Proper Microsoft 365 Implementation for Law Firms

Is my law firm getting the best IT advice on implementing Microsoft 365?

Key Takeaways:

• Microsoft 365 is a subscription-based replacement for Microsoft Office
• A new product, Microsoft 365 Solution for firms, adds additional features of value to law firms
• Implementation appears simple, but takes a great deal of technical savvy
• Poor implementation leads to breakdowns and lost productivity
• For the best advice and successful implementation, look to the right IT partner

Technology evolves, and Microsoft evolves along with it, offering Microsoft 365 as a replacement for Microsoft Office. It features the same applications you’re used to, such as Word, Excel, and PowerPoint, and offers premium features.

There’s now a new product aimed squarely at the legal profession: Microsoft 365 Solution for legal firms. It leverages file encryption technology that makes documents illegible without proper viewing permission if uploaded to SharePoint or OneDrive instead of your document management system, along with more features.

Sharing, integration, and automation have been made easier by Microsoft 365 for law firms with Microsoft’s partnerships for external chat and data visualization tools. Code-free automation is another feature using bots who mine your data to create a knowledge network for use within your firm.

If this all sounds a bit, well, technical, that’s because it is. Proper implementation is essential to get the most out of the new features and ensure data security. 

In this article, we’ll discuss what implementation entails, why you need the right IT advice and partner, costs and challenges, and best practices for Microsoft 365 for law firms. It answers the critical question, “Is my law firm getting the best IT advice on implementing Microsoft 365.” 

Implementation: What it takes and why doing it right is important

Deploying Microsoft 365 looks simple on the surface. The recommended steps after setting up your network include

1. Setting up identities
2. Implementing security
3. Deploying software
4. Setting up mobile device management
5. Configure services and applications
6. User training

A nice list of steps to check off, right? But the devil, as always, is in the details. Details like configuring permissions – who can access what and when – and implementing security, which includes those settings to encrypt sensitive documents such as blind subpoenas into OneDrive or SharePoint. 

Without proper implementation, you’ll have everything from sign-in issues to crashes to a dialog box that says, “Outlook is not implemented,” which means you can’t send or receive email, not to mention suffering an avoidable cyber attack.

Your IT team bears the burden of proper implementation, maintenance, updates, and cybersecurity. Don’t have an IT team? Then you’ll appreciate this advice on finding the right partner for your implementation.

Implementing Microsoft 365 for law firms

Just as Microsoft has four phases for implementing the new features of Microsoft 365 for law firms, implementing Microsoft 365 has four phases of its own, and all rest firmly on the shoulders of IT, with an assist from other departments to smooth adoption.

1. Plan the implementation - This includes gathering all information about your current IT infrastructure, including network architecture and DNS, authentication solutions, directory design, and certificates. It takes a strategic approach to devise methods for email coexistence, for example. Bandwidth also must be tested to know migration velocity.
2. Prepare for the move to the cloud -The checklist for this phase includes creating DNS records to properly route domain traffic, cleaning up your on-premises active directory for syncing, installing helper tools, and configuring email. Your SharePoint online rollout plan will be activated, and existing content migrated. It’s at this phase that applications are installed and configured.
3. Time to move on-premises content to Microsoft 365 - For this, you need a clear content strategy and a pre-migration audit. Vital steps include assigning licenses, holding employee education sessions, migrating mailboxes, changing DNS records, and moving existing files and folders. Then, after migration, full-scale testing of service functionality is performed.
4. Activate your post-migration plan - This checklist includes setting a deadline for shelving legacy systems and doing ongoing, extensive training for employees since one major reason people go back to their old ways of working is the need for more training. 

Success comes when everything is working well, and all employees and other end users are using the new platform. What this really means is success comes from getting the right advice and working with the right IT partner.

How to Evaluate Advice and Finding the Right IT Partner

When seeking advice about anything, you look for an expert. This isn’t the time to turn to friends, family, or even someone at another law firm. This is business, and you need the best possible advice. You want the skinny from an IT pro with years of industry knowledge, who knows how to plan cloud migrations and implementations, makes sure your law firm is secure, and knows exactly how your new technology will impact your unique business.

Evaluating IT Advice

When evaluating IT advice, you might look at metrics such as the number of clients, employees and how fast your law firm is growing. But metrics are just one component, and when it comes to technology, they may or may not mean much.

You should evaluate advice based on need. Your employees are a much better source of information than metrics. Do they have the tools they need to do their jobs well? Does a lack of technology hold them back, or is it too complicated? 

Working with an IT partner: the benefits

You don’t have to go it alone. You likely didn’t get where you are without partners who contributed to your success. The same goes for your business. Whey you ally yourself with a partner with the experience and knowledge you need gives you a clear path to your objectives, including business success. An IT partner can 

• Provide the technical tools that boost your business
• Implement projects quickly with expertise
• Improve business innovation
• Save money

That is if you choose the right partner.

Selecting the right IT partner

Selecting the right IT partner is crucial for ensuring your firm can fully harness the power of Microsoft 365. Beyond expertise, look for a partner that is committed, transparent, and reliable – one that meets deadlines, delivers on promises, and has a skilled, certified team. The right partner will stand out because of their people: experienced professionals who prioritize your success.

Ask yourself: Is the potential partner a recognized Microsoft solution expert? Do they have awards in cybersecurity? Are they committed to business-focused technology solutions? What’s their track record on downtime, and who do they collaborate with?

The ideal IT partner:

• Implements Microsoft 365 using best practices to maximize its benefits for law firms.
• Provides ongoing maintenance, support, monitoring, and evaluation.
• Collaborates on long-term IT strategies tailored to your firm’s goals.
• Prioritizes data security and compliance with state-of-the-art tools.
• Understands the regulatory challenges specific to the legal industry.

Microsoft 365 offers unmatched potential to boost productivity, reduce errors, and protect sensitive data – all while using familiar tools. But implementation isn’t always straightforward, and selecting the right IT partner makes all the difference.

Ready to ensure your law firm is leveraging technology effectively? Download our free IT Comprehensive Checklist to evaluate your IT strategy and find the right partner to guide your success.