice has its unique processes and requirements. Workflow automation technology must offer customisable workflows to accommodate these specific needs. Important features include:

  • Drag-and-Drop Workflow Builder: Simplifies the creation and modification of workflows without needing technical expertise.

  • Conditional Logic: Allows workflows to adapt based on specific criteria or triggers, ensuring that processes can handle various scenarios.

  • Flexible Templates: Customisable templates that can be aligned to fit the firm’s specific tasks and processes.

Customisable workflows enable legal teams to tailor the automation tool to their exact needs, ensuring that it enhances rather than disrupts their existing processes. For example, when Spoor & Fisher Jersey tested its new Sysero workflow system, the firm discovered that around 1 in 10 cases in the IP system had sub-cases, which were not supported by the firm’s DMS system. Fortunately, Sysero’s low-code platform made it possible to add additional code to allow for the successful handling of these edge cases.

3) Real-Time Updates

Workflow automation is often used for template management systems within law firms, where collaboration is essential. By leveraging workflow automation for template management, legal professionals can work together on document creation and revisions, yet any update made to a template must instantly be reflected across the template management system to eliminate the risk of outdated or conflicting versions. 

When evaluating a legal workflow automation technology, be sure to ask how quickly updates and revisions are reflected across the system to ensure that your firm is providing up-to-date and informed services. 

4) Seamless Industry Integrations

Legal professionals rely on a variety of tools and systems to manage their work. Workflow automation technology must seamlessly integrate with these existing tools to provide a unified and efficient working environment. To be effective, workflow automation tools should be able to capture and pass data from applications such as Microsoft Word, CRMs, DMS and more. 

Fortunately, automated template management solutions like Sysero integrate seamlessly with in-house legal systems, such as iManage, CRM, case management, and other internal systems. Through improved internal integrations, law firms can simplify the client experience and demonstrate a commitment to providing excellent and cutting-edge legal services. 

5) Enhanced Security Features

Given the sensitive nature of legal work, data security is a top priority for any workflow automation technology. The tool must provide robust security features to protect client information and comply with regulatory requirements. Essential security capabilities include:

  • Data Encryption: Ensures that data is encrypted both in transit and at rest to protect it from unauthorised access.

  • Access Controls: Granular user permissions and role-based access controls to ensure that only authorised personnel can access specific information.

  • Compliance Certifications: Adherence to industry standards and regulations, such as GDPR and KYC, demonstrating a commitment to data security and privacy.

Enhanced security features ensure that legal teams can trust the automation tool to safeguard their sensitive information and maintain compliance with regulatory requirements. 

Cloud-based technologies like Sysero can go a long way toward ensuring data security and mitigating compliance risk. By embedding compliance into every day processes, digital workflows can be the key to minimising compliance risks and enforcing compliant behaviours. Plus, tools like Sysero also enable you to enforce data protection policies and securely store data using data security best practices, such as pseudonymisation and encryption.

In Conclusion

Choosing the right workflow automation technology can revolutionise the way legal firms operate, enabling them to work more efficiently, accurately, and strategically. By focusing on these five must-have capabilities—exceptional user experience, customisable workflows, real-time updates, seamless industry integrations, and enhanced security—firms can ensure they select a solution that meets their needs and drives meaningful improvements.

Investing in workflow automation is not just about keeping up with technology trends; it's about empowering your legal team to focus on what they do best: delivering exceptional legal services to their clients. To learn more about Sysero’s legal workflow automation technology, please get in touch.

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Summary: we explore strategies to overcome these obstacles, so your firm can reap the benefits of legal workflow automation to deliver improved productivity, streamlined operations, and enhanced client service.
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Posted 4 June 2024

 

In the fast-paced world of legal services, the adoption of technology is not just a convenience—it's a strategic imperative. Clients are increasingly expecting their lawyers to have technical knowledge and effectively leverage technology tools to deliver more efficient service. By embracing tools like workflow automation, firms can improve overall efficiency, elevate client service, and ensure client satisfaction. In fact, according to a recent survey, almost half of law firms ranked the need to use technology to improve productivity and efficiency as a top need to meet client demands. 

Though law firms and legal professionals recognise the importance of workflow automation and other technology tools, many challenges still arise in driving technology adoption. Here, we explore strategies to overcome these obstacles, so your firm can reap the benefits of legal workflow automation to deliver improved productivity, streamlined operations, and enhanced client service. 

Empowering Lawyers to Leverage Technology 

When it comes to driving technological transformation, one of the biggest challenges law firms face is a lack of knowledge and skills. According to a 2023 Wolters Kluwer survey, about a third of lawyers say they don’t have sufficient skills, knowledge or understanding of how to use legal technology. 

One way that firms are overcoming this barrier is by leveraging low-code or no-code solutions. These intuitive technology solutions use visual interfaces with basic logic and drag-and-drop functionality to enable lawyers and staff to quickly and easily build workflows, without the need for IT assistance. Lawyers can easily and accurately construct custom applications to fit their unique requirements, eliminating the need for extensive training. 

For example, UK-based law firm Wedlake Bell teamed up with Sysero to develop a no-code application to automate and streamline the process of managing supply chain audits. The firm’s lawyers can use the system to streamline the processing of large amounts of data, efficiently carry out important legal checks, and automated inspection reports- all through an easy-to-use, user-friendly interface. 

Providing Customisation & Flexibility

Lawyers often have their own unique requirements and processes, which may deter them from adopting technology that goes against what they are used to. However, using low-code solutions, firms can provide lawyers with user-friendly interfaces and tools, while also having the ability to customise applications to ensure they work in the exact way required. For example, Spoor & Fisher Jersey teamed up with Sysero to build its Sysero Trademark Enquiry Handling Workflow. As a low-code solution, the firm’s internal Database Administrator was able to develop a SQL code that enables the workflow to pull information from across 12 areas of the firm’s IP system to merge into status update email templates. 

Overcoming Security Concerns

When it comes to adopting cloud-based technology, cybersecurity concerns can pose a crucial barrier in driving adoption amongst lawyers and staff. Key concerns often include the risk of data breaches, maintaining client confidentiality, regulatory compliance, and encryption standards. 

To mitigate these concerns and drive technology adoption, law firms should conduct thorough due diligence on providers, ensure robust encryption, and comply with relevant regulations. Take for example, how Sysero’s workflow automation technology enables firms to embed compliance expertise into daily operations, whilst ensuring data is being obtained, managed, and retained in accordance with data protection and retention policies, such as the EU GDPR and the UK Data Protection Act. 

Cloud-based technologies can also be combined with on-premise storage, providing both the flexibility and accessibility of the cloud and the enhanced security of an in-house system. For example, Sysero’s hybrid workflows allow clients to share information with firms via cloud-based workflows and then pull that information directly to an in-house server, where it can be stored safely and securely behind the firm’s firewall. 

Driving True Technology Transformation 

Implementing technology solutions in law firms can be challenging, but the benefits far outweigh the hurdles. By prioritising usability, flexibility, and security, law firms can successfully embrace the future of legal technology. Ultimately, technology can only be transformative for a firm if its lawyers and staff are willing to use it. 

To learn how your firm can successfully implement workflow automation technology, get in touch with our experts

Relevance Score: 0.1436066
Summary: Here, we look at how law firms can combine Microsoft Copilot with Sysero’s Knowledge Management and Workflow Automation features to drive enhanced efficiency and client service.
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Posted 29 April 2024

 

In today's fast-paced legal landscape, staying ahead requires more than just legal expertise—it demands that firms strategically leverage cutting-edge technology tools. One way that law firms can gain a competitive advantage is by combining the power of AI-driven technology tools with those designed by human experts. While AI tools like Microsoft Copilot excel in analyzing vast amounts of data and providing valuable insights, human-designed technology tools bring a nuanced understanding of legal processes, regulatory considerations, and client needs. 

By integrating these two types of technology, law firms can strike the right balance between the speed and convenience of AI with the contextual understanding and strategic decision-making of human experts. This allows for enhanced efficiency, improved decision-making, and the delivery of high-quality legal services that meet the evolving needs of clients.

Here, we look at how law firms can combine Microsoft Copilot with Sysero’s Knowledge Management and Workflow Automation features to drive enhanced efficiency and client service. 

What is Microsoft Copilot?

Microsoft Copilot is “an AI companion designed to assist users by providing information, answering questions, and engaging in conversation” according to Bing.com’s free-to-use version of Copilot. Copilot is the result of Microsoft’s investment in OpenAI, the creators of ChatGPT, and provides users with a natural language Chatbot experience using the Internet as its source of data.  A second variant of Copilot, and the reason for Microsoft's investment, is the Pro version. 

Copilot Pro does everything Copilot does, but adds the ability to “build your own Copilot GPTs tailored to your individual needs and interests”. A GPT is a natural language interface for a software application and Copilot Pro allows firms to integrate their existing applications with Copilot.  

Copilot Pro can be programmed to complete tasks such as retrieve information from your ERP system, summarise your in-house expertise on a subject, or guide you through a process. In order to do this, firms need to either develop their own GPT’s, which requires advanced technical knowledge, or use a software platform that integrates with Copilot Pro.

Creating AI-Driven Workflows with Copilot and Sysero 

Sysero is a platform that enables firms to build knowledge libraries, automate processes and integrate with existing applications. By combining Copilot with Sysero, law firms can leverage natural language capabilities to provide a chatbot that guides users through the maze of in-house systems and processes.

To make this magic work, firms need to define key phrases that activate a specific GPT.  For example “Get me a client's account balance” could be a trigger phrase for a GPT that asks for the client’s account number and uses that to retrieve the balance from the accounts system.  “Create an employment contract for Mr Joe Bloggs” could respond with a series of questions that use a standard template to create a perfect contract. More advanced automations could summarise the status of a specific matter or guide users through a series of steps to complete a complex task.  

AI systems like Copilot can sometimes make mistakes or take guesses because they're not perfect. However, when you create a workflow using Sysero, a human expert designs the questions. This expert knows how to set rules about what kind of answer is needed and how it affects the next steps in the process. These questions make up a Metadata Model that can be matched with the data in internal systems and databases. For example, if a prompt asks a user to “Please enter your name,” Copilot understands the response as two separate metadata elements: first name and surname. Sysero then checks this information against the data in internal systems to make sure it's correct. 

With Sysero’s Knowledge libraries, firms can also build internal classification systems for proprietary knowledge. So, when a user requests an example of an internal document or a specific account record, Copilot can be directed to search a specific in-house data source, rather than the entire internet. 

Enhancing Efficiency & Accuracy with Legal Processes

Within the world of legal technology, there’s often a challenge in understanding how “fuzzy logic” systems like AI fit into the meticulous practice of law. Contrary to AI, Sysero workflows are built by human subject matter experts, ensuring that processes and outcomes rely on precise and reliable data sources. By integrating Copilot with Sysero, firms can gain access to a unified, natural language interface that effectively guides both in-house and client users through precise processes, resulting in consistently accurate deliverables. 

To learn more about bridging the gap between AI and workflow automation for your firm, get in touch with the experts at Sysero. 

 

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Summary: While many firms have already adopted workflow automation to generate legal documents, there are plenty of other ways that firms can leverage the power of workflow automation to transform the way lawyers work.
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Posted 9 April 2024

 

Amongst the cost of living crisis and rising inflation, today’s law firms face mounting cost pressures. In this turbulent economy, firms must seek out new ways to enhance efficiency and reduce costs, while still delivering exceptional service to clients. 

One powerful solution that has gained significant traction is workflow automation. It’s no surprise why, as recent research shows that 44% of legal work could be automated. By leveraging technology to automate repetitive tasks and streamline processes, law firms can optimise their operations and focus more on delivering strategic legal services. 

While many firms have already adopted workflow automation to generate legal documents, there are plenty of other ways that firms can leverage the power of workflow automation to transform the way lawyers work. 

Let's explore five transformative use cases for workflow automation in law firms:

Case Intake & Management 

Managing client information and case details is a fundamental aspect of legal practice. Workflow automation can revolutionise this process by automating the capture, organisation, and tracking of case data. From initial consultations to conflict checks and case assignment, workflow automation ensures that crucial information is efficiently managed and accessible to relevant team members.

Take for example, how Spoor & Fisher Jersey leveraged Sysero’s workflow automation technology to build its Trademark Enquiry Handling Workflow. The workflow enables members of the firm’s trademark formalities team to easily create a list of outstanding enquiries by selecting emails within Outlook and adding them to the workflow queue. Once users are ready to process the updates, they can access their queue via Outlook or the web interface and start the workflow. 

Compliance Monitoring & Management

Staying compliant with ever-evolving regulations is a top priority for law firms. Workflow automation can play a pivotal role in compliance monitoring by setting up automated workflows to track regulatory changes, deadlines for filings, and compliance requirements. This ensures that legal teams are always informed and proactive in addressing compliance issues.

Workflow automation can also be used to develop robust record management systems to aid with compliance. Faced with the burden of compliance concerning client files, Wedlake Bell partnered with Sysero to create a custom-built records management system that helped the firm take control of historical physical and electronic records. By ensuring the effective management of client records - including easily retrieving client matter numbers from Worksite -  Wedlake Bell can now easily monitor and enforce compliance on records, protecting its reputation and relationships.  

Client Onboarding

The client onboarding process is often time-consuming and resource-intensive. Workflow automation simplifies this process by automating client intake forms, engagement letters, and initial data collection. By automating these tasks, law firms can onboard new clients more efficiently while maintaining accuracy and compliance with regulatory requirements.

Wikborg Rein automated its client onboarding process with a digital intake solution from Sysero that provides the firm’s users with an intuitive, adjusted web interface where they can register new clients and cases and see that the necessary information is collected and verified by client and data sources in accordance with current regulations. Additionally, the solution provides necessary approvals internally, and everything is documented automatically.

Client Communication

Effective communication is key to building strong client relationships. Workflow automation enables law firms to automate client communication workflows, including email notifications, reminders, and status updates. By automating these routine communications, law firms can ensure timely and personalised interactions with clients, enhancing overall satisfaction and trust.

Spoor & Fisher Jersey’s Trademark Enquiry Handling Workflow not only eased workload for its staff, but also revolutionised client service through the automation of status updates for its clients. 

Client Collaboration

Collaboration between legal teams and clients is essential for successful outcomes. Workflow automation facilitates client collaboration by creating automated workflows for information gathering, as well as document sharing, review, and approval. With automated collaboration tools, law firms can streamline communication, track feedback, and ensure seamless collaboration throughout the legal process.

Plus, with Sysero’s Hybrid Cloud Workflows, firms can host workflow forms on the public cloud to make them easily available to clients, whilst storing the data they provide on the firms’ private cloud for maximum security. 

In Conclusion

Workflow automation presents a myriad of opportunities for law firms to transform their operations and deliver exceptional value to clients. By embracing automation in areas such as case management, client communication, compliance monitoring, client onboarding, and client collaboration, law firms can unlock new levels of efficiency, productivity, and client satisfaction. As the legal industry continues to evolve, workflow automation will undoubtedly remain a driving force in shaping the future of legal practice.

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Summary: By seamlessly integrating technology into day-to-day operations, law firms can not only streamline their processes, but also unlock new avenues for revenue growth.
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Posted 30 January 2024

 

As we enter 2024, an array of challenges lie ahead for law firms and legal professionals. A growing sense of uneasiness surrounds firms, as the continued cost of living crisis and inflationary pressures put the profitability of firms at risk. The good news is that game-changing technologies like workflow automation can be leveraged to help firms navigate the challenges ahead through strategic efficiency. By seamlessly integrating technology into day-to-day operations, law firms can not only streamline their processes, but also unlock new avenues for revenue growth. 

Increased Efficiency, Decreased Costs

At the heart of workflow automation lies the promise of increased efficiency. Mundane, repetitive tasks that once consumed valuable billable hours can now be executed seamlessly with automation tools. Document drafting, case enquiries, and even routine communication with clients—these processes, when automated, free up precious time for legal professionals to focus on higher-value tasks.

Consider a scenario where document creation and review are automated. This not only accelerates the pace of work, but significantly reduces the likelihood of errors, ultimately translating into time and cost savings. As the old adage goes, time is money, and in the legal realm, every minute counts.

Spoor & Fisher Jersey unlocked efficiency gains for its trademark formalities team by leveraging workflow automation to streamline once-manual tasks like responding to client requests for status updates. By employing a low-code workflow from Sysero, Spoor & Fisher Jersey achieved consistently improved response times, which led to obvious benefits for its clients and also improved team morale by easing their workload. 

Improving Client Service for Profitability

Workflow automation plays a pivotal role in optimising client service, a cornerstone of legal practice. From initial client intake to transactional work, workflow automation can be employed to ensure that each stage of the process is handled seamlessly. Timely responses to client queries, efficient collaboration among legal teams, and automated client intake are just a few examples of how workflow automation can transform client service. 

By reducing the turnaround time for transactional work and enhancing collaboration, law firms not only improve client satisfaction, but also position themselves for increased workloads. More cases and transactional work, handled with the same or even fewer resources, directly contribute to the bottom line.

Empowering Profitability through Low-Code Platforms 

Low-code workflow automation helps law firms bolster profitability by putting the task of application development into the hands of their internal IT support staff and lawyers. Non-technical staff can quickly, easily and accurately construct custom applications to fit their unique requirements, without relying on outside IT expertise. This not only enhances operational efficiency, but also allows law firms to allocate resources more strategically, directing financial investments toward legal expertise rather than extensive technical support.

Leveraging Data for Informed Decision-Making

Workflow automation tools generate a wealth of data on how processes are executed, the time taken for each task, and potential bottlenecks. Analysing this data provides law firms with valuable insights into their operations. By identifying inefficiencies, firms can make informed decisions to further optimise workflows, eliminating unnecessary steps and costs.

Future-Proofing Profitability

In a dynamic legal landscape, the adoption of workflow automation isn't just about staying competitive; it's about future-proofing profitability. Law firms that embrace automation position themselves as agile, client-focused entities capable of delivering high-quality services in an efficient and cost-effective manner.

As we navigate the intricacies of modern legal practice, the role of workflow automation in driving profitability becomes increasingly evident. By embracing these technologies, law firms not only adapt to the evolving demands of the industry, but also carve out a path towards sustained growth and financial success. The future of legal practice is automated, and the dividends it pays in profitability are significant.

To learn more, please get in touch with our team

 

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Summary: Workflow automation has emerged as a transformative opportunity to revolutionise how law firms handle KYC. Here, we look at the potential of automation to streamline KYC processes, making them more efficient, accurate, and future-proof.
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Posted 29 February 2024


For today’s law firms, staying compliant with regulations is an ongoing and imperative operational challenge. One of the most critical aspects of regulatory compliance for law firms is Know Your Customer (KYC) due diligence.
KYC regulations mandate that law firms verify the identity of their clients, assess potential risks associated with them, and monitor their transactions continuously. Failure to comply with these regulations can result in severe penalties, reputational damage, and legal consequences. Therefore, it's crucial for law firms to have robust KYC processes in place.

Yet traditionally, KYC processes have been manual, time-consuming, and prone to human error. Fortunately, workflow automation has emerged as a transformative opportunity to revolutionise how law firms handle KYC. Here, we look at the potential of automation to streamline KYC processes, making them more efficient, accurate, and future-proof. 

The Benefits of Automating KYC Processes

The benefits of leveraging workflow automation to streamline KYC process are manifold:

  • Reduce time and resources: By automating KYC processes, firms free up time and resources and allow lawyers and staff to focus on higher-value tasks. 

  • Improved accuracy: Automated processes minimise the risk of human error, ensuring adherence to regulatory standards.

  • Scalability: Through faster processing, firms can handle a larger volume of KYC requests, without compromising on quality. 

Implementing Automation in KYC Workflows

Effectively implementing automation in KYC workflows requires law firms to take a strategic approach. This involves identifying pain points in existing processes, selecting the right workflow automation tools and technologies, and integrating them seamlessly into the firm's infrastructure. Additionally, training staff on how to use these tools and managing change effectively are essential for successful implementation.

It’s also important to keep in mind that while workflow automation offers significant benefits, it can also present challenges and risks that need to be addressed. For example, data security and privacy is a major point that needs to be considered. Fortunately, Sysero’s workflow automation technology provides the ability to create custom data retention policies to govern how and when data is erased. Additionally, Sysero enables firms to not only anonymise data, but go one step further with pseudonymisation.

Real-World Example: Wikborg Rein

Top-tier rated international law firm Wikborg Rein is one firm that has found much success with automating KYC processes. The firm’s digital client intake solution, developed in collaboration with Sysero partner PSA Consulting, uses a built-in risk matrix to automatically assess a new client or case against Money Laundering Act requirements. Client information is automatically checked against various public registers and information databases and their identity authenticated through their Bank Identifier Code. All client data is stored (and deleted) in accordance with GDPR legislation.

Any client or case that falls outside the requirements is automatically routed to a simplified workflow for further assessment to ensure compliance and once approved, automatically created in the firm’s integrated internal systems. Every step of the process is documented for internal quality control and compliance protection.

Conclusion

Automation has the potential to revolutionise KYC processes at law firms, making compliance more efficient, accurate, and future-proof. By embracing automation, firms can streamline their KYC workflows, reduce compliance risks, and enhance client satisfaction. As regulations continue to evolve, automation will play an increasingly critical role in enabling law firms to navigate the complex landscape of regulatory compliance successfully.

To learn how Sysero can help your firm automate its KYC processes, get in touch with our team



Relevance Score: 0.1436066
Summary: From cutting-edge advancements in workflow automation to the dynamic shift towards cloud-based solutions, we unveil the key trends that will influence the legal landscape in 2024 and beyond.
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Posted 4 January 2024

 

As we prepare to step into 2024, the legal technology arena is poised for transformative changes that promise to continue to redefine the way legal professionals operate, collaborate, and deliver services. While technology propelled law firms to operate in new ways in 2023, the emergence of a new year will continue to see legal professionals adopt advancing technology to create a competitive advantage.

From cutting-edge advancements in workflow automation to the dynamic shift towards cloud-based solutions, we unveil the key trends that will influence the legal landscape in 2024 and beyond. 

Greater Adoption of Automation

While 2023 proved to be a strong year for UK law firms, it was also a turbulent one. As we head into 2024, increasing cost pressures and high inflation continue to be a challenge for firms. As such, more firms will be pushed to embrace innovative technologies such as advanced automation to manage rising costs.

Not only do we expect to see greater adoption of automated solutions, we also expect to see it applied to a wider range of use cases within firms. For example, how Wedlake Bell leverages workflow automation for automated supply chain checks or how Spoor & Fisher Jersey unlocked automation to power more efficient trademark enquiry processes

Continued Rise of Low-Code/No-Code Solutions

In the last year, the emergence of low-code/no-code solutions has proved to be a transformative force. These innovative platforms are empowering law firms to streamline and customise their processes with unprecedented speed and agility. 

By minimising the need for extensive coding expertise, legal professionals can take the reins of application development, creating tailored solutions that meet the unique demands of their practice areas. Whether it's automating routine tasks, developing client-centric portals, or optimising case management workflows, low-code/no-code solutions enable law firms to swiftly respond to changing requirements without sacrificing precision. 

As we head into 2024, we anticipate this democratisation of technology to not only accelerate the pace of innovation within legal operations, but also help position those firms that adopt it at the forefront of a tech-enabled future, where adaptability is key, and efficiency is non-negotiable.

Extended Use of Cloud-Based Solutions

Law firms are moving to the cloud in droves, and it’s easy to see why. Cloud-based solutions provide unparalleled flexibility, enabling legal practitioners to work seamlessly from anywhere, fostering a new era of remote collaboration and flexibility. As law firms navigate the complexities of a digital age, the scalability, productivity, and accessibility of cloud-based solutions have become indispensable. 

As move firms move to cloud-based technologies in 2024, IT leaders will need to prioritise data security. Fortunately, cloud-based technologies like Sysero already have integral data security elements built in, such as pseudonymisation, and can be integrated seamlessly with applications like iManage.

Enhanced Data Security 

With cybercrime on the rise, data security is increasingly important within today’s law firms. In 2023, major law firms fell victim to cybersecurity ‘incidents’, and Britain and France's cyber watchdog agencies warned that hackers are increasingly targeting law firms in an attempt to steal data that could tip the balance in legal cases. Heading into the new year, firms have the opportunity to better secure their data - and their reputations. 

Cloud-based technologies like Sysero can go a long way toward ensuring data security and mitigating compliance risk. By embedding compliance into every day processes, digital workflows can be the key to minimising compliance risks and enforcing compliant behaviours. Plus, tools like Sysero also enable you to enforce data protection policies and securely store data using data security best practices, such as pseudonymisation and encryption.

Exploration of AI and Machine Learning

No legal technology trend list would be complete without a mention of AI and machine learning. Though incorporating AI into legal practice is no longer a new frontier, thanks to the emergence of tools such as OpenAI, we’re still a far cry from AI replacing lawyers and powering significant processes within the law firm. 

According to recent research from PwC, 69% of Top 100 firms believe GenAI will have a positive impact on revenues. Despite this, 38% of Top 100 firms have not yet done anything with regards to this new technology. 

Heading into 2024, we expect to see more firms explore the possibilities of AI, while embracing automation to solve the challenges of the immediate future. 

The Year Ahead

The legal landscape is continually evolving and is certainly due for more change in the year ahead. There’s no doubt that technology will play a significant role in the law firm of 2024, and we expect it will be all about tapping into new ways to drive enhanced efficiency, deliver better client service and ensure tighter data security. 

To talk about evolving your firm in 2024, get in touch with our team

 

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