TLOMA Today

Welcome to summer weather!!  

During the summer the board will be having strategic planning meetings to discuss the upcoming 2024 year. This sets the stage for the budget that is done in the fall and approved by the Board in either November or December.

I’m looking for volunteers for our Nominating Committee. This committee will help to select the open positions for the Board to review and approve. Please submit your application to me and Joe Mauro by June 16th.

On June 21st, don’t forget to register for our golf tournament at Royal Woodbine Golf Club. It’s a fun day and no experience is necessary and did I mention that there is a Margarita Truck.  Deadline to register is Wednesday, June 14^th.

Coming up on August 15^th, we have another “free” networking event on August 15^th that will be a Jays game at the Rogers Centre.  The game is Blue Jays vs Philadelphia Phillies, and we will have the exclusive use of the WestJet Flight. This is limited to 50 TLOMA members so be sure to register early.

The 2023 conference committee is busy planning the amazing line up of speakers for this year’s event on October 11 to 14.  If you missed it, our opening key note speaker is Michael Cohen who’s going to be talking about how to make our law firms better through the lessons of Ted Lasso. You will also soon see information about booking your transportation to Ottawa by Via Train that will be at a discounted rate and cheaper than flying. The committee has booked a whole train car so expect this to be a fun start to the conference. I already know how I’ll be getting there! Registration information is available here.

In May, we had our Professional Development Event, Effective Leadership in a Hybrid Workplace”  sponsored by Forge Recruitment and CTI Working Environments. A big thank you to Katya Forsyth for organizing our line-up of speakers. In 2021, Katya started a company called CFO Trainer where she is bringing her corporate expertise to the world of training. She is building the next generation of online training for corporate professionals, created by a diverse group of experts.

Link and details to upcoming events:

• June 6, 2013 - TLOMA FACILITIES SIG EVENT - Ready. Reset. Go.
• June 13, 2013 - TLOMA FINANCE SIG - Legal Accounting Software Panel Q&A
• June 21, 2023 – Golf Tournament at Royal Woodbine Golf Club – no experience necessary so come give it a try!
• June 27, 2023 - TLOMA TECHNOLOGY SIG - Generative AI (Chat GPT): What is it, and what does it mean for law firms?

All Aboard!

TLOMA in partnership with sponsor, Vertex, A Pace Technology Company are giving delegates to the TLOMA Conference and Trade Show the opportunity to ride in comfort to Ottawa.

A VIA Business Class car is reserved for TLOMA members on Wednesday Oct 11^th and Saturday October 14^th.

Your return fare will include a meal and drink; bar service onboard, free baggage check on 2 items, access to the VIA lounge prior to boarding and shuttle service to get you to and from the Ottawa VIA station.

This is all available to TLOMA delegates for just $350 return.  Normally this Business Plus fare can be over $626, but delegates will save $276.  It’s cheaper than airfare.

But this is only available to TLOMA Conference delegates.  If you are registered simply go to this link.

TLOMA Train

Haven’t registered yet?   Well, you are in luck because of this amazing offer we’ve decided to extend the early bird registration fee of $889 ($1089 for non-members) to June 30^th.  You can capitalize on the discounted rate and get onboard the train.  Just go to the conference registration page and you can do both.  Train information will be under Transportation.

But act soon as there are just 50 seats available on the VIA Train.

It is imperative that appropriate steps are taken to ensure sensitive data that is no longer required is destroyed securely. A proper data destruction and disposal plan is critical to continue to protect confidential information once retention periods have expired. Equal care and attention should be taken whether you are destroying paper documents or digital files. By implementing best practices for secure data destruction, law firms can protect their clients and their reputation while maintaining compliance with industry standards and regulations.

When engaging an outsource provider to handle your confidential data and documents, it is recommended to ensure the third-party provider follows the policies and practices outlined below to provide piece of mind that the confidentiality of your clients’ sensitive data is appropriately maintained. 

1) Stringent Chain of Custody Protocol

When engaging a third-party partner that will have access to your confidential data and documents, it is critical to evaluate their chain of custody controls to ensure you are provided with a complete and accurate tracking record of your data through your entire project, including the destruction phase. The chain of custody controls should include elements such as:

• Documentation: accurate audit trail of each person who handled the documents and data along with the time and location.
• Secure storage with access control: only authorized personnel should have access to the data or paper records.
• Training: employees with access to the confidential information should receive appropriate training and education on the importance of maintaining the integrity and security of the data.
  
  

Further, the outsource provider should be aware of your specific data retention requirements and destruction should only occur after receipt of written authorization to proceed. You should also receive a certificate of destruction following the destruction event to retain for auditing purposes.

2) Solid Shredding Compliance

In addition to ensuring your third-party provider has extensive experience in secure data destruction and disposal, you will also want to review compliance with industry standards and certifications:

• NAID AAA Rating: NAID^® is the standard-setting body that advocates for best practices in secure data destruction. NAID AAA Certification^® verifies secure data destruction companies’ services’ compliance with all known data protection laws through scheduled and surprise audits by trained, accredited security professionals, fulfilling customers’ regulatory due diligence obligations.
• PCI Compliant: The Payment card industry (PCI) compliance refers to the technical and operational standards that businesses follow to secure and protect credit card data provided by cardholders and transmitted through card processing transactions. For example, all stored cardholder data must be encrypted using industry-accepted algorithms, truncated, tokenized or hashed.
• Public Services and Procurement Canada Protected Level B: Certain outsource providers will also maintain Reliability Status to include Document Safeguarding Capability up to and including Protected Level B, issued by Public Services and Procurement Canada. This level of protection includes paper and digital processing and storage of health information, financial information and other forms of personal information.

3) Adherence to Privacy and Security Standards

In addition to adherence with shredding compliance standards, there are other privacy certifications and compliance standards to consider in order to ensure your outsource provider maintains the utmost care and security when handling your confidential information:

• SOC 2, Type II Audited with HITRUST CSF: This standard requires physical and information security to be regularly tested, validated and audited. HITRUST Common Security Framework (CSF) security certification criteria has been assembled by North America’s largest health care service organization and is one of the most well-respected frameworks of its type.
• PIPEDA and PHIPA Compliant: Compliance with applicable privacy laws, including, for example, the Personal Information Protection and Electronics Documents Act and the Personal Health Information Protection Act is of the utmost importance. Ensure your third-party provider maintains designated privacy officers, written privacy policies and a staff privacy training program.
• Canada Evidence Act Compliant: Your third-party provider should also be compliant with the Canada Evidence Act as it pertains to authentication, best evidence and integrity. This level of compliance includes paper and digital processing and storage of legal, financial and health information.
  
  

Secure data destruction is a critical component of maintaining confidentiality and protecting sensitive information for law firms. The risk of mishandling confidential data can have serious consequences. By ensuring any third party outsource providers follows best practices for secure data and document destruction, law firms can protect their clients and themselves from potential security breaches. Ultimately, a strong commitment to data security and proper data destruction practices can help law firms maintain the trust and confidence of their clients and protect their reputation in the legal community.

Whether you are new to the game or already have some experience, golf can be an intimidating and exciting sport with which to get started. It combines skill, strategy, and precision; however, with the right training and guidance, you can improve your technique and quickly develop a love for the game. Using the tips and tricks below, you should feel more prepared to build a solid foundation and enjoy your golfing experience.

1.  Getting Started: Equipment, Attire, and Terminology

Before you book your first round, make sure to invest in the proper equipment and attire. You don’t need to splurge on top-of-the-line clubs, but having quality gear that will last you a long time is essential. Start out with a set of clubs that are fitted to your height and skill level. In terms of attire, opt for comfortable bottom-wear, a collared shirt, and golf shoes. Golf shoes are preferred over regular running shoes because they have dull spikes that allow for better traction when swinging.

Learning basic golf terminology is also an important step to ensure that you’re not left feeling confused when it comes time to play a round.

Basics of Scoring:

• “Par”: the number of strokes that it should take to complete a hole.
• “Birdie”: one stroke below par.
• “Bogey”: one stroke above par.
• Basics of the Course:
• “Tee box”: where you set up and take your first shot of the hole. There are usually markers here indicating men’s and women’s tees.
• “Fairway”: the hitting area between the tee box and the green.
• The “green”: where the hole for scoring is situated, and where you use your putter.
  
  

2.  Learning the Basics of Grip and Stance

Mastering your grip and stance when setting up for a shot is one of the most important aspects to developing a good foundation. For your grip, there are a few ways to hold the golf club. You can experiment with the overlap and interlocking techniques to find what is most comfortable for you, and make sure you’re lightly gripping the club. If you grip the club too hard, you’ll likely walk away with some blisters. Set up your feet about shoulder-width apart and slightly bend your knees. Align your body so that it is parallel to the golf ball in front of you, and your club face is pointed towards your target.

3.  Developing a Swing

After learning how to properly stand and grip a club, you can now move on to tackling your swing. If you are new to golf, you’ll want to focus on developing a slow and controlled swing rather than going straight for power right away. For more intermediate golfers, developing a pre-shot routine (including visualizing your target, aligning your body, and taking practice swings) could be the piece that elevates your game.

Backswing: Start your swing by rotating your shoulders back and making sure your left arm (for right-handed golfers) is straight with your wrists bent at the top. The club should travel back in a wide arc-like motion while your weight transfers slightly onto your back foot by shifting your hips.

Downswing: When bringing the club down on the ball, continue this arc-like motion, and try to avoid coming down sharply, like an axe. Shift your weight onto your front foot and drive through your hips. A tip for success is to allow the club to brush the grass under the ball as you make contact in order to avoid hitting the ball “thin” (hitting the top of the ball).

Follow-through: Continue to transfer all your weight onto your front foot as the club finishes the arc motion. Lift your head up only after you’ve made contact with the ball (a good tip is to wait until your back shoulder touches your chin as you swing through). To finish off your swing, you’ll want to make sure that your hips and chest are facing your target, and your back foot is turned up on its toes.

4.  Work on Your Short Game

Most people focus on driving off the tee since this is where you get to demonstrate how hard and far you can hit the ball; however, the most important part of golfing is your “short game”. The short game encompasses the last 100-or-so yards of the hole (depending on how long the hole is) where you use your wedges and putter to pitch, chip, and putt. Focus on accuracy and distance control – you’ll want to use a half-swing (or an even shorter swing than this) to put the ball on the green, as close to the hole as possible. Practicing your chipping and putting skills will allow you to recover from difficult situations and potentially lower your score.

5.  Grow a Resilient Mindset

Golf is more of a mental game than a physical game. Work on tuning out distractions and focus all your energy on contacting the ball with the correct technique and accuracy. Golf is a game of recovery – if you hit a bad shot (which is inevitable), think about the next shot in front of you and the corrections you can make to avoid making the same shot again. Golf should be fun, and if you can keep it light-hearted, you’ll likely enjoy the game much more.

Overall, as someone who is new to the game, golf can be challenging and rewarding. Lots of practice and patience will help you improve over time. Having the proper equipment, drilling the basics of your grip, stance, and swing, perfecting your short game, and cultivating a resilient mindset will set you up for success in your journey to becoming a better golfer. Embrace the learning process and remember to enjoy the experience.   

In the backdrop of recent economic uncertainty, law firms face unprecedented challenges that demand innovative approaches. The impact of events like tech layoffs and retail bankruptcy filings places tremendous pressure on the derivative dependencies these businesses have on legal assistance, forcing shifts in practice planning. As a result, there is an increased demand for legal services across various practice areas, including employment law, bankruptcy and restructuring, corporate law and mergers & acquisitions, litigation and dispute resolution, financial and securities law, and real estate law.

To successfully navigate these turbulent times, law firms are harnessing the power of data analytics. By conducting profitability analysis, advanced forecasting, and modeling, firms gain invaluable insights to proactively respond to market shifts, optimize operations within the affected practice areas, and ensure sustainable growth. Data from multiple touchpoints allows law firms to navigate the challenges presented by economic uncertainty while effectively meeting the evolving legal needs of businesses.

Profitability analysis lies at the core of data analytics tools for law firms. By leveraging data from various sources, firms can delve deep into their revenue streams, cost structures, and overall profitability. This analytical approach enables firms to identify areas for improvement, optimize pricing strategies, and make data-driven decisions to enhance their financial performance.

During times of economic turbulence, advanced forecasting and modeling become essential tools for law firms. These techniques leverage historical data, market trends, and other relevant factors to develop accurate forecasts and simulate different scenarios. By doing so, law firms can anticipate potential outcomes, identify risks, and seize emerging opportunities.

Through advanced forecasting and modeling, law firms gain the ability to proactively allocate resources, adjust staffing levels, and optimize their focus on specific practice areas in response to changing market demands. By staying ahead of the curve, firms can effectively mitigate risks and position themselves for continued growth, even amidst economic uncertainties.  Taking this one step further, a strategic partnership between law firms and consultancy firms specialized in legal industry analytics empowers CFOs to make data-driven decisions, efficiently.

Optimizing Decision-making and Resource Allocation:

Leveraging advanced analytics capabilities, CFOs stand to gain a comprehensive understanding of matter profitability, timekeeper profitability, partner compensation, cost transparency, and overall profitability. This enables them to optimize resource allocation, refine pricing strategies, and proactively respond to shifting market demands, fostering efficiency, and maximizing financial performance.

Navigating Uncertainty and Capitalizing on Opportunities:

Economic uncertainties require CFOs to adapt swiftly and accurately to market shifts. By leveraging data analytics and consultancy expertise, CFOs can increase their competitive edge in identifying emerging trends and potential risks in real-time. This increased agility allows them to adjust strategies, refine service offerings, and allocate resources effectively, thus capitalizing on emerging opportunities and mitigating potential threats.

The Value of Consultancy Partnerships:

Introducing consultancy firms specializing in legal industry analytics bring a wealth of industry knowledge and expertise in data analytics and financial modeling to the table. This partnership empowers law firms to develop customized profitability analysis frameworks tailored to their unique needs. Consultancy firms have the ability to enhance CFOs' insights into the financial health of their firms by providing intuitive dashboards and real-time reports. This empowers CFOs to adopt a forward-looking approach with streamlined reporting that encompasses various data touchpoints, including human capital, enterprise resource planning, and financial data. By leveraging this internal information leveraged against external industry benchmarks, a holistic view provided by consultancy firms, help CFOs make informed decisions and navigate their firms towards profitability and strategic advantage.

Conclusion

The strategic guidance provided by consultancy partners, based on data-driven insights, equips law firms with a deeper understanding of complex market dynamics. By harnessing the combined expertise of consultancy firms and leveraging the comprehensive data insights they provide, law firms gain a significant advantage over their competitors, allowing them to not only stay ahead but thrive in today's fiercely competitive environment. This partnership delivers data-driven guidance at low-effort, enabling law firms to develop a profound understanding of the intricate dynamics at play within the market. With these insights, law firms can make informed decisions, anticipate market trends, and proactively position themselves for success. The invaluable strategic guidance derived from a synergy of holistic firm-captured data combined with a consultancy’s expertise in data analytics, equips law firms with the tools and knowledge needed to navigate challenges, identify opportunities, and ultimately achieve sustained growth and excellence in an increasingly competitive environment.

Many of us working at law firms are back at the office full time or are heading back soon.

Throughout the COVID-19 pandemic, water cooler discussions were off the table and communication among employees was too often relegated to Microsoft Teams chats. It’s no wonder we may feel out of practice when it comes to interacting with our colleagues face-to-face on a regular basis.

But manners still matter.

A study on workplace etiquette showed employees who deal with rude co-workers become less engaged at work, less passionate about their workplace and less likely to put extra energy into a project. Another found that bad manners can hurt your career prospects. 

Here are seven simple tips for good office etiquette that may seem obvious, but are worth revisiting as we re-enter the workplace:

1.    Say good morning, hello or how are you at the start of every conversation. This simple habit can go a long way in building team cohesiveness and, more importantly, demonstrates basic consideration for fellow humans!

2.    Small talk matters. Remembering a colleague had an important appointment or fun plans for the weekend and asking how everything went is a nice way to show you care about the people you work with while also building mutual respect and rapport. This will help you build stronger relationships and help your co-workers feel seen and heard.

3.    Do onto others what you would like done onto you. It’s the Golden Rule – the way you conduct yourself and the way you treat your co-workers reflect who you are. You want to leave your colleagues feeling positive, not stressed out or hurt, after they’ve interacted with you.

4.    Keep your workspace neat and tidy. Everyone has their own version of neat and tidy, but in a shared office space situation, err on the side of going overboard. Sanitize your desk and eliminate clutter when you leave at the end of the day. If you find a colleague is consistently messy, don’t leave an anonymous note that might create paranoia. If you’re unsure about addressing it one-on-one with the colleague in a collegial, constructive manner, speak to your supervisor and together as a team you can come up with guidance on keeping workspaces organized and clean. Related: Avoid eating overly fragrant foods at your desk or wearing heavy perfumes or colognes.

5.   Dress appropriately. We’ve all become accustomed to working in our sweats. But that kind of attire isn’t appropriate for the workplace. Review the office dress code and dress professionally. This doesn’t mean a suit and tie or formal business suits all the time. Use your best judgment, especially if you’ll be presenting in front of a client.

6.   Don’t come to work when you’re sick. With COVID strains still circulating and various colds and flus going around, make sure you follow the necessary absence reporting procedures and let your manager know you’re unwell. Workplaces can be breeding grounds for germs, and good etiquette — as well as basic human decency — is to avoid making others sick.

7.    Avoid contentious topics of discussion. Small talk is great, but avoid getting into politics, sexuality, religion or other hot-button and potentially offensive issues at the office. Those types of conversations aren’t appropriate in the workplace. Related: Don’t gossip about your colleagues or share stories about their personal lives. It’s unprofessional.

Now that we’ve revisited the basics of in-person office etiquette, we’re looking forward to seeing everyone back in the office again!

In the preceding article, we set out the many pitfalls law firms can encounter if they don’t rigorously enforce information governance policies in relation to data retention and disposition. The penalties of failure include excess costs; operational inefficiencies; a greater risk of breaching regulatory and/or client specific mandates; and a bigger exposure to cyberattack. To help firms treat these risks, Chris Giles recommends five basic steps for conquering your data problems.

The trouble with data and records is that they’re everywhere, in all types of formats and locations. The trick is not to be overwhelmed by the magnitude of the task of taming data, but rather to approach it in a systematic and methodical way. Hence, we recommend the following five steps:  

1.  Identify and build a committee
2.  Understand what data you have and where it is
3.  Develop a retention and disposition policy
4.  Execute the policy
5.  Get destruction decisions across the line

1/ Building a committee

In order to successfully deliver a data minimization strategy firms need cross-departmental engagement from key stakeholders. A cross-departmental team would commonly consist of heads of departments or practice groups, the CIO, CISO, General Counsel, DPO and, of course, the Director of Information Governance. The committee is the reference point for all subsequent activity ensuring representation and buy-in from across the firm.

2/ Understanding your data

This means first making an inventory of all the locations and systems in which data is held, including less obvious locations like redundant servers that still hold data and haven’t been taken down. It includes ‘shadow IT’ in places outside the boundary of the firm’s sanctioned and provisioned IT infrastructure, such as work on lawyers’ personally owned devices or matter material exchanged using personal email addresses – possibly during the pandemic. And don’t overlook the firm’s other records residing in HR, finance, etc.

Once you know what data is held and where, you should conduct a data mapping exercise to categorize and classify it by document type, file type and data type. Does it contain personally identifiable information (PII), intellectual property or is it confidential or commercially sensitive? Data should also be classified in terms of practice group, department, office, or jurisdiction where these have a bearing on retention and disposition; and client engagement requirements (if any) around retention/disposition.

3/ The policy

A retention and disposition policy sets out the firm’s agreed guidelines for managing the lifecycle of information assets, including when it should be disposed of when no longer needed, and the responsibilities and roles involved in the process. It articulates the commitments the firm is making. It should create understanding, consensus and momentum around data disposition and retention.

Note that firms can be exposed to potential investigation and liability if an agreed policy isn’t enforced or is selectively enforced. So, procedures and controls need to be part of the policy.  The policy should be communicated to all employees, making sure everyone understands their obligations. Procedures will include elements like a secure destruction process for electronic records. A control might be that a periodic policy review takes place every six months.

4/ Execute the schedule

The schedule needs to be straightforward because it’s a question of following everything that has been mandated by the policy.  Notwithstanding, it can feel daunting at first because of the sheer volume of the material. Remember that the journey of a thousand miles begins with one step.

5/ Getting destruction decisions over the line

Reaching destruction decisions can be hard, but don’t lose sight of the objective of minimizing the excess data held by the firm. Help the lawyers who’re going to authorize data destruction by giving them all the information they need to reach a decision. This includes confirming that no fees are outstanding, and the date on which the firm’s criteria for a closed matter have been met. Then follow the preordained destruction procedure. Paper needs to be shredded or pulverized, and electronic files must be overwritten several times to ensure material is deleted beyond retrieval or reconstruction.

Proceed iteratively

When we talk of five steps, it’s not necessary to complete them sequentially. Don’t destroy data until you have a policy in place, but otherwise don’t wait for one step to be completed before the next one starts. Do what you can when you can. But it’s also sensible to prioritize your areas of highest risk.

Finally, know that you don’t need to execute data retention and disposition unaided. Sophisticated software tools, such as iCompli, have been developed to help – for instance by automating how a data retention and disposition policy is systematically applied to mapped data. You should start talking to software vendors early in the process to minimize redundant effort and maximize the efficiency of your data retention and disposition project from day one.

This approach will be explained in greater detail during our ILTA Masterclass; Rome wasn’t built in a day, where we will discuss the five steps that will help you conquer your firms data. To register, click here.   

Canadian Legal Market Shakeup

By Heather Suttie

The Canadian legal market has been shaken and stirred during the first quarter of 2023.

This is mainly due to a couple of U.S.-based law firms expanding into Canada, which is a good sign of positive things to come.

The Border Hoppers

Cozen O’Conner kicked things off in late January and again in early February by announcing an acceleration of its build out in Canada with the addition of a director of Canadian operations followed hotly by four Canadian-based corporate lawyers to its office in Toronto.

Established in 1970, Philadelphia-headquartered Cozen O’Connor is 74th on the AmLaw 100 and 92nd on the Global 200, with more than 825 lawyers located in 30 offices across two continents.

The Toronto office opened in May 2005, followed by offices in Montréal and Vancouver in 2019. However, these locations focused on subrogation.

With more than 30 lawyers now working out of its three Canadian offices, Cozen is aiming to create a full-service corporate law entity by choosing people who are interested in building out the firm

Two of Cozen’s most refreshing and business-oriented features are that it does not pay out 100 per cent of profits to partners every year. It also understands the concept of spending money to make money. As a result, partners are urged to spend the firm’s cash on business development and branding opportunities.

Meanwhile, in March, Mintz Levin cannonballed into the Toronto market and engaged a core quintet of partners to do it. Three came from Torys LLP, a fourth from Dentons, and the fifth from Wilson Sonsini Goodrich & Rosati. 

The Toronto location will add a Canadian dimension to Mintz’s life sciences practice and expand its private equity, capital markets, and pensions and employment practices.

It’s fair to expect that the build-out will be rapid. Publicly, Mintz says it expects to be at 25 lawyers by spring. Headcount could be much higher by mid-year provided the very right types of talent come through the door.

No law firm makes entrances into new markets by throwing caution to the wind. And Mintz isn’t. Known for a culture that is entrepreneurial, collaborative, nimble and forward thinking, it is executing on a precise legal market strategy while employing decisive tactics and a focused vision for targeted growth.

Founded in 1933, Boston-based Mintz, Levin, Cohn, Ferris, Glovsky and Popeo has offices in Los Angeles, New York, San Diego, San Francisco and Washington, D.C., and plans to launch a Miami office by mid-fall.

Canadian Players in the Global Legal Market

News of legal services entrants from the U.S. and elsewhere sometimes has a tendency to be met with smiles through gritted teeth and sniffs through upturned noses.

Perhaps it’s time for a reality check since this has happened many times before. Let’s look at a small sampling:

Global behemoth Baker McKenzie opened its sole Canadian office in Toronto over 60 years ago. It now has 77 offices in 46 countries.

U.K-based Norton Rose took the back route into the U.S. by combining with Canadian firms first, most likely due to Canada being a Commonwealth country with a similar legal system and therefore an easier point of entry into the North American market.

Norton Rose’s combination in 2010 with Ogilvy Renault LLP was followed that same year by bringing western Canada’s Macleod Dixon LLP into the fold. Full disclosure: I provided strategy and execution on high profile, multi-year advertising campaigns in Canada and the U.S. that built brand awareness for these mergers, which resulted, at the time, in the #1 law firm brand in Canada.

While the Canadian tie-ups enabled a market presence north of the 49^th parallel, Norton Rose crossed the border in 2013 to merge with Fulbright & Jaworski LLP. Now named Norton Rose Fulbright, it acquired British Columbia-based Bull, Housser & Tupper LLP in 2017.

The 2013 merging of Canada’s Fraser Milner Casgrain LLP with SNR Denton Group and Salans LLP created Dentons that has gone on to become one of the largest law firms in the world.

DLA Piper established a Canadian base in 2015 by inhaling Vancouver-based Davis LLP followed by a 2016 intake of intellectual property firm, Dimock Stratton LLP.  

In these four instances – along with others before and since – the legal market was reinvigorated. And while some may have lost sleep during these shake-ups, the outcomes have been positive.

This is because an influx of legal service providers of all stripes and types entering the Canadian market is good news. Fresh blood and different perspectives stimulate market growth. Reenergized competition provides new opportunities for collaboration between clients, law firms, and legal services companies while also enabling greater movement of talent.

Shake Shack

In other first quarter developments – as if the additions at Cozen and of Mintz aren’t exciting enough – the really big news is that U.S.-based Shake Shack is coming to Canada.

Milkshakes, burgers and all that goes with them will be available starting in Toronto in 2024. With prime real estate available in the downtown core, it’s a good bet that Shake Shack will open in the Bay street financial canyon, ground zero for head-offices of many of Canada’s homegrown and foreign-based national and global law firms. When open, it will join other U.S. fast food brands, such as Five Guys, Wahlburgers and Chick-fil-A that have flocked north.

What does Shake Shack’s impending arrival have to do with legal markets? Nothing. But that it was a big enough story to land on page six of The Globe and Mail that deems itself Canada’s national newspaper says a couple of things: 1) Business is global, and 2) It was a slow news day in Canada.

Business Ebb and Flow

Still, the point is that the legal market, like many other industries and services is global in nature, and its formerly rigid structure is relaxing to include different service providers and players.

As a result, it’s reasonable to expect new entrants will come and also go.

So while noses of some members of the legal services industry might have been put out of joint by news of non-Canadian law entities expanding into the national marketplace, shakeups are positive news. The reality is that new additions are a sign of healthy economic investment, need to be taken in stride, and welcomed with business-as-usual optimism.

Is your firm looking to streamline its communications, automate administrative tasks, enhance research, improve document drafting, and provide 24/7 client assistance? ChatGPT has the capabilities to assist you in all these areas, providing law firms with the potential to accomplish more with less time and fewer resources. This fascinating tool and its innovative technology have sparked curiosity worldwide for its phenomenal capabilities in generating human-like text and assisting with various everyday administrative tasks.

While there is limited data on the current use of ChatGPT, specifically in law firms, there are some statistics that shed light on the broader use of artificial intelligence (AI) in the legal industry.

Here are interesting examples that we thought you might find interesting:

• According to the American Bar Association in 2020, 10% of law firms were currently using AI tools, and 26% plan to implement AI over the next three years.
• A report by Deloitte found that 26% of legal departments are currently using AI-powered document review tools, and 20% are using AI to automate contract review and analysis.
• A study by McKinsey & Company estimated that up to 22% of a lawyer's job can be automated using ChatGPT.
• Another report by Thomson Reuters found that 68% of legal professionals believe that AI will have a significant impact on the legal industry in the next few years.
  
  

These statistics identify that many law firms are finding ways to leverage ChatGPT for many everyday activities such as creating new content, research, automating client intake and even communicating with clients. Here is an example of ChatGPT generating content based on an example we tried.

We wrote this prompt into ChatGPT and asked it to “Create an article on ChatGPT for Law Firms.”

This is what it created:

As technology continues to evolve at an unprecedented pace, law firms must adapt and stay ahead of the curve. One of the latest advancements in artificial intelligence (AI) is ChatGPT, a large language model that can assist law firms in a variety of ways. In this article, we will explore the benefits of ChatGPT for law firms and how it can streamline your operations.

What is ChatGPT?

ChatGPT, also known as the Generative Pre-trained Transformer 3, is a type of AI that is trained to generate human-like text based on the input it receives. It is built on a machine-learning model that can generate responses to questions or prompts with a high degree of accuracy. ChatGPT has a wide range of applications and can be used to automate a variety of tasks.

How ChatGPT can benefit law firms

1.  Improve client communication

ChatGPT can be integrated into a law firm’s website or chatbot to improve client communication. It can provide answers to common questions, such as office hours or how to book a consultation, without the need for a human operator. This allows law firms to provide round-the-clock support and improve the overall client experience.

2.  Streamline document review

ChatGPT can also be used to streamline document review. It can analyze legal documents and provide suggestions for improvements or changes. This can save time and improve accuracy, as ChatGPT can quickly identify potential issues that a human reviewer may miss.

3.  Enhance legal research

Legal research is an essential aspect of any law firm’s operations, but it can be time-consuming and labour intensive. ChatGPT can assist with legal research by instantly searching through vast amounts of legal data and providing relevant results. This can save valuable time and resources, allowing lawyers to focus on other aspects of their work.

4.  Automate administrative tasks

ChatGPT can also be used to automate administrative tasks, such as scheduling appointments or sending reminders. This can free up time for the law firm staff and improve efficiency.

5.  Improve accuracy and reduce errors

One of the most significant benefits of ChatGPT is its ability to improve accuracy and reduce errors. It can analyze data and provide insights that may not be immediately apparent to human operators. This can help law firms avoid costly mistakes and improve the overall quality of their work.

Impressive right?

As you can see for yourself, law firms and other businesses can certainly benefit from the use of ChatGPT. This innovative technology has the potential to revolutionize how law firms communicate with their clients, streamline document review, enhance research, automate administrative tasks, improve accuracy, and reduce errors!

By leveraging the power of ChatGPT, your firm can free up valuable time and resources, allowing you to focus on what matters most - providing high-quality legal services to your clients.

Concerns for Law Firms Using ChatGPT

As demonstrated, ChatGPT can be extremely resourceful in law firms, however, it still requires careful consideration due to concerns surrounding accuracy, privacy, ethical implications, client interaction, and regulatory compliance. While ChatGPT can provide valuable insights, its responses may not always be completely accurate, dependable or up to date, emphasizing the importance of lawyers verifying the information provided by the AI model. Secondly, safeguarding client confidentiality and privacy is paramount, and law firms must implement robust security measures to protect sensitive data and ensure compliance with privacy regulations. Thirdly, ethical considerations arise from the potential biases or discriminatory outcomes associated with AI models, necessitating vigilance in monitoring, and addressing any biases in the AI model's responses. Furthermore, ChatGPT's limitations in understanding complex legal nuances, case-specific details, and contextual information should be considered and lawyers should exercise ample caution when relying solely on AI-generated responses. Human interaction plays a crucial role in building trust with clients, and law firms must carefully consider how using it impacts client communication to ensure clients feel supported and valued throughout the legal process. By addressing these concerns and implementing appropriate measures, law firms can harness the potential benefits of ChatGPT while minimizing risks and ensuring the delivery of high-quality legal services to clients.

ChatGPT Resources

We recently held a webinar on May 26^th, “ChatGPT For Law Firms” which gave a high-level view of some of the fascinating ways that your firm can leverage this tool, and you can access the recording here: https://www.pacetechnical.com/resources/webinar/chatgpt-for-law-firms We also created a ChatGPT Cheat sheet for everyday use: Chat GPT

So, if you are a law firm looking to stay ahead of the curve and improve your operations, we highly recommend exploring its potential . If you have any questions or would like more resources on how you can start using ChatGPT at your firm today, contact Tyler Sanders, Email:tsanders@pacetechnical.com or visit www.pacetechnical.com.

In November 2013, I wrote an article titled "The Silver Lining Behind the Dark Side of Cloud Computing". The article discussed the introduction of cloud-based practice management software in the legal accounting industry. The advantages of cloud computing, such as convenience, and the benefits of ample storage and easy backup options were highlighted in the article. It also, however, acknowledged the legal community’s concerns with working in the cloud. Concerns included internet reliability, data security, and compliance with lawyers’ professional and ethical responsibilities.

Back in 2013, the term "cloud computing" was mostly a buzzword in the legal tech industry. Fast forward 10 years, and the industry has witnessed the adoption of cloud-based solutions by law firms all over. Today, the legal industry (like everywhere else) is experiencing an accelerated tech infusion. Thanks to the pandemic, the adoption of cloud-based solutions in the legal industry accelerated. The recent introduction of the artificial intelligence chatbot will likely contribute to this trend in a significant way.

When it comes to the future of the legal accounting tech industry, here are 5 trends to look out for.

1.  Artificial Intelligence (AI): AI can be integrated into law firm practice management software, allowing it to predict, solve, and compute routine and complex tasks. As a result, this can improve efficiency, accuracy, and productivity.

2.  Advanced Analytics and Reporting: The capabilities of analytics and reporting provide insights into firm performance, financials, and productivity. As a result, they can help law firms track key metrics, identify trends, and therefore make data-driven decisions.

3.  Automation: Automation involves using software to program repetitive, rule-based tasks such as data entry. It’s like having a digital assistant that takes care of assigned tasks for you!

4.  Time and Billing Automation: This specific type of automation allows firms to automatically track billable hours, generate invoices, and streamline the overall billing process.

5.  Enhanced Client Portals: Client portals are becoming more prevalent, enabling law firms to securely communicate and collaborate with clients. This feature can include messaging, document sharing, and client intake forms.

The trends discussed in this article are just a few examples of how technology is transforming the legal accounting industry. As new technologies continue to emerge and existing technologies mature, law firms should remain flexible and adaptable. The legal accounting tech industry has come a long way in its adoption of cloud computing over the past decade. As demand continues to grow, we can expect to see more user adoption in this space, more competition, and constant innovation.

NEXT ISSUE:

While cloud-based solutions have become increasingly popular in the legal industry, they may not be the right fit for every firm’s situation. In my next article titled “Should I Stay with My Legacy Software?”, by examining any potential drawbacks, we explore the reasons why some law firms may choose to stick with their desktop-based software. Stay tuned for the upcoming article.

MORE:

CosmoLex Becomes Exclusive Preferred Practice Management Software Partner of the Canadian Bar Association: https://finance.yahoo.com/news/cosmolex-becomes-exclusive-preferred-practice-135700383.html?guccounter=1

We normally focus on technology topics in these articles, but I recently attended a very helpful and affirming talk on time management.

I (Gilleen) am stepping in for this month’s article to write about something many of us have in common at work. And that is the overwhelm of the day-to-day.

The need to stay organized in an increasingly “loud,” demanding, and blurry work world. Finding our focused space so we can get our priority work done. All while fighting our natural tendency to procrastinate.

In her talk for the Women’s Network cocktail series, Ann Gomez had us laughing while sharing some hard truths about who’s really our worst enemy here: ourselves.

“We are the top source of interruptions we face,” she tells me. “The more we try to do, the less we accomplish. Too many priorities is worse than having no priorities at all.”

Of course, many of us are juggling priorities delivered to us by our leaders, and we may not feel like we have a say.

Ann acknowledged that it’s a difficult dance, but that we can train our colleagues to communicate and work with us in a focused way. For instance, if you value a lunchtime walk to clear your head, prioritize that focused walk time by consistently providing alternate meeting times. If they can, your team will learn to work with your schedule.

Think about it: we must put up work boundaries to protect our time and focus on one or two main priorities. Colleagues will rarely do that for us. Ann reminded us that as time ticks on, our work and home lives usually only become busier, and more complicated.

Ann says, embrace imperfection. “We can't get everything done. But we can focus on the right work, at the right time with the right mindset.”

As a die-hard multi-tasker myself, I’m not sure about throwing out all my work habits, scattered or not. But Ann has reminded me how much we can get done when we put away distractions and focus, even for short amounts of time.

Where to start? Ann’s advice: “Simply blocking one hour for your own uninterrupted work can make a profound difference in your day.”

How refreshing is that? I know that when I block out time and focus on tasks such as writing this article, I feel much more in control of my mind and my time.

To read more about practical time management tips in a chaotic work world, check out Ann Gomez’s website and book: Workday Warrior: A Proven Path to Reclaiming Your Time.

Name of Organization / Company. – CN Tower

1.  Expertise & Growth – Private events and fine dining.

2.  Service Overview – Event venue and restaurant with a view over Toronto!

3.  What has been your partnership experience with TLOMA over the years? – Excellent! A very supportive team and amazing members!

4.  Favorite TLOMA memory? – Last year’s conference at White Oakes! What a fun group!

5.  Where was the last place you vacationed? Aruba!!

6.  What is the name of your favorite restaurant? St. Lawrence in Vancouver! I’ve eaten there many times and it’s always AMAZING!!

7.  Name one thing you can't live without. Red wine!

8.  What are some of your pet peeves? I can’t stand it when Caesar salad is misspelled on menus! Its Caesar not Ceasar!!!!

9.  You have been gifted with $10,000 .... the only catch is you have to spend it all within 24 hours... you can't use it to pay bills. What does your 24 hours spending spree include? I would book (and pay in advance!) a BIG vacation and take family and friends out for a big expensive meal!

Thank you for Dexco, GhostPractice Inc. and Soluno for participating in TLOMA Today's Business Partner Spotlight.

Dexco Corporation: Mariella Amoros, CEO

Service Overview – Established in 1978 – Software Solutions for Law Firms;  Professional services provided in house including full historical conversion services, Project Management, deployment, Help-desk and support.

1.  How many years have you been a Business Partner of TLOMA? Since 1994

2.  What has been your partnership experience with TLOMA over the years? Silver Partner at the Trade Show, event sponsorship in the past.

3.  Favorite TLOMA memory?  White Oaks trade conference. Fantastic event.

4.  Where was the last place you vacationed?  London.

5.  What is your favorite book?  Little Women - by Louisa May.

6.  What is your favorite comfort food? Grill Cheese Sandwich.

7.  What are your favorite hobbies? Ballroom dancing, skiing, walking.

8.  Name one thing you can't live without? Coffee.

9.  If you could have a 60-minute conversation with anyone (fictional, famous, not famous, etc.) – who would you choose? My father.

10.  You have been gifted with $10,000 .... the only catch is you have to spend it all within 24 hours... you can't use it to pay bills. What does your 24 hours spending spree include? Travel.

Ghostpractice Inc. – Darren Braun, Sr. Product Consultant

Nearly 40 years dedicated to Legal Practice Management and document generation. All practice areas and sectors.

Service Overview – 100% inclusive pricing model. Installations, upgrades, data conversion, training, and support. On premise SQL database can be hosted or kept “in house”.

1.  How many years have you been a Business Partner of TLOMA?  Over 10 years.

2.  What has been your partnership experience with TLOMA over the years?  Fantastic opportunity to meet with decision makers and trend setters.

3.  Favorite TLOMA memory?  First conference post co-vid lockdowns. Was great to get back together again!

4.  What is your favorite book?  Ciderhouse Rules

5.  What is your favorite artist/band you got to see live in concert?  Tragically Hip

6.  What is your favorite sports team? Toronto Raptors

7.  Name one thing you can't live without.  Coffee!

8.  What are some of your pet peeves?  Downtown Toronto sidewalks during tourist season!

9.  You have been gifted with $10,000 .... the only catch is you have to spend it all within 24 hours... you can't use it to pay bills. What does your 24 hours spending spree include?  100% buying groceries and donating them all to the food bank.

Soluno – Marla Currie, Senior Account Executive

Service Overview – Soluno is a comprehensive cloud-first legal time, billing and accounting solution in North America. Soluno makes legal billing and accounting easy so firms can get back to helping clients and growing their business.

1.  How many years have you been a Business Partner of TLOMA? 5 years

2.  What has been your partnership experience with TLOMA over the years? TLOMA has always been a great business partner to work with. We find it is a tight-knit community that we are happy to support.

3.  Favorite TLOMA memory?  It has been and always will be the Annual TLOMA conference where we can engage with customers, friends and industry colleagues.

4.  Where was the last place you vacationed?  The last place that I went on vacation was Paris. I won the Circle of Excellence at Soluno, and it was epic!

5.  What is your favorite lunch spot during the workweek? I’m a big What a Bagel fan. They have the best Greek Salad.

6.  What is the name of your favorite restaurant? There is a small Italian restaurant by Vaughan Mills called 255. Great service and amazing food.

7.  What is your favorite movie? Lord of the Rings

8.  What was the last movie you saw? Guardians of the Galaxy with my 10 year old who is obsessed with Marvel.