A renowned multi-office legal practice based in Houston consistently delivers exceptional service to its clients across various legal domains. However, like many legal firms, this one faced common challenges in managing a growing team, diverse clientele, and complex legal cases.
The challenges included:
These obstacles created time-consuming tasks, repetitive work, and an inability to efficiently track case progress. In this case study, we’ll tell you how a law firm partnered with Unlimited Tech Solutions to eliminate these challenges, automate processes, and increase productivity by 25%.
Before implementing HubSpot, this Houston-based law firm hit barriers that hindered its operational efficiency and ability to scale the business.
“Managing their multi-office operations and diverse case types was a constant struggle for them,” said Stefan Lynton, VP of Operations at Unlimited Tech Solutions.
Let’s dig into some specific instances.
The company's reliance on manual systems like spreadsheets and documents created a web of challenges that ate up operational time, hampered productivity, and impeded growth, leaving room for error to seep in.
These manual systems:
The firm has a multi-office structure and diverse clientele, which made dealing with legal requirements in various jurisdictions challenging. While management tended to the needs of the legal bodies, communication channels, and collaboration networks, other important aspects of the business were left unattended.
Concerns included:
Cases come to this law firm with different issues and in differing stages, leading to a diverse portfolio of clients and case types. That's why the company required a proper system to handle diverse sets of data.
Unlimited Tech Solutions provided a detailed analysis of operations, which included the need for a centralized resource library and automation that would improve workflows, all achieved with HubSpot. Unlimited promised tailored, customized solutions that would drive efficiency and growth for this law firm.
But why did they choose HubSpot? The decision stemmed from several key considerations:
The successful implementation of HubSpot at this law firm involved a collaborative process between the company and Unlimited Tech Solutions. It worked in two phases:
The initial assessment involved a thorough understanding of the firm's specific requirements and challenges. Unlimited Tech Solutions closely collaborated with the firm's key stakeholders to gain deep insights into:
Unlimited Tech Solutions mapped out the existing workflows and processes for various departments, identifying the bottlenecks. Once they assessed the firm's existing data management practices, they pinpointed areas for improvement to ensure centralized access and utilization of resources.
Lastly, they evaluated the integration requirements with existing tools like Google Workspace so that the law firm can easily access, transition, and maximize resources.
It was Unlimited’s job to "understand the firm's specific requirements and translate them into a customized HubSpot solution that perfectly fits their needs," Stefan Lynton said.
This collaborative approach guaranteed that the implemented solution would directly address the company's unique challenges and facilitate a smooth transition.
After the initial assessment, Unlimited Tech Solutions used HubSpot's configuration and customization features to create a solution to cater to the firm's specific needs. This involved internal employee management and sales and intake processes.
This included utilizing HubSpot's task management features, creating custom task lists, assigning tasks to specific individuals, setting due dates, promoting accountability, and streamlining workflows. They even implemented automated workflows triggered by specific events, such as automatically assigning tasks to relevant team members upon case creation. This eliminated manual task allocation and ensured prompt action on critical tasks.
Internal communication was improved through centralized communication features within HubSpot. Team members could easily collaborate with one another using chat functionalities, discussion boards, and document-sharing features, which helped improve information sharing and knowledge transfer.
Unlimited Tech Solutions built comprehensive playbooks within HubSpot to address complexities in handling diverse case types. These playbooks outlined specific steps and essential fields customized to each case type and stage, providing clear guidance for sales representatives and intake staff. This helped with consistent case handling, minimizing errors, and improving client service.
The firm also makes use of a recommendation engine built into HubSpot’s playbooks. It analyzes deal and case-type information and suggests relevant playbooks to sales reps and intake staff, saving them valuable time and ensuring they follow the appropriate procedures for each case.
At the same time, Unlimited Tech Solutions integrated HubSpot with Google Workspace Calendar for proper scheduling. Information entered in the playbooks regarding appointments and meetings automatically populated the calendar. This timely scheduling improved communication with clients.
The implementation of HubSpot at this law firm yielded significant and measurable benefits, transforming their operations and client interactions. The automated workflows and task management features reduced the time spent on manual tasks like data entry, scheduling, and communication, resulting in a 40% decrease in time spent on non-billable activities.
The automated workflow and centralized data management within HubSpot led to a 25% increase in overall team productivity. This allowed the firm to handle more cases efficiently, improving its capacity and profitability.
Take HubSpot to the innovative edge with custom extensions, applications, and other advanced solutions. Connect with a specialist from the Unlimited team here.