COVID-19 has transformed workplaces dramatically in a short period of time. According to a recent Gallup survey, 68% percent of people surveyed are working remotely in some capacity due to the coronavirus. If your firm was spending most days in the office prior to the pandemic, the transition to a remote-work model likely shifted your team’s dynamics, including its communication and collaboration processes. To keep operational continuity, lawyers can leverage technology to enhance collaboration and successfully serve clients during remote work.
We commonly recommend Microsoft Teams and Zoom for collaboration purposes. Downloading an app or creating an account will only get you so far, however. It’s important to know how to use their features to enhance and encourage communication among attorneys and staff.
Streamline communication with Microsoft Teams
Microsoft Teams has more communication functionality than many realize. The Teams chat function is helpful for quick conversations and decreases the number of internal emails sent and received. To organize team communications, you can label chats by matter or topic. Through the bookmark feature, important information can be marked and referenced quickly at a later time.
For conversations that require complex discussion or could be more quickly resolved through a call, try using the video call, audio call, and screen sharing features found in the upper right corner of the Teams chat window. Teams provides a streamlined approach to collaboration through an all-in-one accessible platform that’s familiar if you already use Microsoft Office. For more information on utilizing Microsoft Teams features, check out our video on the topic here.
Document collaboration with Microsoft Teams
When reviewing a document with team members, don’t let the back and forth of emails create confusion about which version is the most recent. Microsoft Teams has a file-sharing feature that allows lawyers to make edits to documents in real time. Co-editing Word, Excel, and PowerPoint files through Microsoft Teams helps streamline the review process. Files can also be uploaded to different Teams’ channels or sent to specific individuals to keep files organized and accessible by the appropriate team members.
Record Zoom meetings
If someone on the team isn’t able to attend a Zoom meeting, the host can record the meeting so the discussion can be accessible to all. To record a meeting, the host turns the recording on from the settings tab and then clicks ‘Record’ on the bottom of the Zoom window at the start of the meeting. The recordings will be encrypted and can be download as mp4 files. For more tips on Zoom features to enhance collaboration, check out our video here.
Remote-work environments can be as efficient and even more efficient than in-person settings. Taking advantage of these tools and their features will help your team communicate and work together productively. If you’d like more information on how to securely integrate technology into the home offices of your law firm team, please contact us.
Bethany Ford is a Business Analyst Intern at LOGICFORCE.