Contents
This article is mainly for two groups:
People who are having to make the switch from traditional desktop-based software in their practice, to modern cloud-based software;
People who are currently using cloud-based software, but want some tips to quickly upgrade their experience and the leverage they get from their technology.
Your browser is your practice management system now
Key points
Work primarily from the browser, not the desktop.
Use your browser to tie together your custom practice management system from a dream team of specialist tools.
Preference applications that have an open API, for better cross-app automation and synchronization.
Switch to using Outlook and Excel in the browser (quick access, more reliable).
Firstly, it is important when changing to a new system, to learn to use that system the way that it was designed to be used. Don't try to keep using the new system in the same way as the old one.
Change to working primarily from the browser, not from the desktop. If you don't make this change, you'll miss out on many of the efficiency benefits of the new cloud-based approach.
Treat your browser as your practice management system. Its job is to tie together most of the tools that you will use to run your practice.
In the past, the all-in-one desktop systems often had a number of tools that were not great. Now, in the best-in-breed, cloud-based age, you can swap out any tools in your stack that are not performing with ones that will. You no longer have to change the entire system to fix this.
This flexibility of the best-in-breed approach means that you can be much less risk adverse with the time required to select technology.
When selecting your software, preference tools that have an open API. This means that, while they will have a security review, they don't restrict who can develop integrations with them. This means that you can more easily sync these with your other systems - either out-of-the-box or via services like Zapier or Power Automate.
The usual way to spot which platforms have an open API is whether they have a variety of integrations with other applications that they do not own or have an investment in.
Browser selection
Key points
Try a variety of browsers to find the one that helps you navigate around your tools the best (e.g. Edge, Chrome, Opera, Firefox etc).
Consider the way that the following features work in each browser: Vertical tabs, bookmarks menu, side bar apps for quick access, split screen browsing, selection of browser extensions.
Be willing to change browsers or even work from more than one to suit your needs at any time.
Chances are that you've mainly just used the same browser for years. But there are a variety of browsers around (e.g. Chrome, Edge, Opera, Firefox, Safari etc), each with their own strengths. Some will help you work faster and more effectively than others.
I would encourage you to be completely shameless and disloyal about which browser you use and be willing to switch at any time.
Recently, I have preferred Microsoft's Edge browser for the following reasons:
Generally faster and eats less RAM than Chrome.
Bookmarks open in a dropdown menu in the current tab for quick in-context access. Just start typing to select an option.
Vertical tabs for more screen real estate and tab name readability.
Works with Chrome extensions, so you can bring your favorite extensions with you.
Spit screen browsing - view two page or applications side-by-side in the same tab (e.g. have a document open next to an email).
Side bar for quick in-context access to key applications and pages while staying on the current tab.
Bonus: Get points for using the browser that you can redeem for gift cards.
Setting up your browser
Key points:
Set key applications to open automatically at startup.
Bookmark all applications, documents, folders and websites that you access regularly.
Change to vertical tabs for easier visibility.
Put apps in the side bar for quick access while viewing other tabs (e.g. any task management apps you use).
Setup browser extensions.
Learn the keyboard shortcuts for fast navigation.
To get the most out of your cloud-based stack you need to set up your browser for speed.
Startup tabs: Set your browser to automatically open the key pages and applications you need to see first thing every day (settings > startup).
Bookmark all the applications, documents, folders, and websites that you access regularly. This will provide quick access via the bookmarks dropdown in your browser and dramatically improve your experience.
Change to vertical tabs for more screen real-estate and greater readability of your tab names. (settings > appearance). If not using Edge, there will be a browser extension for this.
Learn the essential keyboard shortcuts. These will significantly improve the speed and ease with which you navigate your best-in-breed stack.
Quick navigation with essential keyboard shortcuts
Everyone knows a few keyboard shortcuts, like Ctrl + C, Ctrl + V. Now it is time to learn the essential shortcuts for fast navigation around your browser. The more you can use your keyboard rather than your mouse to get around, the faster you will be.
Of all of these, make sure you at least learn the first two below. They will save you so much time and greatly improve your experience.
Shortcuts | Actions |
Ctrl + Shift + O | Open bookmarks |
Ctrl + Shift + A | Find all open and recently closed tabs |
Ctrl + T | Open new tab |
Ctrl + W | Close current tab |
Alt + D or Ctrl + L | Go to address bar |
Ctrl + R / Ctrl + Shift + R | Refresh / Full refresh of current page |
Ctrl + F | Search current page |
Win + V / Win + ; | Access clipboard / Emojis |
Leverage browser extensions
People who have come from a desktop-centric system (i.e. traditional practice management software) are used to being reliant on one software vendor to include a feature if they need it.
With a browser-centric system (i.e. modern cloud-based legal tech stack), you have access to a massive library of browser extensions and integrations that you can add by yourself.
The table below provides some extensions that you'll likely find useful in legal practice.
Extensions | Benefit |
Text blaze | Snippets, templates, clause bank |
1 Password | Cross device password manager (if SSO isn't available) |
Toggl Time, Clockify | Time tracking (also see Mitimes) |
Savvy Time | Compare date and time in multiple time zones. |
Read Aloud | Text to speech |
Leverage Automations
Key points:
Locate your solution-provider's API documentation.
Explore using Zapier or Power Automate to gain additional leverage with your own automations with additional platforms.
Another development of the modern age of cloud-based software has been open APIs. This is where developers of the software you use allow other vendors to create integrations with their system and even allow the users to do so.
If you have come from traditional desktop software, and especially if that software ran on a server that your firm owned, you may not realize that you have the power to extend and customize the software you use once on a cloud-based system.
Beyond the out-of-the-box integrations that an application has, you can often extend these using services like Power Automate or Zapier. This allows you to add integrations with additional platforms and to create automated workflows between them to save time on repetitive processes.
Platforms like Hivelight, for example have an open API with publicly available documentation. We also have tutorials on how you can use this to create your own integrations and automations with other platforms like Outlook and Google Forms.
If you feel this is a bit out of your expertise, you can always speak with a consultant or your MSP for assistance.
MSP Selection
As your firm grows, you'll likely want to engage a managed service provider (MSP). This is an outsources IT team that will assist you with technical support, solution selection, and small projects.
Don't skimp on your MSP. Pay the money and engage on that has a local support team. Choose one that has a senior rep that you can meet with every 6 months to discuss the technology needs of the business, and who is able to deliver some hardware and software configuration projects for you.
Getting setup to succeed with best in breed
To summarize:
Work primarily from your browser, not from the desktop.
Try out a number of browsers and select the one that best matches your style for fast navigation between apps and websites.
Configure your browser by bookmarking common apps, documents and pages, setting up you startup pages, switching to vertical tabs, and installing extensions.
Learn the essential keyboard shortcuts to navigate your browser-based system quickly.
Explore configuring your own automations via Power Automate or Zapier.