Managed IT services, a vital part of back office management for law firms, are the foundation to enhancing your firm’s operational efficiency and the best way to stay alive in the competitive market.

From securing client data to streamlining every day operation, managed IT services for law firms are meant to empower legal experts to excel in their field of work. 

In this blog, we will touch down on the following:

1. Define Managed IT Services for Law Firms
2. The Ultimate Guide For Integrating Managed IT Services
3. Tools You Need To Know About As An IT Vendor
4. You Need A Dedicated Law Firm IT Support, Why?
5. Choosing The Right Service Provider

Define Managed IT Services for Law Firms

The digital is transforming quite rapidly, this could get overwhelming without leveraging Information Technology (IT).

Managed IT services for a law firm incorporates the effective implementation, support, and maintenance of high-priority computer systems and software. This effort enables law firms to maintain their daily operations seamlessly. 

However, calculating all the costs related to hiring an in-house IT staff, countless firms are considering outsourcing managed IT services.   

Cybercrimes have been spiking and by 2030 is said to cost the world $10.5 trillion annually. A stable and secure IT is needed now more than ever! 

The Ultimate Guide For Integrating Managed IT Services

STEP1: Initial Assessment

The foremost step is to perform an in depth review of your firm’s existing IT infrastructure, policies, and server setup. 

This assessment is mandatory to identify areas which require improvement. This will enable the Managed IT provider to grasp exactly what the firm needs. 

STEP2:  Develop a Strategy

Now, the service provider has collected the information required to capture the overall stance of the firm. Next, it’s time to establish a strategic IT plan that will optimize and make up for the leggings in the firm.  

Create a roadmap using a legal project management software to portray a detailed implementation process, including timelines for server transition.

SERVER TRANSITION STRATEGIES
Cloud-Hosting Solutions	Server Elimination Plan
As a firm, if you are using on-site servers, it’s about time you think about shifting to a cloud-hosting platform. You not only will have remote access but also enhanced security measures and reduced physical server maintenance.	The other option – plan this out with your managed IT provider to discontinue local servers.But first, evaluate software needs, choose a cloud-based replacement, and cautiously manage the transfer process to a serverless environment.

STEP3: Customize Solutions

Sit down with your provider and create a strategic IT plan that lines up with your firm’s business goals. 

The plan should set forth the implementation process in detail including timelines for server transitions. 

STEP4: Transition and Onboarding

You have to cautiously manage the onboarding process so that future disruptions can be minimized or completely avoided. 

The process consists of setting up new systems such as legal workflow automation software. It also includes data transfer from servers to cloud and integrating existing technology with new IT solutions.

STEP5: Staff Training and Support

Training for everyone on the team is mandatory. They need to be well-informed on the new cloud-based systems and any changes in IT processes.

24/7 support should be on standby to answer any queries or problems that one might face during or post-transition.

STEP6: Taking Security Measures

Implementing strong security protocols is important, and it must be done during the server transition and especially during legal billing services.

These protocols include firewalls, end-to-end encryption, and multi-factor authentication. The best way to protect your firm’s data when the data is being moved from one place to another. 

STEP7: Monitor and Maintain

Now that your Managed IT services and new server solutions are running, it is best to keep monitoring the IT infrastructure. 

Regular maintenance helps avoid downtime and boosts operational efficiency of cloud based systems. 

STEP8: Reviews and Adjustments

Maintain a timetable with set dates for check-ins with the Management IT provider to inspect the performance of the IT services. 

STEP9: Feedback and Improvement

Without feedback, the Managed IT provider cannot guarantee that the services are meeting the firm’s needs and encouraging improvement. Thus, establish a feedback loop. 

6 Tools You Need To Know About As An IT Vendor

1. SolarWinds Service Desk

Overview

This tool simplifies incident reporting and request tracking. It also seamlessly integrates with various well-known IT tools and platforms, reassuring users that their IT ecosystem will remain connected and efficient. 

With its robust reporting and analytics tools, IT operations can run smoothly. Easily monitor key performance indicators and identify areas of improvement. This enables users to improve service quality and service level management continually. 

Key Features

• Knowledge Base: SolarWinds Service Desk facilitates the IT team with access to sensitive information swiftly. 
• Change Management: This keeps a documentation of the modifications, reviews them and ensures that they are implemented seamlessly. Overall, minimizing potential disruptions.   
• Asset Management: This allows you to maintain accurate inventory of hardware and software assets.
• SLA Management: Defines, monitors, and reports SLAs effortlessly.  
• Mobile Accessibility: This feature will allow the managed IT service team to have access to all data from anywhere at any time.  

Rating: 4.3/5

2. ServiceNow IT Service Management

Overview

Offers features from incident and change management to asset tracking,automation, and robust reporting. The best holistic solution to streamline your Managed IT services.

Key Features

• Efficient Incident Management: Provides a centralized platform to store all necessary data. Users can assign tasks, set a priority list and ensure swift resolution to any incident reporting. 
• Robust Change Management: From planning to implementing changes, users have a seamless experience with minimal disruptions.  
• Service Catalog and Self-service Portal: End-users can independently request IT services and solutions. Moreover, the service catalog can be tailor to align to your unique needs, encouraging efficiency and user satisfaction.   
• Robust Reporting & Analytics: Provides insights into IT performance. Best tool to make data-driven decisions.  
• Patch Management: the IT team can schedule and automate patch deployments. This reduces the vulnerability and enhances security.  

Rating: 4.3/5

3. ZuriZluri

Overview

Zluri is an access request management solution that helps reduce manual workloads and makes certain that there is timely access to resources.

This tool allows seamless collaboration with different platforms which in return keeps the communication channels open and transparent.  

Key Features

• Employee App Catalog: Boosts productivity and role effectiveness by giving swift access to necessary applications. 
• Streamlined and Customizable Approval Process: offers a streamlined approval process to replace ticket-based approvals. 
• Seamless Integration with Slack:  This integration automatically notify approvers of pending requests, increasing productivity and boosts response times.  
• Override Stalled Requests: Overrides stalled requests, ensures uninterrupted access provisioning and prevents delays caused by unforeseen circumstances.     

Rating: 4.6/5

4. TOPdesk

Overview

Suitable for medium and large enterprises. This tool can seamlessly integrate multiple support processes into one, making collaboration easier and empowering customer experience. 

Key Features

• Incident Management: Helps you keep track, prioritize, and resolve IT issues. As such ensures timely resolutions and minimizes downtime. 
• Service Request Management: you can efficiently assign and track IT assistance requests.   
• Change Management: enables you to assess, approve, and implement changes smoothly. All this while mitigating risks to your infrastructure. 
• Asset Management: You can easily catalog, track, and maintain all hardware and software assets. Reduces unnecessary costs and ensures compliance.   
• Knowledge Management: the power of knowledge sharing will help your team resolve issues faster and promote self-help among end-users.  
• Reporting and Analytics: Make data-driven decisions with TOPdesk as it allows you to identify areas that need improvement. 
• SLA Management: this platform helps you monitor response and resolution times. It also helps address potential breaches to maintain high service standards.  

Rating: 4.2/5

5. TeamDynamix

Overview

This is a no-code platform that can easily expand to marketing, HR, and other areas. It improves Managed IT service delivery with support for ITIL, driving better business outcomes.

Key Features

• Unified Service Desk: Reduces the complexity of managing various IT processes. 
• Service Catalog: Streamlines the request process and makes certain that IT resources are allocated efficiently.   
• IT Asset Management: OPtimizes asset utilization and helps with software license management. This saves you costs and checks on compliance with licensing agreements.  
• Incident and Problem Management: Has proactive monitoring capabilities. Facilitates quick response and resolve issues respectively.  
• Self-Service Portal:  This feature reduces workload of IT staff and enhances user satisfaction. 
• ITIL Framework Support: Helps you implement industry standard processes and workflows. 

Rating: 4.4/5 

6. Zendesk Suite

Overview

Zendesk ITSM seamlessly integrates with various third party tools. This flexibility can keep users reassured about Zendesk seamlessly existing in their existing IT systems. 

Key Features

• Ticket System for Efficient Issue Handling: Allows you to access all types of data from one safe and accessible place.  
• Automation and Workflow Customization: Enables you to create custom workflows, saving you time and ensuring that each request is dealt with high priority.  
• Multichannel Support: Makes sure no request goes unnoticed, no matter where it’s coming from. 
• SLA Management: Defines and tracks SLAs for different ticket types. As a result, response and resolution times are met consistently.   
• Mobile Accessibility: gives you access to Managed IT service operations from anywhere at any time.  

Rating: 4.4/5

You Need A Dedicated Law Firm IT Support, Why?

The modern digital upgrades have proved that IT plays a vital role in setting up secure remote access.This ensures that legal experts can work seamlessly from any location at any time. Helping you to stay in sync with the ever-evolving trends.

Adding to that, a law firm’s runs on maintaining clear communication and successful collaboration  between legal professionals and clients and within departments. A managed IT service helps with assembling secure communication systems.

An IT partner does more than just fix your wifi connection. They enhance a firm’s productivity and upgrade your digital devices as your firm grows. Moreover, they protect your systems from security breaches.

They make your technological investment worth it. Furthermore, outsourcing a dedicated managed IT service team is profitable in the long-run, eliminating the need for in-house IT staff and more costly resources that come with it.    

Specific IT Needs of A Small/Medium Law Firm + Large

The common IT needs for all types of firms are Cloud computing, Cybersecurity measures, Communication and collaboration tools, Employee Training, IT support and Business-specific applications.

Here are some specific IT needs in regards to the size of the law firm.

	IT Needs
Small/Medium Law Firm	Basic Hardware and Software: 1. Desktop/Laptops 2. Reliable Network Infrastructures 3. Operating Systems 4. Standard Office Productivity System (Microsoft Office)  5. Email System
Large Law Firm	Hardware: 1. Computers 2. Printers 3. Monitors 4. Network Routers 5. Shredders
	Software: 1. Document Management Software 2. Task Management software 3. Time-tracking software 4. Automated billing and invoicing software 5. Legal Accounting software
	IT Specialists
	Managed IT services

Outsourced vs In-House Law Firm IT Support

Decades ago, for IT support, hiring an in-house team of IT experts was the best option. Despite being not so budget friendly for smaller law firms, it was accepted by larger firms. No worries, we have better options for small law firms.

Managed service providers (MSPs), similar to a legal process outsourcing, are third party groups that deliver IT support to firms. 

Initially, they would manage the firm’s on-premises servers remotely and provide IT help desk services. However, on-premises IT infrastructure requires hands-on administration, as a result MSPs may provide in-person service when needed or on a regular schedule. 

Here are some of the benefits of choosing an MSP over the traditional way of doing things.

• Cost-saving: You would need to spend time hiring and training IT experts individually for your firm.  

• Easier Access: this outsourcing partner offers experts with various specializations. This being said, you will get access to qualified support, regardless of your tech needs.    

• Fast Response: MSPs are exclusive for your IT needs thus this boosts response times when any problem occurs.   

• Single Point of Contact: If any issues arise, you or your team will know who to call. The MSP will take care of the rest so you can get black to focusing on your work.  

• Improved Cybersecurity: you benefit from enhanced cybersecurity measures and the best infrastructure when you hand over your security responsibilities to a trusted MSP.                                                  

Choosing The Right Service Provider

1.Search for Legal-Centric IT Support

Working with sensitive, confidential client data requires you to take tougher security measures than usual. You can use law-specific solutions because your technology must comply with ABA standards and other regulations.

That’s only one piece of the cake. The right IT support will understand all the client’s needs and demands.

Look out for a firm that has a good amount of experience in working with many law firms and chooses to do so exclusively. 

2.Experience and Services

When searching for the right Managed IT service provider, you need to first list down the potential vendors. Then call them up to understand the services they are providing and what they can offer your firm. 

Make sure to bombard them with questions, clearing out all doubts is important for you to understand a vendor’s capabilities and offerings. For instance:

1. What is their response time after submitting a ticket?
2. Do they offer an uptime guarantee?
3. Are they familiar with the specific legal software that your firm is using?
4. How often will they communicate with your firm?
5. How do you handle customer support and troubleshooting? What’s the process?
6. What security measures will they put in place to protect your firm’s data and systems?
7. What is the most difficult situation they have had to deal with and how did they deal with it?
8. What is the payment structure? When do they expect the payment to be done and dusted with?

The question can be an ongoing list but it is important that you have a full understanding of them.

3. Evaluate Vendors’ Service Level Agreement (SLA)

A Service Level Agreement (SLA) sketches down what you can expect from your vendor.

It records what both parties are expecting from each other and also the consequences if the requirements are not met. It’s a legal document with intricate details and you need to thoroughly review each vendor you want to introduce to your firm.

Make final checks of your SLA before moving forward. It is important to understand every detail on that agreement, from your service limits to the consequences, no one point can be missed. 

Based on this agreement your work-relationship with me is structured.   

4. Discuss Payment Plans in Detail

Next stage of getting to know your Managed IT service provider is getting to know their cost structure. You need to get accustomed to what is included, what’s not, and the additional fees that you may get charged.

MSPs usually follow a subscription methoday of paying (monthly). Some MSPs might require a monthly fee per user.

The monthly payment depends on your needs and the size of your firm.

Before finalizing payments, make sure to meticulously state what is not included in the monthly costs. Here is what to ask:

• Is adding or removing a user included, or will you be charged extra for that?
• Are OS upgrades and migrations covered?    
• What support of our local network and equipment is included in the monthly cost?
• In the case of total upgrade of the entire server or network due to some technical issue, will this be covered or will this require extra payment?

5. Request Reference and Reviews

Saying that you are experienced in handling IT support at a law firm is different than having proof of your claim.

Ask your vendor for references from previous or current law firm clients. You can then reach out to them and learn of their experience working with the MSPs. 

Questions To Ask When Hiring an IT Service Provider

Company Related

• What values does your company uphold?
• How big is your company?
• What type of industries have you worked with?
• What are your team’s qualifications? 
• What industry certifications do you have?

Legal IT Services

• What is the onboarding process? 
• What are their response times?
• What level of services are being offered?
• How reliable are your services? Ask them to provide references from any ongoing project to support your claim.
• When to expect onsite services? Will there be a schedule or as needed? 
• What services are covered? 

Scalability and Flexibility

• Are you able to scale as my firm expands?   

Security and Legal Compliance

• How do you approach disaster recovery?
• How can you protect my network?
• Do you provide devices and infrastructure?
• What compliance frameworks do they support?  

Transparent Pricing

• What are the payment options?
• The payment model being used? (flat fees or monthly)
• Are there any hidden fees?
• What is the fine that needs to be paid if the requirements are not met?  

Why Do Law Firms Choose Expert Legal Outsourcing?

Expertise in the Legal Industry	Security and Confidentiality	Reliability and Support	Scalability and Innovation
Our highly-skilled team of  experts come from different niche backgrounds.Well-versed with the technological world, we offer client-oriented customized solutions: 1. Case Management Systems 2. E-discovery Tools 3. Legal Research platforms	Our client-centric approach includes resilient security measures that protect client’s legal data. Our managed services include:  1. Data encryption 2. Advanced threat detection and prevention 3. Multi-factor Authentication 4. Compliance with Legal Industry Regulations	Law firms need reliable IT systems. We provide 24/7 Managed IT services with quick response times and minimal application downtime.	Our Managed IT service solutions scales with your firm. Our services stay up-to-date with emerging technologies to execute even more innovative solutions.Thus, giving you and your law firm a competitive edge.
Cost-effectiveness	Integration Capabilities	Compliance Expertise	Cultural Fit and Communication
We are a value for money deal.Our managed IT services for law firms offers transparency in pricing and aligns with your law firm’s budget and needs.	We can seamlessly integrate new technologies with your firm’s existing systems and workflows. We offer compatibility with legal softwares and databases.	Our team is always on top of the legal industry compliance requirements. Their expertise also includes implementing systems to meet these standards, making certain that the firm operates within legal guidelines.	Our outlook and communication style align with your firm’s strategic initiatives. Expert Legal values clear, effective communication and maintaining strong client-relationships for successful IT management.

Benefits of Partnering with Expert Legal Outsourcing?

With almost a decade worth of experience expert legal outsourcing has been rising in the legal outsourcing market for its client-oriented and value for money product. 

With their increased cybersecurity measures, they have a visible contribution to productivity. Moreover, their team of experts have exceptional ability to maintain clear and transparent communication without violating confidentiality terms.

Providing cloud-based systems and top notch infrastructure services, Expert legal outsourcing has been building their client’s trust.

From keeping up with evolving IT systems to helping legal firms adapt to changing demand promptly, they have been excelling in it all. 

Conclusion

With everything shifting to digital, having managed IT services has become vital for all industries. Yes, especially the legal industry.

From implementation to maintenance of IT infrastructure, managed IT services for law firms do it all. We have provided a guide on how to integrate these services, the 6 tools you could use, and the discussion on how to choose the right partner. 

With complete background knowledge, now you can jump into hiring outsourced managed IT service providers.

Without any more delays, it’s time to up your game.