If we’ve learned anything when working with attorneys and law firms, it’s that the focus on clients and cases is so laser-sharp that everything else can be a distraction. That’s why we’re always very cautious when making recommendations for new tools and technology—not because new tools aren’t worth exploring, but because any time and attention not focused on clients can feel wasted. Everything that puts you on the path to helping your clients and building your practice is useful. Anything else is a waste of time.
But we have found one tool that—without exception—helps attorneys, paralegals, and their staffs be even more productive and do even better work.
What is that tool? Voice-over Internet Phone, or VoIP. Simply put, VoIP is a fresh and powerful take on the most traditional communication tool in business: the telephone.
A Powerful Tool for Firms All Over
Voice Over Internet Phones (VoIP) can make a huge difference in law firms of all sizes. Here are seven reasons that VoIP should be a consideration for your practice.
1. Cost. 55% of businesses that choose to implement a VoIP solution state that cost is the leading determinant. Law practices are no different—reduced cost around the phone system compared to an outdated PBX is always a good thing. Depending on how you implement the system into your practice, your phone bill may be reduced by as much as half without sacrificing voice quality or features.1 Reducing cost is a great reason to choose, VoIP and as you are about to see, you’ll be gaining even more features as well.
2. Mobility. Imagine a client calling you, and all of your phones—mobile, desk, home office—ring simultaneously. With VoIP, this “find me” feature is available and part of the standard arrangement with most providers. We know that attorneys and their support staff are often on the move, racing from courtroom to office to conference room and back again. With a VoIP system, you don’t have to worry about missing important calls, since your number can ring wherever you are.
3. Call recording. Every detail is important for each case, and sometimes taking notes on your own isn’t sufficient. That’s why recording calls when necessary can be so useful. VoIP systems make it easy to record calls and archive them for listening again to them later. By having recordings of calls at your disposal, you can have them transcribed or listen again to make sure you recall every detail just right.
4. Voicemail-to-email transcription. Sometimes you can’t check your voicemail during a deposition, hearing, or trial. With VoIP, you can have voicemails transcribed to email or text message automatically. Now, you can take a quick glance at your mobile phone’s screen and receive a text version of the voicemail your client or associate just left.
5. Audio and video conferencing capabilities.VoIP systems have a built-in conferencing ability, including video conferencing. This technology further reduces cost as it eliminates the need for other, more expensive, conference systems. Imagine your next video conference with a client being just a click away. No more bulky equipment or cameras—everything can be run right through your mobile device or desk phone.
6. Reporting Capabilities. Because VoIP systems operate with a completely digital and unified software dashboard, your ability to track activity is more detailed than ever. Instead of waiting for a paper statement at the end of the month, you can see in real time which clients are calling and what calls your attorneys and staff are making. You can reconcile billing against how much time was actually spent on the phone with each client and on each case.
7. Advanced Call Routing. In addition to forwarding calls to ring at multiple numbers, VoIP offers attorneys the ability to route calls to different teams, divisions, or offices with just a few clicks. For example, let’s say you have an office in Sacramento and an office in Fresno. You can set your VoIP system to route calls from one area code to a specific office, and from a different area code to another office. You can also set inbound calls from known numbers—like a specific client—to ring straight through to a preselected extension. You don’t have to provide a menu of choices to callers anymore—advanced call routing provides your practice with a way to send calls where they need to go without friction or hassle.
With clients and cases to attend to, we know that finding the right tools and applications for your practice isn’t exactly at the top of your to-do list. That’s why our years of experience helping law firms and legal practices throughout the Central Valley provide a roadmap towards solutions and systems that can actually benefit you. Getting serious about your network doesn’t have to be difficult—you just need a clear vision of what actually improves your practice and makes your workday easier. If you are interested in learning how VoIP can benefit your law practice in real and measurable ways, give us a call.
- https://telzio.com/blog/cost-benefits-switching-voip-service/ ↩