Having collaborated on CIE Legal’s IT infrastructure for several years, including supporting CIE Legal people working away from the office, Mr George and Mr Lowry have an insight or two to share about how effective IT can support working anytime, anyplace, anywhere. At this time of great upheaval, their key message is not to feel overwhelmed: a focus on some key basics will see most law firms transitioning effectively to the new reality.

Maximise existing IT

“It’s easy to feel out of control at a time like this, when so much is changing” says Mr Lowry “and it’s tempting to go all-out to try something new, but for those who already have a sound infrastructure in place, the key is to use it effectively. There is a lot of capability in most firms’ existing IT suites that remains unused, so my advice is to look at that before buying anything new. Microsoft Teams, for example, which most firms have available to them, can be a really effective way to collaborate and share information internally and with clients. It’s just a case of using the capability that’s already at your fingertips.”

Get stuck in

When it comes to using new capabilities, both Mr George and Mr Lowry advise firms to get stuck in and learn by doing. Says Mr George, “CIE Legal has been through a lot of change over the last few years, from using our existing systems in new ways, to deploying new practice management and document management systems as well as videoconferencing. In each case, there has been no substitute for rolling sleeves up and simply using the technology. Most people put off learning new technologies if they can, but they’re missing a trick: these systems are so intuitive that the best way to adopt them is to learn [it] by doing.”

Use strategic as well as operational support

Mr George also advises lawyers to remember that they can lean on their IT providers for strategic as well as operational advice: “We have a partnership with Tickbox whereby we can ask them any question any time. Their local support team is available 24x7 and that’s been really useful, especially at times when we find ourselves working unusual hours. We’re also glad we consulted them on a more strategic level, particularly about our business continuity: It ensured we were prepared for the unexpected events that we’ve all faced over the past few weeks.”

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Security

Mr Lowry advises all firms now working remotely to take another look at their security arrangements. “A dispersed workforce has different security requirements to an in-office operation, so it’s worth reviewing your approach. For example, phishing emails are on the rise as would-be hackers try to take advantage of the current situation, so it’s worth doubling down on staff awareness in this area. There’s also no substitute for two-factor authentication on all laptops and phones used for work. You might also want to ask your staff to change their passwords more frequently than they would ordinarily do. It’s just all about taking sensible precautionary measures to ensure the security of your systems and client data.”

Moving to a remote environment quickly

For those who still aren’t equipped to work remotely, the good news is that help is at hand. “It’s not ideal to be without remote working capabilities now” says Mr Lowry, “but if you’re motivated to make it happen, there are things you can do quickly to transition to a remote environment. For example, some time ago, CIE Legal engaged Tickbox for a complimentary technology benchmarking audit, which enabled the firm to understand what it needed to do to realise its aim of operating anytime, anyplace, anywhere. They then closed the gap by deploying the Tickbox Workspace platform in just a few weeks.”

Both Mr George and Mr Lowry agree that at times like this, with so much uncertainty and change, it’s important for a firm’s IT system to be no-nonsense and reliable. Says Mr Lowry “I’d love to see every firm have an experience like CIE Legal where the IT simply isn’t an issue. Fortunately, by taking the few key steps we’ve outlined, most firms can ensure that their technology continues to support them as they navigate their new environment.”

Katherine Thomas is the CEO of Free Range Lawyers.