News & Insights - Tech

Law Firm Meeting Management

Those law offices looking for meeting management software need to learn more about the options out there. Getting your firm on the same page is essential to the functionality and success of the firm. You want everyone to be able to enjoy the perks of a management system that makes life and work easier for everyone. 

Drive better efficiency and growth within your company with help from a management tool. You can deliver better client value when you have the right tools helping your company out. You should be able to prosper with help from meeting management programs. 

Learn more about these programs and what to expect from them. You want to choose the best program, and the best program is one that you’ve done your research on. Learn more about meeting management and why it might be the best way to go as a law office.

What is Meeting Management Software?

Meeting management software is software or a specific digital tool that both individuals and teams use to plan, organize, and even conduct their meetings. They can record results, screen share, and have a wide variety of options to choose from when bringing teams closer together. 

This software is also ideal for those who are working with clients who cannot come into the office. Having meetings, consultations, and other get together events on this meeting management software is easy to do and great for a wide range of purposes. 

Additionally, webinars and other online classes, shows, or presentations can also be done by using meeting management software. The planning and execution can all be done on this one tool. This keeps everything for the specific event in one place, making your life easier than ever.

Why Get Meeting Management Software?

There are many reasons for getting meeting management software. We’ve touched on some of the topics above, but we will go into more detail on why this is important for your business to use.

Meetings within your company

Your company can sit at their desks and open this meeting management software when they need to be a part of a meeting. They can also look back at the specific things that were said, or your to do list of things that were discussed during the meeting. 

Everything is right there at your fingertips.

Meetings outside of your company

If you have employees who work from home or other areas of the world, or country then having this type of meeting management software is going to help you keep your team together. This is great for remote teams looking to connect, collaborate, and create the right setting. 

You want to keep everyone connected in the same space and with a meeting management software, you’re easily able to do that.

Meetings with clients

Meeting with clients doesn’t have to be face to face if they cannot make it into the office, or perhaps because it is too far away. You can expand your business when you have software that connects you to your clients. This is a great way to increase the number of clients you can have and see.

Meetings with other businesses

When you must connect with other businesses for what you do, then having this software and tool can help you do just that. You can connect with them without having you, your colleagues, or the other business head out of their office to do a meeting. You can all do so in the office you’re currently in. No need to drive or move to another room.

Presentations and webinars

If you want to put on a webinar or other learning experience for your audience, then this can be a great way to plan and execute everything that you need in one place. You can showcase your own screen, you can showcase you, walk around with the camera in the office, or whatever else you need to do while others are at their own homes, you can do so. 

No need to get everyone inside the same office, you can meet face to face with meeting management software that keeps you connected.

Many other uses

There are different uses depending on your needs, and you will likely find other uses for meeting management software. Whatever you need it for, you can find that the use of this program is one of the best for all that you need and want to do. Check out these other uses for yourself today. 

Of course, you can ensure that you’re using all of the features that are provided to you in this one software program. You should connect everyone together and with the right software program, you can do just that. Plan, execute and enjoy being able to connect while in your law firm with anyone you need to connect with.

Why is This Important for a Law Firm?

Law firms are a company or industry that should use meeting management software. This software can help any company, but when it comes to a law firm; you get specific benefits that others might not get. You might even wonder why this is even important for your law firm?

Law firms need to stay connected. They have to connect with others in the law field, with their own employees within the office, with their clients, and more. Due to this, meetings and other events will have to be gone to and thrown. This means that you might have a lot of people looking to meet with you at any given time. 

When this is an issue for you and your law offices, then it is important to look into software that helps you get what you need. You should be able to enjoy this and more from a software that helps you connect with everyone that might otherwise need to come into the office. 

You will easily be able to connect with anyone that you need. You simply just need to send out your meeting information, giving anyone the ability to head into the meeting room and sit down with you. 

Connection is key as a lawyer, and with the right meeting management software, you’re connected.

Benefits of Meeting Management Software

There are many benefits of meeting management software, and knowing these benefits is a good thing. There is a lot that you can dive into with this software, but it is important to keep in mind the many different benefits you can get with the use of the software, especially if it is something that can help you and your team prosper and grow. 

Here are the common benefits you can find when using meeting management software:

  • Automate pre-meeting activities 
  • Integrate with your favorite email client 
  • Have access on both your desktop and laptop 
  • Have access to meeting agendas, notes, minutes and more
  • Attach hyperlinks and supporting files 
  • Have better decision making with metering and measuring tools 
  • Professional Meeting Styles
  • Distribute minutes and tasks to those attending the meetings 
  • Have a permission and password system for better security 
  • Online archiving is offered 
  • Use the dashboard and analytics to your advantage for future meetings 
  • It is completely paperless, giving you less to keep track of and worry about
  • Have overall improved collaboration with the entire team 
  • Increase your overall security with a meeting that has everyone in one secure area online 
  • Have synchronized information and updates in real-time 
  • Have more participation when you have remote meetings
  • Simplifies the entire meeting for everyone in attendance 

While these are only some of the benefits, there are so many more. You will be able to enjoy all that comes from the use of this meeting management software when you try it for yourself. Reading benefits is just one of the things you can do. Until you really try it, you won’t know for yourself what types of benefits you can get.

The Security of Meeting Management Software

Security is one of the biggest issues that lawyers worry about with this type of software. Security is something that should be put first before anything else. It should be something that is thought about and definitely something you want to ask and look into with any specific software you’re going to be using for your law office. 

Cyber security is important regardless of what company you’re working in. You don’t want any of your documents, confidential or sensitive information across the web or in the wrong hands. This misplacement of documents can be avoided all together when choosing the right company to work with for the meeting management software. 

You can set security measures to avoid the risk of information ending up in the wrong hands. This is because you have the option to share documents online or add them to the cloud. You can password protect them or let them float there. The choice is yours. 

Some programs will even allow you to wipe data that you no longer want to have on the system. This can also be done if something was stolen, lost, or if unauthorized attempts were made to access any information that is hidden within the walls of the site. 

The security of the system should be shown by who encrypts the information. Any software that you use should be encrypted with the latest technology, allowing you to rest assured knowing that any documentation or information placed in the system is then locked tight into a vault, so others are unable to access the information. 

That is, unless you allow them to access it. You set your security measures on most of the software programs. They provide complete control to those business owners who want to control who can and cannot view the documents and other information from the meeting management software that is stored.

Creating Tasks, Making Notes, and More

When you’re inside a program that is offering you the chance to manage your meetings and keep everything in one place; you’re going to want to find out how it works. 

It is important for many to be able to take notes and update these notes as they go along. This is important to ensure that you’re keeping track of everything happening during the meetings, but also so you can send everyone a recap, especially if they have tasks that need to be done. 

Of course, with the task manager on the meeting software you can assign the tasks you speak of right as you speak of them to the person they’re meant for. They can then check back on the system at their own desk to see which tasks they have. This can be done in real time, for your entire team. 

Keep track of those issues and questions that came up during the meeting, ensure that you have everyone’s comments and thoughts in one place and that you’re able to keep this information handy when it is needed most. 

The best part is that you can set the system up to be in collaboration mode. This allows everyone to add to the thoughts and notes that will be shared and saved later after the meeting to the system. Take note of the different pieces of everyone on your team with help of this system. 

There are also a number of other tools that make managing your team and meetings easier for everyone. You can create and keep an entire agenda in one place for before, during, and after the meeting. This keeps the meeting on track and within a specific time frame. 

Worried about going over a specific time?

No worries. With the time tracker that comes with the system, it is not something you ever have to worry about. You simply just turn on the timer or record how long you’ve been in the meeting and go from there.

Choose the Right Meeting Management Software

When it comes to choosing which software, you’re going to use for your law firm, you have to consider the different software brands and types out there. You have to consider the many factors that go into the meeting management software. This is one of the best things to think about. 

Enjoy being able to work with a software that puts you in control. You’re more organized, everything is where you want it to be, and more. This ensures that you’re able to go with software that easily fits in with the needs of your company.

Meeting management software should have certain features and specifics that you want to use to your advantage. Here are some of the things you should consider before choosing which meeting management software you should use for your firm.

Check off all of your touchpoints

You want to make sure that the software is able to do all of the things you want it to do. You want to make sure you can schedule, record, keep notes, communicate with everyone, share tasks, and whatever else you are thinking about having the system do. 

Make sure to touches all of the touchpoints you want before anything else.

Meeting pain points

Know your pain points with meetings right now. You want to make sure that the new system addresses some, if not all, of the issues you’ve been dealing with. This can ensure that you’re choosing the right system for your office.

Monitor your meeting length

If you are an office that has longer meetings then you want to have a system that can keep up with these longer meeting times. Some systems only record for so long, or have the capacity to do so. This can be an issue if you have longer than normal sessions and need something that will be able to keep up with you. 

Of course, you can think of ways to streamline these longer meetings, too. This way, you’re working with the system and not having to worry about length during this point in time.

How do your employees feel about this? Your clients?

If you’re worried about making the switch to this type of software because of your clients or employees then ask them their thoughts! You can always ask them the thoughts they have on the system and making the switch before actually doing so. 

You might find that the majority of clients and employees will want to make the switch to an online system. This is because it provides many benefits not just to you, but to the entire firm using the system.

Know the budget you have to work with

The costs are not everything by a long shot, but they are important to examine. You want to go with something that fits within the budget you have. You don’t want to look into expensive options if it is not something that is within your budget. 

You should stick with those programs that fit with the specific budget that you have to spend. This way, you know what your options are.

Does it provide screen sharing capabilities?

The software you choose may or may not provide screen sharing capabilities. You may or may not require them. Whatever the reason, it is important to think about what specific capabilities you want your system to provide you with. 

Screen sharing is important for a number of reasons. If you use it, you know. If not, then you can find that this is one of the best ways to educate and share information with the audience on the other end. It is a must for many companies with remote teams.

How many people does the software allow?

If you do mostly one on one sessions with individuals or have a team of three that you have meetings with, it will be fairly easy to go over everything with any software of choice. However, for those that have more than three, a lot more than three, or want hundreds of attendees for webinars and other events will want to make sure the software is built to handle this. 

You want to reduce the amount of conflict when using the system and having a high volume of users on the other end. The right software program can help with this.

Sharing files using the system

If you have to share files with others on your team, or even with your clients back and forth; you want a system that is going to allow you to do this. There are many systems that allow file sharing, but you want to take note of how much you can do this and what the limits for this are. Sometimes the size of the files might cause conflict. 

If you find that you need to send larger than normal file sizes, then it is best to find a system that allows larger file sizes or other ways to transfer documents and other files from one to another.

Tasks, recording, and other musts

It is important that if you mandate tasks to the different employees or other lawyers on your team that you can set them up and create reminders for everyone that has tasks. This can keep everyone on the same page and ensure that the jobs are getting done. 

This is especially true for a law office. They want to make sure that they’re getting all of the information they need to close a case and with this system, they can do so in a more streamlined, easy to manage process. 

If you’re thinking about obtaining meeting management software for your law firm, it is strongly recommended that you do. Not only does this software pack a lot of benefits for a law office, but they ensure that you run smoothly. They keep every office on track and ensures that your team can collaborate effortlessly regardless of where everyone is. 

Choose the right software that allows you to stay in control. You want to work with something that is going to work with your team and help your business flourish. The right tools can make all the difference. Find a meeting management tool that works with you and your law firm today.

Related Articles