WWW.SMOKEBALL.COM WWW.SMOKEBALL.COM DOCUMENT AUTOMATION WHAT IS IT? DO I NEED IT? HOW WILL IT HELP ME?
Document Automation for Everyday Efficiency
Jul 28, 2015
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WWW.SMOKEBALL.COMWWW.SMOKEBALL.COM
DOCUMENT
AUTOMATION
WHAT IS IT?
DO I NEED IT?
HOW WILL IT HELP ME?
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Chelsey LambertVice President, Clients and Communication
Co-Chair, ABA GP Solo, Technology Green Team
312-667-1768 office
847-702-2774 cell
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DOCUMENT AUTOMATION FOR
EVERYDAY EFFICIENCY An overview presentation on the concept of Document Automation, and its uses
in a small consumer law practice. From simple client intake on an iPad, to full
scale document preparation for transactional work, employing document
automation technology can catapult productivity and give you back some time
to breathe. In this session we will cover the document automation solutions
available to you, and how they can be applied to different areas of your practice.
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USED FOR EFFICIENCY & ACCURACY
• Standardizes Intake
• Court forms
• Standard documents
• Correspondence
• Documents that require calculations
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TODAY’S SESSION
1. Document assembly v document automation
– Same thing?
2. What are the benefits of automation
3. What type of documents can I automate
4. Available Tools
5. Demonstrations
6. Questions / Contact me
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WHAT IS DOCUMENT ASSEMBLY?
Document Assembly involves creating
documents in a “stitch by stitch”
approach based on answers to
questions asked of you before or whilst
assembling the document. You include
or exclude entire clauses or paragraphs
as you construct the document.
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USED FOR
• Complex Documents
• Custom Work Product
• Large Firms
• Volume Filings
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DOCUMENT ASSEMBLY COSTS
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DOCUMENT ASSEMBLY PROVIDERS
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WHAT IS DOCUMENT AUTOMATION?
Document automation is the
powerful concept of entering data
once, and utilising that data many
times in many documents, saving
time and increasing efficiency in the
document production process.
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SIMPLE MOBILE INTAKE PROVIDERS
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Form Connectionshttp://www.formconnections.com/
The Form Toolhttp://www.theformtool.com/
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WHAT IS DOCUMENT AUTOMATION?
There are three key steps to successful document automation:
1. Microsoft word documents are pre-configured with merge fields inserted into the appropriate places in the document where data is usually typed.
2. Data entered once into a database customized to the matter you are working in, including all relevant contacts, and other relevant matter information.
3. The combination of the (1) and (2) above, allows for the population of merge fields over and over again throughout many documents
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WHAT IS DOCUMENT AUTOMATION?
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EFFICIENCY = PRODUCTIVITY = PROFIT
For a small law firms to be profitable
they must be efficient.
Without continually increasing
charge rates, the only viable
approach to improving the bottom
line is to increase productivity.
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BENEFITS OF DOCUMENT AUTOMATION
1. Huge time saving – Less proof reading, copy & paste, and typing
2. Reduce errors - reduce the risks associated with human error
3. Document Integrity - consistent styles, clean templates, and a stable, reliable way of producing work
4. Ensure forms are up to date - all staff use the up to date version of the same form
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WHAT TYPE OF DOCUMENTS CAN I AUTOMATE?
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EXAMPLE
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HOW MANY?
• Client & Other Side’s details – estimated entry into these
10 Documents…..
38 Times
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ANOTHER EXAMPLE
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HOW MANY?
• Client & Other Side’s details – estimated entry into these
10 Documents…..
29 Times
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INVEST IN ORGANIZATION – THE DIGITAL FILE
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BUSINESS IMPACTS
• Better client service
• Increased employee utilization
• Quality control
• Higher profit Margins
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DOCUMENT AUTOMATION PROVIDERS
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DOCUMENT ASSEMBLY
DEMONSTRATION
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Q & A
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Chelsey LambertVice President, Clients and Communication
Co-Chair, ABA GP Solo, Technology Green Team
312-667-1768 office
847-702-2774 cell
@ChelseyLambert
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